This notice explains what we collect, why, who else sees it, and what you can ask us to do about it. It covers both the people who use AIS Insights and the people who are named in the AI answers we analyse.
1. Who we are
AIS Insights is the trading name of AIS Insights Limited, a company registered in England and Wales under company number 17513349, whose registered office is at Office 2138, 60 Tottenham Court Road, Fitzrovia, London W1T 2EW.
AIS Insights provides AI search visibility analytics for brands and agencies. We are the data controller for the information described in this notice, and we are registered with the UK Information Commissioner’s Office under registration number ZC284380.
For anything to do with privacy, including any of the requests in section 8, email privacy@aisinsights.com. You do not need an AIS Insights account to contact us.
2. What we collect about you
- Account information. Your name, work email, company name and role, collected when you sign up or when someone invites you to a workspace.
- Workspace configuration. The brand names, prompts, competitors, topics and market settings you choose to track, and the business description you give us during onboarding.
- Billing information. Your billing contact details and subscription history. Card details go directly to Stripe and never reach our systems.
- Usage telemetry. Pages you view, features you use, and errors the app encounters, so we can fix bugs and decide what to build.
- AI assistant connections. When you connect Claude, ChatGPT, Microsoft Copilot, Gemini or another AI tool to AIS Insights, we record each request it makes: which AIS Insights function it called, which assistant it came from, whether it worked and how long it took, against your user ID, organisation and project. We don’t record what you asked or what we returned. For a request made with a project access key, we record the key’s short prefix instead of a user ID. We keep these records apart from the analytics in your browser. When you set up a brand from an AI assistant, the steps that act for you (starting the research, creating the project and checkout) sign in to AIS Insights as you for a few minutes, so they show as sign-ins to your account.
- Communications. Messages you send us through forms, email or in-app chat, and the questions you ask our in-product assistant.
- Cookies and similar technologies. See our cookie policy. Analytics and marketing cookies run only if you consent.
3. People named in the AI answers we collect
AIS Insights runs our customers’ prompts against AI assistants such as ChatGPT, Perplexity and Google AI Overviews, and stores what they say about the brands our customers track. We also fetch the public web pages those answers cite, to check whether they mention the brand.
Those answers and pages sometimes name people: a journalist who wrote a review, someone quoted in an article, the author of a cited page, or a person posting on a forum. We measure brands, not people. We do not seek this information out, build a profile of anyone, or make any decision about anyone, but it arrives in the text, so we hold it.
Who is responsible for it. We collect these answers for the customer who set up the prompts. That customer decides which brands and prompts to track and is the controller of the results. We are its processor, acting on its instructions under our data processing addendum.
If you are named. Email privacy@aisinsights.com with your request. Because we hold this data for our customers, we pass your request to the customer concerned and act on its instructions, or where the law requires us to. What we store is a record of what a model produced, not a statement of fact by us. We can remove our copy of an answer, but we cannot change what the model says.
4. Why we use it, and our legal bases
- To provide the service you signed up for. Accounts, workspaces, scans, reports and support. Basis: performance of a contract.
- To take payment. Basis: performance of a contract, and legal obligation for the accounting records we have to keep.
- To keep the service working and secure. Error monitoring, abuse prevention, audit logging. Basis: legitimate interests.
- To understand how the product is used and improve it. Basis: legitimate interests, and consent where cookies are involved.
- To analyse AI answers and cited pages for our customers. We do this as their processor, as described in section 3, not for purposes of our own.
- Marketing. We do not send marketing email today. The email we send is about your account and the service: sign-in links, invitations, notifications and replies to your enquiries. If we start sending marketing, we will only do so with your consent, or about similar services where you are already a customer, and every message will carry an unsubscribe link.
Where we rely on legitimate interests, you can object under section 8.
5. Who we share it with
We do not sell or rent personal data, and we do not use your workspace data to train our own models. We do share it with the providers we need to run the service:
- Supabase. Our database, login system and file storage. Holds essentially everything described in section 2.
- Vercel. Hosting for this site and the app, including request logs.
- Stripe. Payments, invoicing and the billing portal. Stripe acts as an independent controller for payment processing and has its own privacy notice.
