Privacy Policy

Keytomic is an AI service for website analysis, search performance, and content automation. EPICX LTD operates Keytomic under company number 15755437 in England and Wales.

This policy covers keytomic.com, our applications, connected services, and Keytomic plugins used through assistants such as ChatGPT, Codex, and Claude. It explains what information we handle, why we use it, who receives it, how long we keep it, and your choices.

For privacy questions or requests, contact hi@keytomic.com.

We act as a data controller when we decide why and how to use personal information for our business. For customer content that we handle under a business customer’s instructions, we can act as a data processor. If your employer or another organization manages your workspace, contact that organization about information it controls.

We receive information from you, your workspace members, services you connect, public websites, research providers, and your use of Keytomic. AI features also create outputs that we store or return as part of the requested service.

Public sources can contain personal information, such as author names, profile links, and public post text. Content you submit can also contain personal information about you or other people. Provide only information needed for your task.

Passwords and connection credentials belong in the supported sign-in or integration setup forms. Do not place them in assistant messages, article content, or support attachments.

We use information to provide the features you request, including scheduled tasks and automations you enable. These features include website analysis, reports, research, content generation, image generation, and publication to connected destinations.

We also use account, usage, and service records to manage access, enforce usage limits, investigate errors, and prevent fraud or abuse. We use performance records, feedback, and usage analysis to improve service reliability and usability. We use contact details for support, account notices, security messages, and communications about Keytomic.

Website analytics and advertising tools help us understand visits, campaign sources, registrations, trials, and purchases. Section 7 explains these tools and available choices.

Where UK or European data protection law applies, our legal bases depend on the purpose:

• Contract: provide the service you request and manage the related account and payments.

• Legitimate interests: secure the service, prevent abuse, resolve problems, support business customers, and improve reliability.

• Consent: activities that require permission under applicable law, including non-exempt cookies and advertising technologies.

• Legal obligations: comply with laws that require particular records, disclosures, or responses.

Required account and connection details let us provide the corresponding feature. Without these details, that feature can be unavailable.

When you connect Keytomic to an assistant, you authorize the workspace and permissions shown in the connection process. The assistant sends the information needed for a tool request to Keytomic. Examples include a site ID, date range, filter, URL, prompt, draft text, or requested change.

Keytomic uses that information to read records or perform the authorized action. We return the requested results to the assistant platform. Results can include reports, site or author details, drafts, images, AI answers, publication status, and links.

The assistant platform handles the conversation and returned results under its own terms and account settings. Disconnecting Keytomic stops future access through that connection. It does not delete information already present in an assistant conversation or another service.

We share information with recipients needed for the feature, account service, or business purpose described below. The specific recipient depends on the feature and connections you use.

If a business transaction affects Keytomic, relevant account and service records can transfer to the successor or transaction advisers.

Your workspace permissions affect which other members can view or manage information. Content sent to a publication destination becomes available under that destination’s settings and publication mode. An independent destination controls its own records after it receives the information.

AI features send the instructions and context needed for the requested output to an AI provider. Depending on the feature, this includes website text, brand details, keywords, prompts, drafts, market settings, and reference images. Features that use web search also send the relevant search request or context to the search provider.

Provider retention and model training are separate matters. A provider can retain information for service operation, security, abuse prevention, or legal compliance without using it to train a model.

Provider terms differ:

• OpenAI: API inputs and outputs are excluded from model training by default, unless the API customer explicitly opts in.

• Anthropic: commercial API inputs and outputs are excluded from model training by default. Voluntary feedback or other data-sharing choices can create exceptions.

• Z.ai: its API terms limit use of customer content to service delivery, law, policy enforcement, and abuse prevention, unless additional use is agreed.

• Google Gemini: paid-service terms exclude prompts and responses from product improvement. Unpaid-service terms can permit improvement and human review, subject to regional exceptions.

Google applies paid-service data-use terms in the European Economic Area, Switzerland, and the United Kingdom, including to unpaid quota. Provider account settings, service type, and applicable agreements affect the terms that apply. This policy does not promise that every provider request has zero retention or unconditional exclusion from model training.

Provider details are available in the OpenAI API data controls, Anthropic commercial training policy, Gemini API terms, and Z.ai API terms.

