1. Scope and who we are
This Privacy Policy applies when you visit MentionedBy.ai, create an account, use the MentionedBy AI platform, communicate with us or otherwise interact with our services. MentionedBy AI is a product operated by Synapse Artificial Intelligence Labs (“we”, “our” or “us”).
This policy does not govern the independent privacy practices of AI platforms, websites or other third-party services that may be displayed, cited or linked through our Service.
2. Information we collect
The information we collect depends on how you use the Service and may include:
- Account and contact information: name, email address, company, role, username and account preferences.
- Subscription information: selected plan, billing status, transaction references and limited payment metadata. Complete card details are handled by payment providers and are not stored by us.
- Customer Data: brands, products, people, competitors, markets, questions, prompts, URLs and configuration information you ask us to monitor.
- Usage and technical data: IP address, browser, device, operating system, timestamps, logs, pages viewed, actions performed, approximate location and diagnostic information.
- Communications: support requests, demo enquiries, feedback and other messages you send us.
- Cookies and similar technologies: identifiers used for authentication, preferences, security, analytics and performance.
3. How we use information
We use information to:
- create and administer accounts and subscriptions;
- run monitoring requests, generate analytics, reports and recommendations, and provide requested features;
- authenticate users, maintain security, prevent abuse and investigate incidents;
- process payments and maintain billing records;
- respond to enquiries, provide support and communicate service or account updates;
- understand product usage, troubleshoot errors and improve performance and functionality;
- develop aggregated or de-identified insights that do not reasonably identify an individual customer;
- comply with law, enforce agreements and protect our rights and the rights of others; and
- send product or marketing communications where permitted, subject to your communication preferences.
4. Legal bases
Where applicable data-protection law requires a legal basis, we process information because it is necessary to perform our contract with you, to comply with legal obligations, based on your consent, or for legitimate interests such as providing and improving the Service, maintaining security, communicating with users and preventing fraud. You may withdraw consent where processing relies on consent.
5. AI providers and monitored content
To provide monitoring and analysis, we may transmit configured questions, prompts and relevant brand context to selected AI or search providers. Their handling of submitted information is governed by their own terms and privacy practices.
Avoid entering confidential personal information, special-category data or information you are not authorised to share into questions, prompts or free-text fields. Information already publicly available in AI answers or cited sources may be collected and analysed as part of the Service.
7. Retention
We retain personal information for as long as reasonably necessary to provide the Service, maintain legitimate business and security records, resolve disputes, enforce agreements and comply with legal, accounting or tax requirements. Retention periods vary by data type and account status.
When information is no longer required, we may delete, anonymise or securely isolate it. Residual copies may remain in backups for a limited period.
8. Security
We use administrative, technical and organisational safeguards designed to protect information against unauthorised access, alteration, loss or disclosure. No internet transmission or storage system is completely secure, so we cannot guarantee absolute security.
You are responsible for using a strong password, protecting credentials and notifying us of suspected unauthorised access.
9. International processing
Our providers and infrastructure may process information in countries other than the country in which you reside. Where required, we use appropriate contractual or legal safeguards for international transfers.
10. Your choices and rights
Depending on your location, you may have rights to request access, correction, deletion, restriction, objection or portability of personal information, or to withdraw consent. You may also opt out of non-essential marketing messages by using the unsubscribe link or contacting us.
We may need to verify your identity before completing a request. Some information may be retained where permitted or required by law. To submit a privacy request, email contact@mentionedby.ai.
12. Children
The Service is not directed to children under 18 and we do not knowingly collect personal information from children. Contact us if you believe a child has provided personal information so that we can take appropriate action.
13. Changes to this policy
We may update this policy to reflect changes to the Service, our practices or legal requirements. The revised version will be posted on this page with a new “Last updated” date. We will provide additional notice where required.
14. Contact
Questions or requests about privacy may be sent to contact@mentionedby.ai.