Legal
Privacy and Analytics Notice
Our current Website Analytics Notice explains optional PostHog tracking and your choices.
Soku Systems collects as little as possible. If you contact us, we receive your name, your email address, and whatever you choose to write. We use that to reply and to follow up about the work you asked about. We do not sell it, rent it, or hand it to anyone else for their own purposes, and optional website analytics is described separately in our Website Analytics Notice.
What we collect, and why
Automation ROI calculator
Calculator inputs are saved in this browser so you can return to them. You can reset them in the calculator or remove them by clearing site storage. If you request an emailed calculation, we store your email address, your inputs and calculated results, the page you used, the time of the request, delivery status, and whether you asked for advice. We send the requested results through our email delivery provider. A separate optional checkbox invites follow-up about that automation. We also store a keyed hash of the request IP address to limit repeated report requests. Viewing the calculator and printing results do not require an email address.
What you send us directly
When you contact Soku Systems or submit a form on this site, we receive the name and email address you provide and the message you write. We use those to answer you, to send information you asked for, and to follow up about the engagement. We may email you at that address about the work you contacted us about. We do not sell, rent, or share that information with anyone for their own marketing, and we do not buy contact lists.
How your message reaches us
If you email us, the message travels through your email provider and ours. Those providers handle the message the same way they handle any other email you send. The website itself does not intercept or store a copy of it.
Call booking
Calls are booked through Calendly, a scheduling provider. The call page embeds Calendly’s booking widget, and the booking buttons on the pricing page open it. When the widget loads, your browser connects to Calendly, which receives your IP address and standard request information and may set its own cookies under Calendly’s privacy practices. If you book, Calendly also receives what you enter into its form and passes the booking details to us.
Soku Suite accounts
Signing in to Soku Suite requires an email address and a password. Passwords are never stored in readable or recoverable form: only a cryptographic hash of the password is kept, and every connection is encrypted in transit. Soku Suite sets no advertising, analytics, or tracking cookies. The only browser storage it uses is what is needed to keep you signed in and to run the application you are using.
Data sources you connect to Panorama
When you connect a tool, device, or business system to Panorama, Panorama reads from it to build your own operational view. That content is held only to serve your screens, for as long as you use the product. Soku Systems does not take a copy of it for our own use, does not analyze it for our own purposes, does not use it to train anything, and does not sell or disclose it to anyone. It is your data, held to show it back to you, and nothing else.
CMS administration and preview
Payload processes authorized administrator account, authentication, content, and audit-related request data for Soku staff only. Authentication and content preview use the cookies necessary for those restricted workflows. No visitor to the public site is given an account or a CMS cookie.
Hosting, delivery, and security logs
Our hosting, network, database, and media providers process IP addresses, request headers, timestamps, and device information as a normal part of serving and protecting the site. These are operational and security records. They are not used to build a profile of you, are not combined with anything you send us, and are not sold or shared for marketing.
Analytics and non-essential tracking
We use PostHog Cloud in its US region only after you accept optional analytics. Our separate Website Analytics Notice describes the data, storage, retention, contact details, and withdrawal controls. Session recording and advertising tags are disabled. The Calendly widget operates separately as described above.
What we never do
We do not sell, rent, or trade personal information. We do not pass contact details to lead brokers, data brokers, advertisers, or partners for their own marketing. We do not use the business data you connect to Panorama for our own analysis, product development, or model training. We do not create profiles of visitors or track them across other sites. These are commitments, not current practice that might quietly change: if any of them ever needed to change, this notice would be updated first.
Purposes and lawful basis
We use what you send us to respond to your inquiry, to discuss and deliver work you have asked about, and to keep ordinary business records. We process account and connection information to operate Soku Suite for you. We process hosting and security records to deliver the site and to protect it from abuse. The approved policy must state the lawful basis that applies under the final entity and jurisdiction; in practice these uses rest on performing or preparing a contract with you, and on our legitimate interest in running and securing our own services.
Sharing and processors
Soku Systems does not sell personal information. We share it only with the providers that make our own services work — hosting, database, email delivery, file storage, and call scheduling (Calendly) — and only to the extent each one needs in order to perform that function for us. We also disclose information where the law requires it. The approved policy must name or accurately categorize those providers once the production stack is final.
Retention
We keep what you send us while the conversation or working relationship is active, and afterward only for as long as we need it as an ordinary business or legal record. Soku Suite account records are kept while the account exists. Data read from the sources you connect to Panorama is cached only to serve your own views and is removed when you stop using the product or disconnect the source. Exact retention periods for inquiries, proposals, client records, account records, backups, and security logs must be written down and approved before this page becomes effective.
Security
Access to systems holding personal information is restricted to the people who need it. Passwords are stored only as cryptographic hashes, never in readable form. Traffic to this site and to Soku Suite is encrypted in transit, dependencies are checked for known vulnerabilities, and backups are maintained. No system can promise absolute security, and we will not claim one.
International transfers
Our hosting, email, database, and media providers may process data in more than one country, which can include countries other than your own. The approved policy must identify the actual regions and any legally required transfer mechanism once the production providers are final.
Your choices and rights
You can ask what information we hold about you, ask us to correct it, ask us to delete it, or ask us to stop emailing you. Email the address shown in the site footer and we will act on the request. If a request comes from an address we do not recognize, we may need to confirm who you are before acting on it. The rights that apply to you, the regulator you can complain to, and any limits on those rights depend on the final entity and jurisdiction, which are still to be approved.
Children
This website and Soku Suite are built for business use and are not directed at children. We do not knowingly collect personal information from children. If we learn that a child has sent us information, we will delete it.
Changes and contact
The final policy will carry an effective date and will explain how material changes are communicated. Until the contracting entity, legal address, and verified privacy contact are approved, questions can be sent to the email address shown in the site footer.
Draft last reviewed: 2026-10-11