Soulside, Inc. provides a cloud-based AI clinical documentation and chart audit platform to licensed behavioral health organizations ("Customers").
This Privacy Policy ("Policy") describes how Soulside, Inc. and its affiliates and subsidiaries (collectively, "Soulside," "we," "us," or "our") collect, use, and disclose personal information in connection with our website and online platform available at www.soulside.ai (the "Site") and our related services, social media pages, and email and other electronic communications (collectively, and together with the Site, the "Services"), along with the choices available to you in respect of your personal information.
We collect personal information when you provide it to us, which may include:
Account and Contact Information: Information such as first and last name, business email and mailing addresses, phone number, title, and other business or account details. For example, when a Customer organization onboards, we collect the organization name, primary contact name, work email address, and billing contact. When individual authorized users are provisioned on our platform, we collect information such as their name and work email address.
Support and Other Communications: Records of communications between your organization and our support team are retained to facilitate ongoing support and issue resolution. We will also collect any information that you share when you communicate with us, such as if you reach out to us more information about our products or services.
Your Preferences: Preferences that you share with us about how we interact with you, such as your preferences for receiving our marketing communications.
Other Information: We will collect other personal information that you choose to provide to us, which we will process as described in this Policy or at the time of collection.
We, our service providers, and our advertising partners may automatically log or collect information about you, your computer, or your mobile device, and your activity over time on our Services and other sites and online services, such as:
Usage Data: Data about how the Services are used, which may include pages or features accessed, session duration, error and audit logs, pages visited, referral source, navigation paths between pages or features, information about your activity on a page or feature, or access times. This data does not include the content of clinical sessions or patient information. Device Data: Data such as browser type, device type, operating system type and version number, operating system and version number, screen resolution, and IP address.
See Section 4 (Cookies and Similar Tracking Technologies) for details about our automatic data collection practices.
We may obtain personal information about you from third parties, such as your organization, public sources (such as social media profiles), or our business or referral partners. If you have the opportunity to refer colleagues or other contacts to us and to share their contact information with us, please do not do not do so unless you have their permission.
We use the personal information we collect for the following purposes or as described in this Policy or at the time of collection.
To deliver our Services: We use personal information for service delivery, including to provide you with content, features, products, and services that you request or to process your orders and transactions.
To operate and maintain the Services: We use personal information to provision access, authenticate users, manage accounts, monitor system health, and ensure the Services function reliably.
To provide customer support: We use personal information to respond to inquiries, troubleshoot issues, and assist you, your organization, and its users. Support may be provided by several different methods, such as email, in-app messaging, or video call.
For security, fraud prevention, and safety: We may use personal information, including by monitoring access logs, error reports, and usage patterns, to detect unauthorized access, prevent fraud, investigate potential security incidents, and otherwise prevent, identify, investigate, and deter potentially harmful, unauthorized, fraudulent, or illegal activity. We may also use personal information to maintain the safety, security, and integrity of our Services, databases, information assets, and business, to perform auditing or compliance activities related to the Services, to protect our, your, or others' rights, privacy, safety, or property (including by making and defending legal claims), and to enforce the terms and conditions that govern the Services.
We may use personal information for research and development purposes, such as to analyze and identify areas for improvement, measure feature performance, and inform product development. As part of these activities, we may create or use aggregated, de-identified, or otherwise anonymized data from the personal information we collect. We make personal information into anonymized data by removing information that makes the data personally identifiable to you. We may use this anonymized data and share it with third parties for our lawful business purposes to analyze and improve the Services and promote our business.For research and development: We may use personal information for research and development purposes, such as to analyze and identify areas for improvement, measure feature performance, and inform product development. As part of these activities, wemay create or use aggregated, de-identified, or otherwise anonymized data from the personal information we collect. We make personal information into anonymized data by removing information that makes the data personally identifiable to you. We may use this anonymized data and share it with third parties for our lawful business purposes to analyze and improve the Services and promote our business.
In connection with AI tools: We may use AI to enhance or help us provide the Services. For example, we may use AI tools to provide quicker, more effective responses to your support or troubleshooting requests. When you interact with such tools, your personal information will be used to provide you with the requested output, and may also be used to help improve the AI functionality that we use, such as to provide better responses or gain knowledge about our
Services.
To communicate service and other information: We use personal information to send service updates, security notices, planned maintenance announcements, and product communications relevant to the Services.
