Privacy Policy

This Privacy Policy explains how Citationly (“Citationly,” “we,” “us”) collects, uses, shares, and protects personal information when you use the Citationly AI visibility platform, visit our website, or communicate with us. We have written this policy to be readable. By using our services, you acknowledge the practices described here.

This policy applies to visitors to our marketing site, registered users of the Citationly dashboard, and the organizations (“Customers”) that subscribe to Citationly on behalf of their teams. If you are a Customer, your organization's administrator controls certain workspace settings, such as team membership and integrations, as described in your organization's agreement with us.

Information you provide. This includes:

• Account information. When you sign in with Google, we receive your name, email address, and profile picture from Google. We do not receive your Google password, and we request only the minimum scopes needed to authenticate you.
• Billing information. If you subscribe to a paid plan, our payment processor collects your billing details, such as payment method and billing address, to process the transaction. Citationly does not store full payment card numbers.
• Platform configuration. The brands, competitors, topics, and questions you set up for monitoring, along with any content or documents you upload for analysis.
• Communications. Messages you send us through the contact form, support requests, or email, including their content and any attachments.

Information collected automatically. This includes:

• Usage data. Which features you use, pages you visit, and how you interact with the platform.
• Device and connection data. Your IP address, browser and device type, and similar technical identifiers, collected automatically when you use the Service.
• Cookies. Data collected through cookies and similar technologies, described in the Cookies section below.

Information from platform monitoring. The core function of the platform is querying public AI engines and analyzing their answers. This monitoring data consists of AI-generated responses about brands, products, and topics. It is business information rather than personal information in most cases, but where an AI answer happens to mention an individual, for example a company executive, that mention is stored as part of the collected answer.

We use the information described above to:

• Provide the service. Run the monitoring, analysis, and reporting that power the platform, including querying AI engines and generating your visibility results.
• Support you. Respond to support requests, troubleshoot issues, and help you get value from your account.
• Improve the platform. Understand how the platform is used so we can fix problems, refine features, and build what customers need next.
• Communicate. Send you transactional and account communications, such as scan alerts, weekly digests, and billing notices, plus product updates if you have opted in to receive them.
• Protect the service. Detect, investigate, and prevent fraud, abuse, unauthorized access, and violations of our Terms of Service.
• Meet legal obligations. Comply with applicable law, respond to lawful requests, and enforce our agreements.

We do not sell personal information, and we never will.

• Essential cookies. Required for the platform to function, such as keeping you signed in and maintaining security.
• Preference cookies. Remember settings and choices so you do not have to re-enter them on each visit.
• Analytics cookies. Help us understand how the platform is used in aggregate, so we can improve it.
• Marketing cookies. Used on our marketing site to measure the effectiveness of campaigns.

You can control non-essential cookies through your browser settings.

Because Citationly is a platform for measuring AI systems, we want to be explicit about our own use of AI. The platform uses automated and AI-assisted processing to extract mentions, citations, sentiment, and topics from collected AI engine answers. Customer data, including your account information, brand configurations, and monitoring results, is not used to train AI models, whether our own or third parties'. Where third-party AI services are used in processing, they act as service providers under contractual restrictions.

We share personal information only with service providers that help us operate: infrastructure and hosting providers, payment processors, communication tools, analytics providers, and AI service providers used in answer processing. Each provider is bound by contractual obligations covering confidentiality and data protection. We may also disclose information if required by law, to enforce our agreements, or to protect the rights, property, or safety of Citationly, our customers, or the public.

• Account and configuration data. Retained for as long as your account is active, so your workspace and monitoring setup remain intact.
• Monitoring history. Retained for the life of the account, since historical trends are central to the value of the platform. If you close your account or request deletion, we delete your personal data and associated monitoring data from production systems within 30 days.
• Billing records. Retained for as long as required to meet tax, accounting, and legal obligations, even after an account closes.
• Support communications. Retained for a limited period after resolution, so we can handle follow-up questions and improve support quality.
• Backups. Deleted data is removed from backups on their normal rotation schedule, shortly after the production deletion window closes.

Depending on where you live, you may have rights under laws such as the GDPR (European Economic Area and UK) or the CCPA (California) with respect to your personal information, including the right to:

• Access. Request access to the personal information we hold about you.
• Correction. Ask us to correct inaccurate or incomplete information.
• Deletion. Request deletion of your personal information, subject to the retention terms in Section 7.
• Portability. Export your data in a portable format, including monitoring history and reports.
• Objection and restriction. Object to, or request that we restrict, certain processing of your information.
• Consent withdrawal. Withdraw consent at any time where we rely on consent to process your information.
• Complaint. Lodge a complaint with your local data protection authority if you believe we have not handled your information properly.

To exercise any of these rights, email privacy@citationly.io. We will respond within the timeframe required by applicable law, and we will never charge a fee to process a valid request.

Citationly operates internationally, and your information may be processed in countries other than your own, including the United States. Where personal information is transferred across borders, we rely on recognized safeguards, such as Standard Contractual Clauses, to protect it.

The Citationly platform is a business tool intended for professional use. It is not directed at children, and we do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, please contact us at privacy@citationly.io and we will delete it promptly.

We protect personal information using the technical and organizational measures described on our Security page, including encryption in transit and at rest, access controls, and tenant isolation. No system is completely secure, but we design and audit the Service to meet the standard our customers depend on.

We may update this policy as our practices or legal requirements change. Material changes will be communicated through the platform or by email before they take effect. The “Last updated” date at the top of this page always reflects the most recent version.

Questions about this policy or how we handle your data? Contact our privacy team at privacy@citationly.io, or reach out through our contact page.