How Data Use

1. Purpose of this statement

This Data Use Statement explains, in practical terms, how Sonsoto uses the information and documents in your client file. It should be read with our Privacy Policy, Terms of Service, and Security Statement.

The core idea is simple: Sonsoto creates one client profile and one document vault so you do not have to repeat the same information across every UAE setup, residency, property, renewal, banking-preparation, and compliance workflow.

2. The data in your Sonsoto file

Your Sonsoto file may include profile details, contact information, company information, shareholder and beneficial-owner details, residency information, family or dependent details, property preferences, banking-preparation details, source-of-funds information, documents, extracted document fields, workflow status, partner handoffs, communications, payments, and audit history.

3. What Sonsoto uses data for

Sonsoto uses data to:

• Create and maintain your client profile and secure document vault.
• Identify which service path fits your requested outcome.
• Show which documents are on file, missing, expired, processing, or need action.
• Prepare service files for company formation, residency, Golden Visa, property, tax certificate, renewal, banking-preparation, will-registration, insurance, and related workflows.
• Coordinate with authorities, free zones, banks, insurers, property partners, advisors, and other relevant service providers.
• Run identity, AML, sanctions, source-of-funds, document, fraud, and compliance checks.
• Keep status, history, notes, tasks, communications, and audit logs connected to the correct workflow.
• Improve Sonsoto’s product, reliability, security, support quality, and workflow design.

4. Upload once, reuse responsibly

When a document is uploaded to the vault, Sonsoto may reuse it across relevant workflows instead of asking you to upload it again. For example, a passport may be relevant to formation, residency, banking preparation, and renewal workflows. A trade licence may be relevant to renewal, banking preparation, tax, and compliance workflows.

Reuse does not mean every partner or authority will accept the same copy. Some workflows may require a newer document, certified copy, original, notarization, translation, wet signature, specific form, or direct submission to a government or partner portal.

5. Extracted fields

Sonsoto may extract fields from uploaded documents, such as name, passport number, nationality, expiry date, licence number, company name, issue date, address, title-deed details, or bank-statement metadata. Extracted fields help pre-fill workflows, detect missing information, flag expired documents, reduce typing, and prepare service files.

You may be asked to review or correct extracted fields. Sonsoto may also require human review before using extracted information for sensitive workflows.

6. AI-assisted use

Sonsoto may use AI-assisted tools to organize files, classify documents, extract fields, summarize status, suggest missing information, draft operational messages, and route tasks. These tools support workflow coordination. They do not guarantee approval, replace professional advice, or make final authority, bank, insurance, or property decisions.

7. Sharing data outside Sonsoto

Sonsoto may share relevant data with external parties only where needed for a service, compliance requirement, legal obligation, platform operation, or client instruction. This may include authorities, free zones, banks, insurers, property partners, professional advisors, payment processors, compliance-screening providers, cloud providers, analytics tools, and communication services.

We aim to share the minimum relevant data for the purpose. Partners do not receive open-ended access to your full vault unless that access is required, authorized, and appropriate for the service.

8. What Sonsoto does not do

• We do not sell your personal data.
• We do not use your documents for unrelated advertising.
• We do not give every partner access to your full vault by default.
• We do not use AI-assisted outputs as a substitute for authority decisions or required professional review.
• We do not knowingly process documents you are not authorized to provide.

9. Retention and audit history

Sonsoto may retain documents, extracted fields, workflow records, communications, payments, and audit logs for as long as needed to provide services, maintain your account, meet legal or regulatory obligations, resolve disputes, prevent fraud, support compliance, or keep a reliable service history. Some audit and compliance records may be retained even after a document is replaced or a workflow ends.

10. Your controls

You can review your vault, upload updated documents, respond to action requests, and contact Sonsoto if information is wrong or should no longer be used for a workflow. Some records cannot be deleted immediately if they are needed for legal, compliance, audit, dispute, payment, or regulatory reasons.

11. Contact

Questions about data use can be sent to privacy@sonsoto.com. For workflow-specific updates, use your Sonsoto account so the request is connected to the correct file.