To comply with legal obligations: We may process and retain personal information as we believe necessary or appropriate to comply with applicable law, regulatory requirements, lawful requests, or legal process.
For direct marketing: We may send you Soulside-related or other direct marketing communications as permitted by law. You may opt-out as described in Section 8 (Your Choices) below.
To advertise the Services and our business, including interest-based advertising: We may work with third-party advertising companies and social media companies to help us advertise our business and display ads for us in other online or offline locations. These companies may use cookies and similar technologies to collect information about you (including the usage data and device data described above) over time across our Services, including your interactions with the Services (such as the Site and our emails) and other sites and services, and use that information to serve ads that they think will interest you. You can learn more about your choices for limiting interest-based advertising in Section 8 (Your Choices) below.
Like many online websites and platforms, the Services use cookies and similar technologies to facilitate our automatic collection of personal information, which may include:
Cookies: Text files that websites store on a visitor's device to uniquely identify the visitor's browser or to store information or settings in the browser. We may use cookies for purposes such as helping users navigate between pages efficiently, remembering preferences, enabling functionality, helping us to understand user activity and patterns, or helping us to design and track the success of our marketing campaigns.
Web beacons: Also known as pixel tags or clear GIFs, web beacons are typically used to demonstrate that a webpage or email was accessed or opened, that certain content was viewed or clicked, or to compile statistics about usage of websites or the success of marketing campaigns.
Local storage: Local storage is used to save data on a visitor's device. We may use data from local storage for similar reasons as cookies, such as to store multimedia preferences, customize what we show you based on your past interactions with our Services, remember your preferences, and measure ad effectiveness.
Session-replay technologies: Third-party software programs we may use to record a video replay of users' interactions with the Services. The video replay may include users' clicks, mouse movements, scrolls, typing, and other activity taken during the session. We may use these replays for research and development purposes, such as to help us troubleshoot problems with the Services, understand how users interact with and use the Services, and identify areas for improvement.
Chat technologies: Third-party software programs we may use to add chat features that you can use to communicate with us through the Services. Our chat vendors and other third parties may access and use the device data and usage data described above, and monitor and record your chats, for the purposes described in this Policy. When you use these features, you may not always be communicating with a human.
Most browsers allow you to remove or stop accepting cookies from the websites you visit. To do this, follow the instructions in your browser's settings. Many browsers accept cookies by default until you change your settings. If you do not accept cookies, however, you may not be able to use all functionality of the Services and our Site may not work properly. For more information about cookies, including how to see what cookies have been set on your browser and how to manage and delete them, visit www.allaboutcookies.org.
For more information about your choices related to advertising, please see Section 8 (Your Choices).
We may share personal information with the categories of recipients described below and as otherwise set out in this Policy or disclosed at the time of collection:
Service providers: We engage and share personal information with third-party vendors and individuals who perform functions for on our behalf and help us run our business. For example, we use service providers for cloud hosting, analytics, maintenance services, database management, transaction processing, marketing, communications, and customer support tooling. All vendors with access to customer platform data are bound by confidentiality obligations and, where applicable, sub-BAAs with Soulside.
Law enforcement, government authorities, and others: We may disclose personal information to law enforcement, government authorities, and other relevant parties when we believe necessary or appropriate in order to comply with applicable law, court order, legal process, or regulatory authority, or in connection with the other compliance, safety, fraud prevention, and security purposes described in Section 3 (How We Use Personal Information) above.
Business transaction participants: We may disclose your personal information to third parties in connection with any business transaction (or potential transaction) involving a merger, acquisition, sale of shares or assets, financing, acquisition, consolidation, reorganization, divestiture, or dissolution of all or a portion of our business (including in connection with a bankruptcy or similar proceedings).
Your organization: We may share your persona information with your company, such as when we share reports or other Services-related information with them.
Our related companies: We may share your personal information with companies that are affiliated with us (that is, that control, are controlled by, or are under common control with us), including affiliates and subsidiaries.
Advertising partners: We may share personal information collected about you with third parties who we partner with for advertising campaigns, surveys, or other events or activities in connection with our Services or business. We may also share or permit the collection of your personal information by advertising companies that we work with, such as companies that collect activity on the Site and other online services to help us advertise our products and service and/or that use hashed customer lists that we share with them to deliver ads to you and to similar users on their own platforms.
