Draft
This document is a draft prepared for legal review and is not yet in effect.

Privacy Policy

DRAFT for counsel review. Not yet in effect. Version 0.1, 21 October 2026.

This Privacy Policy explains how DataHubz ("we", "us"), located in Colorado Springs, Colorado, USA, collects, uses, shares and protects personal data in connection with SotialMedia (the "Service") at https://sotialmedia.com. Questions and requests: support@sotialmedia.com.

1. Roles

For account holders, users of the console and API, and visitors to our website, DataHubz is the controller of their personal data. For content, connected account data and end-client information that a Customer submits to the Service, DataHubz is a processor acting on the Customer's instructions under the Terms of Service and any data processing agreement.

2. Data we collect

Account and identity data. Email address, name (optional), organization name, role, multi-factor authentication enrollment status, session identifiers, IP address and user agent at sign-in. Sign-in uses one-time email links; we do not store passwords.

Connected account data. For each social media account a user connects: the platform account id, handle, display name, profile image URL, granted scopes, token expiry times and health status. Platform credentials (OAuth tokens) are stored encrypted with a key that the web application cannot use to decrypt; only publishing workers can.

Content data. Drafts, media files, scheduling information, approval records, publication outcomes, external post ids and permalinks.

Usage and audit data. Actions taken in the console and API (who did what, when, from which request), job and attempt histories, usage counters for billing, API request logs with request ids. Audit history is retained as an immutable record.

Billing data. Plan, entitlements, invoices and payment status. Payment card details are handled by our payment provider and are not stored by DataHubz.

Website data. Server logs for https://sotialmedia.com (IP address, user agent, pages requested). We do not use advertising trackers on the public site.

3. How we use data

  • To provide the Service: authenticate users, enforce permissions, publish content you schedule, retrieve publication status, deliver webhooks, meter usage and invoice.
  • To secure the Service: detect abuse, investigate incidents, keep audit trails, enforce quotas.
  • To support you: respond to requests at support@sotialmedia.com and notify organization owners of incidents, changes and billing events.
  • To improve the Service: aggregate, de-identified statistics about reliability and performance. We do not use customer content to train machine learning models and we do not sell personal data.

4. Legal bases (where applicable)

Performance of a contract (providing the Service), legitimate interests (security, fraud prevention, service improvement), compliance with legal obligations, and consent where required (for example marketing email, which you can withdraw at any time).

5. Sharing

We share personal data only with:

  • Subprocessors that host or support the Service, listed at /legal/subprocessors, under contracts that restrict their use of the data.
  • Social media platforms you connect, to the extent needed to publish and retrieve status for the content you direct (for example, X receives the post text, media and your account authorization).
  • Agencies and clients within the Service according to the delegation you configure (see the Agency Delegation Terms); an agency sees only the workspaces it has been granted.
  • Authorities when required by law, or to protect rights, safety or the integrity of the Service, after reviewing the request and, where permitted, notifying you.

6. International transfers

The Service is hosted in the United States. If you access it from elsewhere, your data is transferred to and processed in the United States. Where a transfer mechanism is required by your jurisdiction, we will put one in place on request.

7. Retention

Retention periods are set out in the Data Retention and Deletion Policy. In summary: account data for the life of the account plus 30 days; connected account credentials until disconnection or termination; content and media according to the workspace's retention setting; audit and publication history for the life of the organization and a further 12 months for security and dispute purposes; backups for 30 days.

8. Security

Tenant isolation enforced in the database, encryption in transit everywhere and at rest at our hosting providers, envelope encryption of platform credentials with the decryption key restricted to publishing workers, multi-factor authentication for administrative roles, immutable audit logs, signed webhooks, short-lived signed URLs for media, incident response and backup restoration procedures. No method is perfect; we will notify affected Customers of a confirmed incident without undue delay and within 72 hours of confirmation.

9. Your rights

Depending on where you live you may have the right to access, correct, delete or export your personal data, to restrict or object to processing, and to lodge a complaint with a supervisory authority. Users can view and update their profile in the console. Organization owners can export or delete their organization's data from the console or by writing to support@sotialmedia.com; we verify requests and respond within 30 days. If you are an end client of an agency using the Service, contact the agency first; we will assist them.

10. Children

The Service is for businesses and is not directed to children under 16. We do not knowingly collect personal data from children.

11. Cookies

The console uses one strictly necessary cookie for the session (sm_session, httpOnly). The public website sets no analytics or advertising cookies. We may add privacy-respecting, cookie-free analytics for the public site and will update this policy if so.

12. Changes

We will post changes at https://sotialmedia.com/legal/privacy and notify organization owners by email at least 30 days before material changes take effect.

13. Contact

DataHubz, Colorado Springs, Colorado, USA. Email: support@sotialmedia.com.