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Privacy Policy

Last updated: August 2026

1. Who We Are

Astor Stack Technologies (Pty) Ltd operates SoloChief (solochief.app), an AI-powered productivity and operating system for founders and operators.

Contact: [email protected]

Address: South Africa

2. What We Collect

We collect the following information:

Account information:

  • Email address (required for account creation)
  • Full name (optional, provided during onboarding)

WhatsApp information (if you choose to connect):

  • WhatsApp phone number
  • Message content is processed to respond to your commands (for example, saving a follow-up you asked SoloChief to capture); it is not stored as a separate message log
  • Voice note audio (Operator plan): sent to OpenAI for transcription and not stored by us. See "AI and Your Data" below
  • Connection timestamps

Usage data:

  • Focus entries, commitments, follow-ups, weekly plans, parking lot items, and Friday review responses
  • Login timestamps and session data
  • Feature usage patterns (anonymised)

Payment information:

  • Payments are processed by Polar (polar.sh)
  • We do not store card numbers or payment credentials
  • We receive confirmation of subscription status only

3. How We Use Your Data

We use your data to:

  • Operate SoloChief and deliver your morning brief
  • Send WhatsApp messages you have explicitly consented to
  • Generate AI responses using your operational context
  • Process your subscription and manage your account
  • Improve the product based on anonymised usage patterns
  • Communicate product updates and changes

4. AI and Your Data

SoloChief uses Anthropic's Claude API to generate responses, and OpenAI's Whisper API to transcribe WhatsApp voice notes (Operator plan).

  • Your operational data (focus, commitments, follow-ups) is sent to Anthropic's API to generate contextual responses
  • Anthropic does not use API customer data to train models by default
  • Voice note audio is sent to OpenAI's Whisper API to produce a text transcript; we do not store the audio
  • AI responses may not always be fully accurate. SoloChief AI is an operational assistant, not a substitute for professional advice

We do not independently verify or control how long Anthropic or OpenAI retain data on their own systems. For their current policies, see Anthropic's Privacy Policy and OpenAI's Privacy Policy.

5. WhatsApp and Your Data

SoloChief uses Twilio and the WhatsApp Business API to deliver messages to your phone.

  • SoloChief is a structured, purpose-specific productivity assistant. It is not a general-purpose AI chatbot.
  • WhatsApp messages are processed through Twilio's infrastructure in accordance with their privacy policy
  • You consent to receive WhatsApp messages when you connect your number during onboarding or Settings
  • You can disconnect at any time from Settings → WhatsApp → Disconnect

6. Google Calendar and Your Data

If you connect Google Calendar, SoloChief reads only your free/busy availability, so it can show you how much unbooked time you actually have when you set your focus for the day.

  • We receive busy time ranges only: start and end times when you are unavailable. We do not receive event titles, descriptions, attendees, locations, or any other event content
  • The permission we request (calendar.freebusy) is read-only. SoloChief cannot create, edit, or delete calendar events, and does not ask for the ability to
  • We query only your primary calendar, and only for the current day
  • Busy time ranges are cached for the remainder of the day and are not retained beyond it
  • You can disconnect at any time from Settings → Calendar → Disconnect. On disconnect we delete the stored connection and revoke our access token with Google
  • The same deletion and revocation happens automatically if you delete your SoloChief account

SoloChief's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

7. Data Sharing

We share data only with the following service providers who process data on our behalf:

  • Supabase: database and authentication (EU, eu-west-1)
  • Railway: application hosting
  • Cloudflare: content delivery network and reverse proxy in front of our sites; processes request data (such as IP address) in transit
  • Twilio: WhatsApp message delivery
  • Anthropic: AI response generation
  • OpenAI: voice note transcription (Operator plan)
  • Polar: subscription and payment processing
  • Resend: transactional email delivery
  • Google: calendar free/busy availability, only if you connect Google Calendar

We do not sell your data. We do not share your data with advertisers. We do not use your data for any purpose beyond operating SoloChief.

8. Data Storage and Security

  • All data is stored on Supabase infrastructure in the EU (eu-west-1 region). For users in South Africa, this is a cross-border transfer of personal information to a foreign country, made to a processor bound by data protection obligations at least as strong as POPIA's own
  • Authentication is handled by Supabase Auth (SOC 2 Type II certified)
  • Passwords are hashed using bcrypt and never stored in plain text
  • We use HTTPS for all data transmission
  • Access to production data is strictly limited

9. Cookies

SoloChief uses essential cookies only:

  • Authentication session cookies (required to stay logged in)
  • No advertising cookies
  • No third-party tracking cookies

10. Data Retention

  • Your data is retained while your account is active
  • To delete your account, email [email protected]. We confirm your identity and permanently delete your personal data within 30 days of a verified request
  • WhatsApp message logs (phone number, message type, delivery status and timestamp, not message content) are retained for as long as your account is active, to operate the service and diagnose delivery issues, and are deleted along with the rest of your personal data on account deletion
  • Google Calendar busy times are cached only for the current day and are never retained longer; the connection itself is deleted, and our access revoked with Google, on disconnect or account deletion
  • Anonymised usage patterns may be retained for product improvement

11. Your Rights

Wherever you are, you have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data
  • Withdraw consent at any time
  • Lodge a complaint with the relevant data protection authority

To exercise any right, contact: [email protected]

Our Information Officer is Frank A., reachable at the address above.

If you are in South Africa and are not satisfied with our response, you may lodge a complaint with the Information Regulator (South Africa): inforegulator.org.za.

If you are in the European Economic Area or UK, you may instead lodge a complaint with your local data protection authority.

12. Children

SoloChief is not intended for users under 18 years of age. We do not knowingly collect data from minors.

13. Governing Law

This policy is governed by the laws of South Africa, including the Protection of Personal Information Act (POPIA), and, where applicable, the General Data Protection Regulation (GDPR).

14. Changes

We may update this policy. We will notify you via email or WhatsApp when material changes are made. Continued use after notification means acceptance.

15. Contact

[email protected]

Astor Stack Technologies (Pty) Ltd

South Africa