Connected Google user data

This paragraph concerns information received through connected Google services, such as Search Console and Google Analytics. We use that information for the features you authorize. Our use and transfer follow the Google API Services User Data Policy, including applicable Limited Use requirements. We do not use connected Google user data for unrelated advertising or to train general-purpose AI models.

Cookies and similar browser storage support sign-in, session security, referral information, and other website functions. Third-party tools also use scripts, pixels, cookies, or similar technologies for analytics, support, advertising, and referral measurement.

• Google Analytics and Google Ads receive page-view and conversion events, such as registrations and purchases, with relevant page, transaction, amount, and currency details.

• Meta Pixel receives page visits and events such as registrations, trials, and purchases. Its matching feature also uses account email and internal account ID.

• Microsoft Clarity records page interactions, such as clicks and scrolling, and creates session replays to help us understand website use.

• Intercom provides support chat. Signed-in support sessions can include name, email, internal user and workspace IDs, selected project, and subscription status.

• Endorsely supports affiliate or referral attribution.

These services can also receive browser, device, network, and cookie information through their scripts. Their records differ from Keytomic’s operational logs. Internal account IDs and advertising matching data are not necessarily anonymous.

The Keytomic referral-source cookie, keytomic_acquisition_attribution, stores source and medium information for up to 90 days. It helps identify how a visitor reached Keytomic. Browser session storage also helps avoid duplicate conversion events.

You can block or delete cookies through your browser settings. Some essential account or session features can stop working if you block their cookies. Browser cookie controls do not necessarily stop every script or server-side transfer.

You can also review Google advertising choices and Meta advertising preferences. Contact hi@keytomic.com about privacy choices or objections to the use of your information.

We retain active account and feature data while needed to provide the service and maintain the records described in this policy. The relevant feature, your saved content, account status, and deletion requests determine the retention period.

External providers can have different retention periods for different record types. For example, OpenAI distinguishes abuse-monitoring records from stored application data and uploaded files. Anthropic normally deletes API inputs and outputs within 30 days, subject to file, contractual, safety, and legal exceptions. Google’s terms specify 30-day storage for prompts, context, and outputs used with Google Search grounding. DataForSEO distinguishes its 30-day task-result access window from longer retention of API task records.

See OpenAI retention details, Anthropic retention details, Google Gemini terms, DataForSEO’s privacy policy, and Stripe’s retention policy.

Deleting Keytomic data does not automatically delete an assistant conversation, a published article, or an independent recipient’s records. Use the relevant platform’s controls or request process for those copies. Disconnecting an integration also differs from requesting deletion of data already stored in Keytomic.

Depending on applicable law, you can request access, correction, deletion, a portable copy, restricted use, or an objection to particular processing. Where consent is the legal basis, you can withdraw it. Withdrawal does not change the lawfulness of earlier use based on that consent.

We handle access, correction, export, and deletion requests at hi@keytomic.com. Identify the account or workspace and describe your request. Do not send passwords, API keys, or payment card details. We can request information needed to verify your identity and authority over the relevant records. Applicable law determines the rights, exceptions, and response deadlines that apply.

Within your permissions, you can edit supported brand details, authors, settings, topics, drafts, and visibility settings. You can disconnect supported integrations or connected assistant apps through Keytomic’s connection controls. You can also revoke access through the connected provider’s account settings.

To object to marketing communications, contact us at the address above. Necessary account, security, transaction, and service notices can continue.

You can complain to your local data protection authority. For the United Kingdom, contact the Information Commissioner’s Office.

Keytomic uses providers that operate in multiple countries. Information can pass to or remain in countries outside your country of residence. Privacy laws and government access rules can differ between countries. Contact us for information about the destinations and safeguards relevant to your data.

We use access controls, connection permissions, secure communication, and operational safeguards to protect information. No service can guarantee complete security. Keep your account credentials private and review the people and apps that have access to your workspace.

We update this policy when our practices or applicable requirements change. The date above identifies the latest version. We provide additional notice when applicable law requires it.

For questions, privacy requests, or concerns, contact EPICX LTD, trading as Keytomic, at hi@keytomic.com.