Privacy Policy

This Privacy Policy applies when we act as a data controller - meaning when we determine how and why your personal information is processed. This includes:

• Visitors to our website
• Individuals who create accounts or sign up for our Services
• Users of our free trials and paid subscriptions
• Newsletter subscribers and marketing contacts

This Privacy Policy does NOT apply when we process data as a service provider on behalf of our customers (such as brand monitoring data within customer accounts). In those cases, our customers control that data and our Data Processing Agreement governs that processing.

What we collect: Contact information, account details, usage data, payment information (via Stripe), and cookies/analytics data.

How we use it: To provide our brand intelligence Services, improve our platform, communicate with you, and comply with legal requirements.

Who we share with: Service providers (hosting, analytics, payment processing), AI providers (Anthropic, OpenAI, Google), and as required by law.

Your rights: Access, correct, delete, or export your data; opt out of marketing; control cookie preferences.

Contact us: contact@kozopulse.com for any privacy questions or requests.

A. Information You Provide to Us

Account Information: When you create a Kozo Pulse account, we collect your name, email address, company name, company size, and password. You may optionally provide a profile photo and job title.

Organization and Brand Data: When you set up your Kozo Pulse workspace, you provide information about your organization, brands, products, and the competitive landscape you want to monitor. This business information helps us deliver relevant brand intelligence insights.

Contact and Communication Information: If you contact our support team, request a demo, sign up for our newsletter, or attend our webinars, we collect your name, email address, company details, and any information you choose to share in your communications with us.

Payment Information: When you subscribe to a paid plan, our payment processor Stripe collects and processes your payment information (credit card details, billing address). We store only limited payment information (last 4 digits of card, expiration date) for account management purposes.

Feedback and Survey Responses: When you provide feedback or complete surveys about our Services, we collect your responses and any contact information you provide.

B. Information We Collect Automatically

Usage Information: We automatically collect information about how you interact with our Services, including pages viewed and features used, brands and products you monitor, search queries and filter selections, dashboard views and report downloads, time spent on different features, and click patterns and navigation paths.

Device and Technical Information: We collect information about the device and software you use to access our Services: IP address and approximate location (city/country level), browser type and version, operating system, device type (desktop, mobile, tablet), screen resolution, and referral source (how you found us).

Cookies and Similar Technologies: We use cookies, pixel tags, and similar technologies to collect information. See Section 11 (Cookies and Tracking Technologies) below for detailed information about our use of cookies.

C. Information from Third-Party Sources

AI Provider Data: When we query AI systems (ChatGPT, Claude, Gemini) on behalf of our customers to gather brand intelligence, we collect the responses those systems provide. This data becomes part of your brand monitoring insights.

Single Sign-On (SSO): If you log in using Google SSO or another authentication provider, we receive basic profile information from that provider (name, email, profile photo) as permitted by your settings with that provider.

Marketing and Analytics Partners: We may receive information from partners about your interactions with our marketing campaigns or advertisements.

We use the personal information we collect for the following purposes:

Service Delivery and Performance

• Provide, maintain, and improve the Kozo Pulse platform
• Create and manage your account
• Process your subscriptions and payments
• Monitor brand mentions and sentiment across AI systems
• Generate visibility scores, sentiment analysis, and competitive insights
• Deliver personalized dashboards and recommendations
• Respond to your requests and provide customer support
• Send operational notifications about your account and Services

Product Development and Analytics

• Understand how users interact with our Services
• Identify usage patterns and popular features
• Develop new features and functionality
• Test and improve our AI monitoring capabilities
• Conduct internal research and analytics
• Generate aggregated, de-identified usage statistics

Marketing and Communications

• Send you newsletters, product updates, and marketing materials
• Provide information about new features and services
• Invite you to webinars, events, and demos
• Personalize marketing content based on your interests
• Measure the effectiveness of our marketing campaigns

Security and Compliance

• Detect, prevent, and respond to fraud and abuse
• Protect the security and integrity of our Services
• Enforce our Terms of Service and other policies
• Comply with legal obligations and respond to legal requests
• Protect our rights, property, and safety

If you are located in the European Economic Area (EEA) or United Kingdom (UK), we process your personal information only when we have a valid legal basis:

Contract Performance: We process your personal information to provide the Services you've requested and fulfill our contractual obligations to you.

