Privacy Policy

1. Information We Collect

The information we collect depends on how you use the Website.

• Contact form: your name, phone number, email address, the service you are asking about, a subject line, and your message.

• Meeting or consultation request (Book a Meeting): your name, email address, phone or WhatsApp number, your organisation’s name (optional), the service you are interested in, the notes you write about your needs, your preferred contact method, the date and time you request, and your confirmation that you agree to the processing of your personal data.

• SOKI chat assistant: the name, email address and phone number you enter before chatting, and the messages you type, together with SOKI’s replies.

• Browsing the Website: technical and usage information such as pages viewed, device and browser type, approximate location, referring page, and identifiers set by cookies or similar technologies, together with standard server logs (such as IP address and request details).

• Map on our Contact page: Google may receive your IP address and browser information when the map loads.

Please do not include sensitive information (such as identity-document numbers, payment-card details or health information) in free-text fields or in the chat.

2. How We Use Your Information

We use your personal information for the following purposes:

• To respond to your inquiries and provide the services you request

• To arrange and confirm meetings, including creating a video-meeting link for the time you request

• To operate the SOKI chat assistant and answer your questions

• To send updates, newsletters, or promotional materials (only if you opt in; you can withdraw at any time)

• To understand how the Website is used and to improve its content, performance and security

• To keep business records and to meet our legal and regulatory obligations

3. Meeting Requests and Video-Meeting Links

When you request a meeting, we create a unique video-meeting link through Jitsi Meet (meet.jit.si). The link contains the date, time and a random code; it does not contain your name. Your request is confirmed by our team, by email or through your preferred contact method. The video-meeting provider processes the meeting under its own terms and privacy notice.

4. SOKI – Our AI Chat Assistant

SOKI is an automated assistant. The details you enter before chatting and each message you send go to our chat-automation system, which runs on our own private server in Belgium using self-hosted n8n software. To generate SOKI’s replies, your messages are sent to OpenAI, our AI provider.

Chat conversations, together with the contact details you entered, are stored in a PostgreSQL database on our server for 30 days. We do not use your conversations to train any AI model. Access to the chat database is restricted to our Data Protection Officer.

SOKI’s answers are automated, may contain errors and are general information only; they are not professional, legal, tax or financial advice. If you prefer to speak to a person, you can book a meeting with our team. The “Book Us” option in the chat opens a scheduling page operated by Calendly, which handles the information you enter there under its own terms.

5. Sharing Your Information

We do not sell your personal data. We share it only with:

• Service providers that help us run the Website and our services, under confidentiality and data-protection commitments: website hosting (Namecheap); our website content-management and form system (WordPress, where contact and booking entries are stored); email and messaging services; chat automation on our own server and AI processing by OpenAI (Section 4); analytics (Google); video meetings (Section 3); scheduling (Calendly); and maps (Google).

• Sokrab Group companies and affiliated offices, where a service you request is delivered through them (for example, licensed accounting services delivered through affiliated offices outside Saudi Arabia, such as Sokrab UAE and Sokrab Rwanda).

• Professional advisers, regulators and public authorities, where required by law.

6. International Transfers

Some of the providers listed above, including OpenAI and Google, may process data outside the Kingdom of Saudi Arabia. Our private server for SOKI is located in Belgium.

7. How Long We Keep Your Information

• Contact enquiries: 30 days from the date you submit them

• Meeting and consultation requests: 100 days from the date you submit them

• SOKI chat conversations: 30 days

• Analytics event data: 2 months (summarised reports that do not identify you may be kept longer)

If an enquiry becomes a client engagement, the records of that engagement are kept as described under “Records We Must Keep by Law” below.

Records We Must Keep by Law

Sokrab Saudi Arabia handles records and personal data in line with the applicable laws and regulations of the Kingdom of Saudi Arabia concerning retention, protection, and secure disposal.

We may retain certain records when required by law or necessary to meet our legal, regulatory, accounting, tax, contractual, or dispute-resolution obligations. Records we may be required to retain include:

• Accounting and tax records: tax invoices, financial transactions, accounting documents, VAT records, tax returns, and supporting documents required by the Zakat, Tax and Customs Authority (ZATCA).

• Contracts and business records: customer and supplier contracts, invoices, purchase orders, and other documents required to demonstrate compliance with legal or contractual obligations.

• Personal data processing records: records documenting our personal data processing activities, including the purposes of processing, categories of individuals concerned, disclosures to third parties, international transfers where applicable, and expected retention periods.

• Legal and regulatory records: documents and information that we are required to retain to comply with applicable Saudi laws, regulations, official requests, or legal proceedings.

Retention Periods

We retain records only for as long as necessary to fulfil the purposes for which they were collected or as required by applicable laws and regulations.

Where applicable, Saudi VAT regulations generally require relevant tax and accounting records to be retained for at least six years, with longer periods applying to certain capital-asset records. Personal data processing activity records are subject to the retention requirements under the Saudi Personal Data Protection Law and its Implementing Regulations.

Deletion and Secure Disposal

When personal data is no longer necessary for its intended purpose, we will securely delete or destroy it without undue delay, unless its retention is required or otherwise permitted by applicable law. Where a legal retention period applies, we will retain the relevant information for the required period and securely dispose of it when that period expires, subject to any applicable legal proceedings or other lawful retention requirements.

8. How We Protect Your Information

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, disclosure, alteration, loss, or destruction. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

9. Your Rights

Subject to applicable law, you have the right to:

• Access the personal data we hold about you

• Request correction of any inaccurate information

• Request deletion of your personal information

• Withdraw your consent where we rely on it, and opt out of receiving marketing communications

To exercise a right, email saudi@sokrab.com, which is also the contact for our Data Protection Officer (the Sokrab Team). We may need to verify your identity, and we will respond without undue delay.

10. Cookies and Similar Technologies

The Website uses a Google Analytics tag to measure traffic and improve the Website. This tag may set cookies or similar identifiers. Event-level analytics data is kept for 2 months. You can adjust your browser settings to refuse or delete cookies, though some website features may not function properly. Embedded content such as the Google map may also set its own cookies.

11. Links to Other Websites

The Website contains links to third-party sites (for example sokrabnetwork.com, government portals and scheduling pages). We are not responsible for their privacy practices; please read their policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. This policy applies to the Website at any address where we make it available.

13. Contact Us

If you have any questions or concerns regarding this Privacy Policy or how we handle your personal information, please contact us at:
Email: saudi@sokrab.com (also the contact for our Data Protection Officer, the Sokrab Team)
Sokrab Saudi Arabia, Airport Road, Building 7, Ground Floor & Level 1, Riyadh 11683, Saudi Arabia