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Data handling — pre-pilot information
This is a factual overview of the present technical arrangement. It is not a final client Data Processing Agreement, Privacy Notice, international-transfer assurance or authority to upload confidential files. Terms are agreed before an external pilot begins.
Processing location
Primary structured production application data is hosted in Supabase's London region. Directly controlled PDF rasterisation and report rendering use Google Cloud's London region.
The wider service includes providers for application delivery, AI processing, workflow orchestration and operational storage. Soft Matter does not claim that all supporting services, logs or transfers remain in the UK. Applicable arrangements and restrictions must be reviewed before processing an external client package.
Source retention
The current workflow supports configured 0-day, 7-day and 30-day source-file retention choices. The selected arrangement must be agreed with each client before submission.
A 0-day choice refers to deletion at the earliest operationally safe point after required processing has completed—not deletion before the service can work. Source-file deletion does not automatically erase final reports, review records, minimum audit/deletion evidence, account records or third-party logs, which can have different retention conditions.
Retention verification and any agreed project-specific exceptions are part of the pre-pilot controls. A configured choice is not a guarantee of every provider's retention period.
AI and development
Project information submitted for ordinary service review is not authorised as a general model-training corpus.
Any optional use of client material for separately defined Project Intelligence research or development requires a clear, separate permission and applicable handling and retention arrangements. Participation in a normal pilot does not automatically grant that permission.
Current OpenAI project settings and checked workflow calls do not establish universal Zero Data Retention or UK-only AI processing.
Supporting providers
Application hosting
Vercel
Web application hosting and delivery
Database / private storage
Supabase
Structured application data, authentication and private package storage
PDF processing
Google Cloud
Directly controlled PDF rasterisation and report rendering in London-region infrastructure
AI processing
OpenAI
Configured AI processing for selected review operations; not represented as wholly UK-only
Workflow orchestration
n8n Cloud
Processing workflow orchestration and operational automation
Workspace / report storage
Google Workspace / Drive
Controlled operational storage and reporting
This is a functional provider overview, not confirmation that every account-specific contract, transfer mechanism or data-processing agreement has been signed and verified for an external pilot. Cloudflare also supports domain and network functions.
Enquiry privacy information
Soffen Ltd (company number 17469607), trading as Soft Matter, is responsible for personal contact information provided in preliminary business enquiries. Registered office: 71–75 Shelton Street, Covent Garden, London WC2H 9JQ.
When you contact us about the service, we may use your practice name, approximate practice size, project type, email address and correspondence to respond to your request and discuss whether a controlled pilot could be appropriate. The current working lawful basis for proportionate business enquiries is legitimate interests. Enquiries are handled using our business email and supporting workspace services; please do not send client project information before an agreed pilot.
Routine enquiry correspondence is retained only for as long as reasonably needed for the enquiry, business administration and applicable record-keeping. The proposed notice and specific retention schedule are being finalised before external pilot onboarding. You can ask about access, correction, erasure or objection, as applicable, by emailing hello@softmatter.uk. You may also raise concerns with the UK Information Commissioner at ico.org.uk.
This is interim information for enquiries, not the final service Privacy Notice or an invitation to upload confidential material. The formal notice remains under controlled review.
Before joining a pilot
Participation is invitation-led. We will confirm the scope, applicable agreements, project information restrictions, selected retention terms and client review responsibilities before accepting genuine project documents.
Soft Matter supports selected pre-issue information checks. It does not provide technical design approval, certification or a guarantee of issue readiness.
Read the enquiry privacy information