Professional advisors: We may disclose your personal information to our professional advisors, such as lawyers, bankers, auditors and insurers, where necessary in the course of the professional services that they render to us.
With your authorization: We will disclose your personal information when you direct or authorize us to do so.
Where required under applicable laws, we retain personal information only for as long as is necessary to fulfill the purposes for which it was collected and processed, in accordance with applicable retention policies and laws or regulatory obligations.
To determine the appropriate retention period for personal information, we consider factors such as the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of personal information, the purposes for which we use personal information, and whether we can achieve those purposes through other means, as well as the applicable legal and regulatory requirements.
We implement administrative, physical, and technical safeguards designed to protect the personal information that we process, including against the risks of unauthorized access, disclosure, alteration, or destruction. However, please note, no method of transmission over the Internet or method of electronic storage is fully secure and we cannot promise that information about you will remain secure in all circumstances. The safety and security of your personal information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Services, you are responsible for keeping your password confidential.
To report a suspected security incident, contact security@soulside.ai.
The choices listed below may apply depending on how you interact with us.
Management of Personal Information: If you have created an account on the Site, you may access account information or change your preferences from within your account. If you have other requests or questions about access to or deletion of personal information, please contact us at privacy@soulside.ai.
Opt-out of Marketing Communications: You may opt out of marketing-related emails by following the opt-out or unsubscribe instructions at the bottom of the email, or by contacting us at privacy@soulside.ai. Please note, you may continue to receive service-related and other nonmarketing emails.
Advertising Choices: You can limit the use of your information for interest-based advertising by blocking third-party cookies in your browser settings, using browser plug-ins/extensions, and/or using your mobile device settings to limit the use of the advertising ID associated with your mobile device. You can also opt out of interest-based ads from companies participating in the following industry opt-out programs by visiting the Network Advertising Initiative (https://thenai.org/how-to-opt-out/) or the Digital Advertising Alliance (https://optout.aboutads.info/? c=2&lang=EN).
In addition, some of the companies we work with may offer their own opt-out mechanisms. For example, to learn more about how Google uses data, click here (and to opt-out of ad personalization by Google, you can click here). Many of the opt-out preferences described here must be set on each device and/or browser for which you want them to apply. Please note that we also may work with companies that do not participate in the opt-out mechanisms described above, so even after opting-out, you may still receive some cookies and interest-based ads from other companies. If you opt-out of interest-based advertisements, you will still see advertisements online but they may be less relevant to you.
Do Not Track: Some Internet browsers may be configured to send "Do Not Track" signals to the online services that you visit. We currently do not respond to "Do Not Track" or similar signals. To find out more about "Do Not Track," please visit http://www.allaboutdnt.com.
Declining to Provide Information: We need to collect personal information to provide certain services. If you do not provide the information requested, we may not be able to provide those services.
Soulside is headquartered in the United States, and our Site is hosted in the United States. We may also transfer personal information to service providers or third parties located in the United States and other jurisdictions. Please note that such jurisdictions may not provide the same protections as the data protection laws in your home country. By providing your personal information, where applicable law permits, you hereby specifically and expressly consent to such transfer and processing and the collection, use, and disclosure set forth herein or in any applicable terms of service.
Our Services may contain links to websites and other online services operated by third parties. In addition, our content may be integrated into web pages or other online services that are not associated with us. These links and integrations do not endorse or represent that we are affiliated with any third party. We do not control websites or online services operated by third parties and are not responsible for their actions. This Policy does not apply to such third-party sites or services. We encourage you to read the privacy policies of the other websites and online services you use.
The Services are not intended for use by minors under the age of 18. If you believe we have any personal information collected online from a minor under 18, please contact us as set forth at the bottom of this Policy.
California residents with an established business relationship with us may be entitled under California Civil Code sections 1798.83-1798.84 to ask for a notice describing the categories of personal information shared with third parties for those third parties' direct marketing purposes. California residents may submit such requests to privacy@soulside.ai with "Shine the Light" in the subject line.
We may update this Policy from time to time. Please review this Policy periodically so that you keep up to date on our most current practices. The "Last Updated" date at the top of this page reflects the most recent revision. Continued use of the Services after that date constitutes acceptance of the updated Policy.
For privacy questions or requests, please contact us via email at privacy@soulside.ai.
Last updated: August, 2026
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