Legitimate Interests: We process certain information for our legitimate business interests, including improving and developing our Services, understanding how users interact with our platform, marketing our Services to business customers, protecting our Services from fraud and abuse, and managing our business operations.

Consent: We process certain information based on your consent, such as marketing communications (you can withdraw consent anytime) and non-essential cookies (you can manage preferences in your browser).

Legal Obligations: We process information when required to comply with legal obligations, such as tax regulations, financial reporting requirements, or responding to lawful government requests.

We share personal information only as described below. We do not sell your personal information.

Service Providers and Vendors

We share information with trusted service providers who help us operate our Services:

• Cloud Hosting: Google Cloud Platform (data storage and infrastructure)
• Payment Processing: Stripe (payment processing and billing)
• Email Services: Resend (transactional emails and notifications)
• Analytics: Google Analytics (website analytics)
• Monitoring Tools: Sentry (error tracking and performance monitoring)

AI Service Providers

We share information with AI providers to deliver our core brand monitoring Services:

• Anthropic (Claude): AI responses and monitoring data
• OpenAI (ChatGPT): AI responses and monitoring data
• Google AI (Gemini): AI responses and monitoring data

When we query these AI systems on your behalf, we include only the brand names, products, and search queries necessary to provide our monitoring Services. We do not share personally identifiable information about you with these AI providers.

Legal Requirements and Protection

We may disclose information when we believe it is necessary to comply with applicable laws, regulations, or legal processes, respond to government requests or court orders, enforce our Terms of Service or other agreements, protect our rights, property, and safety or that of our users, investigate fraud, security issues, or policy violations, and prevent harm or illegal activity.

Business Transfers

If Kozo Pulse is involved in a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

Access and Correction

You can access and update most of your personal information directly through your Kozo Pulse account settings. You can also contact us to request access to or correction of your personal information.

Data Deletion

You can request deletion of your personal information. We will honor your request except where we need to retain information for legal compliance, legitimate business purposes, or to fulfill our contractual obligations.

Data Portability

You can request a copy of your personal information in a portable, machine-readable format.

Marketing Communications

You can opt out of marketing emails at any time by clicking the "unsubscribe" link in any marketing email, updating your communication preferences in your account settings, or contacting us at contact@kozopulse.com.

Cookie Preferences

You can control cookies through your browser settings. Note that disabling cookies may affect your ability to use certain features of our Services.

Additional Rights for EEA/UK Users

If you are in the EEA or UK, you have additional rights including the right to object to processing based on legitimate interests, right to restrict processing, right to withdraw consent, and right to lodge a complaint with your local data protection authority.

California Privacy Rights

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) including the right to know what personal information we collect and how we use it, right to request deletion of personal information, and right to non-discrimination for exercising your privacy rights.

To exercise these rights, contact us at contact@kozopulse.com.

We retain personal information for as long as necessary to provide our Services, comply with legal obligations, resolve disputes, and enforce our agreements.

Account Information: Retained while your account is active and for 90 days after account closure for recovery purposes, then deleted unless we have a legal obligation to retain it longer.

Brand Monitoring Data: Historical monitoring data is retained as long as your subscription is active to provide trend analysis and comparative insights. Upon account deletion, this data is anonymized or deleted within 30 days.

Marketing Data: Contact information for marketing purposes is retained until you unsubscribe or request deletion.

Legal and Compliance Data: Information retained for legal compliance purposes is kept for the minimum period required by applicable law (typically 3-7 years depending on jurisdiction).

