Privacy Policy

Reputation Admiral ("Reputation Admiral", "we", "us", or "our") provides AI reputation monitoring for brands. This Privacy Policy explains what information we collect, how we use it, when we share it, and the choices you have. It applies to the Reputation Admiral website at repadmiral.com and to our dashboards, APIs, and related services (together, the "Service").

We collect the following categories of information:

• Account and contact information: the name, email address, workspace identifier, and organization details of the people we set up to use the Service.
• Configuration data: the brand names, aliases, competitors, prompt sets, and settings you ask us to monitor.
• Results data: the prompts we send to third-party AI models on your behalf and the responses and scores we generate from them.
• Usage and device data: log data such as IP address, browser type, pages viewed, and timestamps, collected automatically when you use the Service.
• Communications: messages you send us, including support and sales enquiries.

We do not require you to provide sensitive personal information to use the Service, and we ask that you not include it in prompts or configuration.

We use information to:

• operate, maintain, and secure the Service and provide results to you;
• authenticate users and protect against fraud, abuse, and unauthorized access;
• run sweeps by transmitting prompts to third-party AI providers and processing their responses;
• monitor, analyze, and improve the performance, accuracy, and reliability of the Service;
• communicate with you about your account, service changes, and support; and
• comply with legal obligations and enforce our agreements.

We use strictly necessary cookies to keep you signed in and to secure your session; these are required for the Service to function. Where we use analytics to understand how the Service is used, we configure it to minimize the personal information collected. We do not sell your personal information or use it for cross-context behavioral advertising.

We share information only as needed to run the Service and as described here:

• AI providers: prompts generated to monitor your brand are transmitted to the third-party AI models being measured, under those providers' terms.
• Service providers: infrastructure, hosting, database, and notification vendors that process data on our behalf under contractual confidentiality and security obligations.
• Legal and safety: where required by law, legal process, or to protect the rights, property, or safety of Reputation Admiral, our customers, or the public.
• Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to the protections of this Policy.

We do not sell your personal information.

We retain account and configuration data for as long as your workspace is active, and results data for as long as needed to provide historical trends in your dashboard. We retain information longer only where necessary to comply with legal obligations, resolve disputes, or enforce our agreements, after which we delete or anonymize it.

We use administrative, technical, and organizational measures designed to protect information, including encryption in transit, access controls, per-workspace authentication, and least-privilege access to production systems. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your information, we will notify you as required by applicable law.

Depending on where you are located, you may have rights to access, correct, delete, or port your personal information, to object to or restrict certain processing, and to withdraw consent. To exercise these rights, contact [email protected]. We will respond within the timeframe required by applicable law and may need to verify your identity first.

Because much of the data we hold is provided by an organization that administers a workspace, we may direct certain requests to that organization as the controller of the data.

We may process and store information in countries other than the one in which you are located, including the United States. Where required, we use appropriate safeguards - such as standard contractual clauses - to protect information transferred across borders.

The Service is a business tool and is not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us personal information, contact us and we will delete it.

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, provide additional notice. Your continued use of the Service after changes take effect constitutes acceptance of the revised Policy.

For privacy questions or to exercise your rights, email [email protected].