- Resend. Sends our email: sign-in links, invitations, notifications and alerts.
- Attio. Our CRM, holding prospect and customer contact records.
- PostHog (EU-hosted) and Google Analytics for product and website analytics, and Sentry for error monitoring. Analytics in your browser run only with your consent. Records of requests from a connected AI tool (section 2) go to PostHog on the basis of legitimate interests, because they are part of running the connection you set up.
- Cookiebot for recording and honouring your cookie choices.
- BrightData and Cloro for collecting AI model answers, and for fetching the web pages those answers cite and the pages of the websites you give us during onboarding.
- Anthropic for collecting Claude’s answers to your prompts.
- Google (Gemini) for the AI analysis behind onboarding, prompt generation, sentiment and the in-product assistant.
- Vercel AI Gateway for an AI model that reads the text of your homepage to work out which market you are in, during your first scan.
- Cloudflare for the check that you are a person on our sign-up and scan forms, and for looking up the mail settings of your email address’s domain to spot misuse of the free scan.
We also share data where the law requires it, and with a buyer or successor if all or part of the business is sold or reorganised.
6. Where your data is held
Our main database, including your account, your workspace and your scan history, is hosted in London, in the United Kingdom.
Some of the providers in section 5 are based in the United States. Where personal data goes to a provider outside the UK, we rely on a transfer mechanism the law allows, such as the UK Extension to the EU-US Data Privacy Framework, or the standard contractual clauses with the UK International Data Transfer Addendum. For customers in the European Economic Area, transfers to our UK systems are covered by the European Commission’s adequacy decision for the United Kingdom.
7. How long we keep it
We keep personal data no longer than we need it. In practice:
- Account and workspace data for as long as your account is open. Ask us to close it and we delete it, apart from anything covered below.
- Billing and accounting records for six years, because UK tax and company law requires it. These survive a deletion request, and we will tell you when that applies.
- AI answers, and the mentions, citations and sentiment built from them, for as long as the project that tracks them exists. They are your scan history, so we delete them when the project is deleted, when your account closes, or when you ask us to under section 8. The aggregated scores built from them contain no personal data.
- Pages we fetch to check for brand mentions: we keep which brands a page mentions, not the page text, for 12 months.
- Website pages read during onboarding for 7 days, or 30 days once you have created an account.
- Assistant conversations and notification records for up to 12 months.
- Analytics and error data per the settings in each tool, currently up to 12 months for product analytics and 90 days for error reports.
8. Your rights
You can ask us to:
- Tell you what we hold about you, and give you a copy.
- Correct it if it is wrong or incomplete.
- Delete it, subject to anything we are legally required to keep.
- Send it to you or another provider in a machine-readable form, for the data you gave us.
- Stop or pause a particular use, including any use based on legitimate interests, and stop marketing entirely at any time.
Email privacy@aisinsights.com. We reply within one month. If a request is complicated we may need up to two months longer, and we will tell you inside the first month if so. There is usually no charge, but if a request is manifestly unfounded or excessive, for example because it repeats an earlier one, we may charge a reasonable fee or refuse it, as the law allows. We may ask you to confirm who you are before we act.
If your request is about data we hold for one of our customers, such as an AI answer that names you (section 3), we pass it to that customer.
If we get it wrong, you can complain to the Information Commissioner’s Office at ico.org.uk, or to the data protection authority where you live if that is elsewhere in Europe. We would rather you came to us first, but you do not have to.
9. How we protect it
Data is encrypted in transit and at rest. Access to customer data is restricted to the people who need it to run the service, and administrative access is logged. Each workspace’s data is separated at the database level. Our session recordings mask all text and block all images by default, so they show how the app behaved without showing what you typed. No system is completely secure, so we cannot promise that data will never be accessed without permission.
10. Automated decisions
We do not make decisions about you by automated means that produce legal effects or similarly significantly affect you. The AI analysis in the product evaluates brands and their visibility, not people.
11. Children
AIS Insights is a business product and is not directed at children under 16. We do not knowingly collect data about children.
12. Changes to this notice
We post changes on this page and update the date at the top. Where a change materially affects you, we will tell you by email as well.
Questions? Contact us or email privacy@aisinsights.com. Customers can also read our data processing addendum.