Backups: We maintain regular backups for disaster recovery. Backup data is retained for up to 90 days and is subject to the same privacy protections as active data.

We implement reasonable technical, administrative, and physical security measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction. Our security measures include:

• Encryption of data in transit (TLS/SSL)
• Encryption of sensitive data at rest
• Regular security assessments and penetration testing
• Automated vulnerability scanning
• Secure authentication mechanisms
• Access controls and role-based permissions
• Employee security training and awareness programs
• Background checks for employees with access to sensitive systems
• Confidentiality agreements with employees and contractors
• Secure data centers with restricted access
• Environmental controls and monitoring
• Redundant systems and disaster recovery plans

Despite these measures, no internet transmission or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. If you become aware of any security breach, please contact us immediately at contact@kozopulse.com.

Kozo Pulse is based in the United Kingdom. Your information is primarily stored and processed in the EU (Google Cloud Platform - europe-west2 region, London). Some of our service providers operate in the United States, and your information may be transferred to those providers as described in this policy.

International Transfers: When we transfer personal information to countries that do not provide an adequate level of data protection, we implement appropriate safeguards, including Standard Contractual Clauses (SCCs), adequacy decisions where available, and additional safeguards as required by applicable law.

You can request a copy of the safeguards we use for international transfers by contacting contact@kozopulse.com.

Kozo Pulse is a business intelligence platform designed for use by professionals and businesses. Our Services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children under 18.

If we learn that we have collected personal information from a child under 18, we will take steps to delete that information as soon as possible. If you believe we have collected information from a child, please contact us at contact@kozopulse.com.

Our Services may contain links to third-party websites, services, or applications that are not owned or controlled by Kozo Pulse. We are not responsible for the privacy practices of these third parties.

Third-Party Services We Integrate With:

• Payment Processing: Stripe (https://stripe.com/privacy)
• Authentication: Google SSO (https://policies.google.com/privacy)
• AI Systems: Anthropic, OpenAI, Google (each has their own privacy policies)

Before providing personal information to third parties, we encourage you to review their privacy policies. This Privacy Policy does not apply to third-party services.

We use cookies and similar technologies to operate and improve our Services, understand user behavior, and provide personalized experiences.

What Are Cookies?

Cookies are small text files stored on your device by your web browser. They allow websites to remember your preferences and track your activities.

Types of Cookies We Use

Strictly Necessary Cookies: These cookies are essential for the Services to function and cannot be disabled (kozopulse_session, csrf_token, user_preferences).

Functional Cookies: These cookies enable enhanced functionality and personalization (dashboard_layout, notification_preferences, onboarding_complete).

Analytics Cookies: These cookies help us understand how users interact with our Services (_ga, _gid from Google Analytics).

Marketing Cookies: These cookies track your interactions with our marketing content (_fbp from Facebook, li_sugr from LinkedIn).

Managing Cookie Preferences

You can control cookies through your browser settings. Most browsers allow you to view what cookies are stored, delete existing cookies, block future cookies, and set preferences for specific websites.

Note that disabling cookies may prevent you from using certain features of our Services.

Opt-Out Tools:

• Google Analytics: https://tools.google.com/dlpage/gaoptout
• Facebook Pixel: https://www.facebook.com/settings/?tab=ads
• LinkedIn: https://www.linkedin.com/psettings/guest-controls

We may update this Privacy Policy from time to time to reflect changes in our practices, Services, or legal requirements. When we make material changes, we will:

• Update the "Last updated" date at the top of this policy
• Notify you via email if you have an account with us
• Display a notice on our website or within the Services

We encourage you to review this Privacy Policy periodically. Your continued use of our Services after changes are posted constitutes your acceptance of the updated Privacy Policy.

Kozo Pulse is the data controller responsible for your personal information.

For any privacy questions, security issues, or data protection matters, please contact us at: contact@kozopulse.com

Response Time: We aim to respond to all privacy requests within 30 days. For complex requests, we may need up to 90 days and will inform you of any extension.