Privacy

Privacy policy

Last updated 1 November 2026

This policy explains what Software Station AI collects when you visit softwarestation.ai, talk to our assistant, send us a form, or message us on WhatsApp, Telegram or email; why we collect it; who processes it for us; and the choices you have, including how to have it deleted.

Who we are

Software Station AI is provided by two partner companies:

Obsidian Wolf Technologies Limited, a company registered in England and Wales (company number 15868346) with its registered office at 6 Groves Way, Cookham, Maidenhead, Berkshire SL6 9NP, United Kingdom, owns the Software Station AI technology and the information it holds. You can reach it at info@obsidianwolf.co.uk.
The Software Station (Pty) Ltd, a company registered in South Africa (registration number 2019/073147/07) at Somerset Links Office Park, Ground Floor, Gleneagles Building, Somerset West, 7130, Cape Town, South Africa, owns the Software Station AI brand and provides the technical services that run it, on Obsidian Wolf Technologies Limited's behalf.

In this policy, "Software Station", "we" and "us" mean both companies. Write to hello@softwarestation.ai about Software Station AI or anything in this policy.

Obsidian Wolf Technologies Limited is the controller of the information described in this policy. The Software Station (Pty) Ltd processes it on Obsidian Wolf Technologies Limited's behalf and on its instructions.

When you talk to a business that uses Software Station AI

Software Station AI is a platform that other businesses use to answer their own customers on their websites, WhatsApp numbers, Telegram and email. When you talk to one of those businesses, that business decides what is collected and why, and its own privacy policy applies. We process that information on the business's behalf and on its instructions, and one business's information is never visible to another. Questions or requests about it are best sent to that business, and we will help it respond.

What we collect

Conversations with us. When you talk to the assistant on this website, or message Software Station AI on WhatsApp, Telegram or email, we keep the conversation: what you write, our replies, and when each was sent.
What you are looking at when you write to the assistant. Each message you send the assistant on this website carries the address of the page you are on (without its query string: the campaign tags and ad-click identifier you arrived with travel separately, as described under “How you found us”), its title, the heading of the section in view, any text you have highlighted on the page, and the last few pages you opened, sections you read and links or buttons you clicked on this website in the same tab. The assistant uses it to understand what you are asking about, and we keep it with the conversation. It never includes what you type into a form, and nothing is sent until you send a message.
Details you give us. If you tell us your name, company, email address or phone number, for example to ask for an assessment or a follow-up, we keep them with the conversation so our team can reply.
The website review form. When you ask us to review your website, we keep your name, email address, website, anything you write and your answer to “How did you hear about us?” if you give one, with the address of the page you sent it from and how you found us, described below. If you tick the box for updates, we record that too.
Your WhatsApp or Telegram account. When you message us on WhatsApp we receive your phone number, and on Telegram your Telegram account identifier; we use them to keep your conversation together and to reply. Our WhatsApp service reads text messages and button replies. It does not store photos, voice notes or files you send.
How you found us. When a link brings you to this website, we keep the campaign tags in its address (such as utm_source or utm_campaign) and any advertising click identifier it carries from Google, Microsoft, Meta or LinkedIn, with the page you landed on and the website that sent you. They are kept only in the page's memory while it is open: nothing is written to your device, and a reload or a new tab starts afresh. They go with the page analytics below, with the website review form if you send it, with a conversation with the assistant when you start one, and with a sign-in or sign-up link into our console if you follow one, so that your request or new account records how you found us. If you arrived from one of our ads, the advertising platform may be told what came of it, as described under Reports to advertising platforms.
Page analytics. On this website we count page views and how long a page stays open, and a few steps towards getting in touch: pressing one of the main buttons, starting and sending the website review form, opening the assistant, playing the film, and following an email or sign-up link. Each count carries your browser and device type, screen size, the page address without any query string except its campaign tags, the page that referred you, and how you found us. A random identifier, kept only in the page's memory and never in a cookie or on your device, connects the counts of one visit; it is gone when you close or reload the page, so it cannot recognise you on a later visit, and it is not linked to your name or contact details. PostHog, which runs these analytics for us, also receives your IP address, which our server passes on with each count. These analytics make no recordings of your visit, do not capture what you type, and build no profile of you, and if your browser sends Do Not Track they collect nothing.
The chat session. The assistant keeps an identifier for your conversation in your browser's session storage so that it survives a page reload and carries on from page to page, along with the short list of recent pages, sections and clicks described above. Both are cleared when you close the tab.
Technical logs. Our web server logs each request's time, the page requested and the response, without your IP address or the query string, and keeps these logs for no more than 14 days. Our services also keep their own operational logs, so that we can keep the platform secure and find and fix faults.
Console accounts. If you sign in to the Software Station AI console, we hold your name, email address, sign-in identity and the role your business has given you, and a phone number and email preferences if you add them. We keep a record of the changes you make. We also measure how the console is used: which pages you open and, where it is switched on, which buttons and links you click. Do Not Track does not switch this off in the console.

How we use it

To answer your questions and continue a conversation you started.
To let a member of our team follow up on a request you made, such as an assessment, a website review or a quote.
To see which links and ads bring people who ask us for a review.
To tell an advertising platform whether its ad brought a real request, as described below.
To keep the website and platform secure, and to find and fix faults.
To understand which pages are read, so we can improve them.
To meet our legal obligations.

Our lawful basis is your request, the steps you ask us to take before entering into an agreement, our legitimate interest in running and improving a secure service, and, for messages we start, your permission. Our legitimate interest also covers learning which of our ads bring real requests and reporting that to the platform that ran the ad. We do not sell personal information. We run no advertising scripts or tracking tags on this website, and we never use your information to build a profile of you or to show you ads.

Reports to advertising platforms

We advertise on Google. If you arrived by clicking one of our Google ads, the link carried Google's click identifier, which we keep with your request as described under “How you found us”. We then tell Google Ads, our own advertising account, what came of that click:

that you sent us a request, by the form or by asking the assistant for a call-back;
that our team judged it a real enquiry; and
that it became a customer, with the value of the agreement.

Each report carries Google's click identifier, the step, and its time and value, and nothing else. These reports never include your name, email address, phone number or anything you wrote. We report nothing for a request that did not come from a Google ad, nor for one we set aside as spam or judged not to be an enquiry. Google processes these reports under its data-processing terms with us, which may involve the United States. To stop us reporting your request, write to hello@softwarestation.ai; we will mark it so that it is never reported again.

Messages we send you

We only start a conversation with you, on WhatsApp or by email, when you have asked us to, for example by sharing your number and asking for a follow-up. We record that permission with the conversation in which you gave it. You can withdraw it at any time by telling us so in the conversation, by using the link in our email, or by writing to hello@softwarestation.ai; we will record it and stop. Replies to a conversation you start are not affected.

Sending the website review form asks us to reply to you about it. Occasional Software Station AI updates go only to people who ticked the box for them on the form, until they unsubscribe or tell us to stop.

How our assistant works

Replies from our assistant are written by AI models. To answer you, the assistant sends your message, what you were looking at when you sent it, the conversation so far and the relevant parts of our own documentation to the AI provider that writes the reply. A person on our team can read a conversation, particularly when the assistant hands it to them. The assistant can make mistakes; check anything important with us.

When you write something in the website review form, an AI model reads it once to set aside sales pitches and spam. A request it sets aside is kept and can still be read by our team.

Who processes it for us

We use the following service providers. Each processes information only to provide its service to us.

Amazon Web Services: hosting, file storage and document reading, in Ireland.
MongoDB Atlas: our database, hosted on Amazon Web Services in Ireland.
Anthropic, OpenAI and Google: the AI models that write the assistant's replies, understand questions, index and search documents, and read scanned pages.
Meta (WhatsApp) and Telegram: delivering messages on those services.
Twilio SendGrid and Cloudflare: sending and receiving email, and our domain's DNS.
PostHog: the analytics described above, in the EU.
Google (Google Ads): the reports to advertising platforms described above.
Sentry: error reports, in the EU, with contact details and message content removed before they are sent.

We may also disclose information where the law requires it, or to protect the rights and safety of people using the service.

Where we keep it

We keep your information in the European Union: our platform, database, files and logs are hosted in Ireland.

Some of the providers above, including our AI providers and Meta, process information in other countries, including the United States, while they handle it for us. The Software Station (Pty) Ltd's team works from South Africa and can access information when providing technical services and support. Where information is processed outside the United Kingdom and the European Economic Area, it is protected by data-protection terms: the providers' own, and those agreed between our two companies.

How long we keep it

We keep conversations and the details you gave us for as long as we are in conversation with you or have a business relationship, and for a reasonable period afterwards as a business record, unless you ask us to delete them sooner. Web-server request logs are kept for no more than 14 days. Your browser's session identifier is cleared when you close the tab.

Security

Information is encrypted when it travels over the internet and when it is stored. Access to it is limited to the people and systems that need it, and each business's information is kept separate from every other's. No system is perfectly secure; if you believe you have found a vulnerability, write to security@softwarestation.ai.

Your rights

You can ask us what we hold about you, ask us to correct it or delete it, object to how we use it, or withdraw a permission you gave. Write to hello@softwarestation.ai and we will respond. You also have the right to complain to the Information Commissioner's Office, the United Kingdom's data-protection regulator. If you live in the European Union you can complain to your local data-protection authority, and in South Africa to the Information Regulator.

Deleting your information

To have us delete the information we hold about you:

Email hello@softwarestation.ai with the subject "Delete my data", from the email address you used with us, or include the phone number you messaged us from on WhatsApp.
We may ask you to confirm the request comes from you.
We then remove what was said in your conversations, the details you gave us and any permission you gave us to contact you, and tell you when it is done.

A few things stay, so that the deletion holds. We keep a record that you asked not to be contacted, and one-way scrambled fingerprints of your email address and phone number, so that we never contact you or add you again by mistake. Our records keep their outline, such as that a conversation happened and when, without what was said. Backups are not edited; if one is ever restored, your information is removed again before it is used. An answer we published from a question you asked stays unless it quotes you. Where the law requires us to keep a record, we keep only that record. If you talked to a business that uses Software Station AI, send your request to that business; we will carry it out on its instructions.

Children

This website and our own channels are meant for businesses. They are not directed at children, and we do not knowingly collect information from anyone under 18.

Changes to this policy

If this policy changes, we will update it here and change the date at the top. If a change matters to how we use information you have already given us, we will tell you before it applies.