This policy explains our data practices for wolfvisibility.com, the launch waitlist, and the Wolf visibility service. We do not currently sell personal information or use it for cross-context behavioural advertising.
1. Who we are
Wolf visibility operates wolfvisibility.com and provides tools that measure how brands appear across AI search and answer engines. Wolf visibility is the controller of personal information collected through this website and the waitlist. For business customer content processed only on a customer's instructions, Wolf visibility acts as a processor or service provider.
Privacy questions and rights requests can be sent to privacy@wolfvisibility.com. Our contracting legal entity and registered address will be identified at checkout and in the order form before paid services become available.
2. Scope
This policy applies to our website, waitlist, product, support, and related communications. It does not govern third-party websites, AI engines, or services that publish their own privacy notices.
The service is intended for organisations and people acting in a professional capacity. It is not directed to children, and you must be at least 18 to create an account or buy credits.
3. Information we collect
At the pre-launch stage, the waitlist collects your work email, company domain, IP address, coarse IP-derived country, region and city information when available, submission timestamps, and security signals. The launched service may also collect the categories below when you choose to use the relevant features.
- Account and contact data, such as name, work email, organisation, role, and authentication details.
- Billing and transaction data, such as credit purchases, balances, invoices, tax location, and payment status. Full payment-card details are handled by the payment processor, not stored by Wolf visibility.
- Customer content, such as brand names, domains, prompts, regional targets, project settings, generated engine responses, citations, exports, and support messages.
- Device, network, and usage data, such as IP address, browser and device type, pages or features used, timestamps, diagnostic logs, and abuse-prevention signals.
- Cookie choices and other preferences stored on your device.
- Information you provide in surveys, feedback, demonstrations, support requests, or other communications.
4. Where information comes from
- Directly from you or an authorised user of your organisation.
- Automatically from your browser, device, hosting edge, and security systems.
- From service providers, including database, hosting, payment, authentication, support, and coarse IP-location providers.
- From public websites, AI engine responses, and sources you ask us to analyse.
- From your organisation if it creates or administers your workspace.
5. Why we use information and our lawful bases
We do not use solely automated decision-making that produces legal or similarly significant effects about individuals. We do not use customer prompts or responses to train a general-purpose AI model unless we first obtain separate, explicit permission.
- Provide the waitlist and service, administer accounts, execute requested checks, maintain credit balances, and provide support: performance of a contract or steps requested before a contract.
- Process payments, taxes, accounting records, sanctions checks, and lawful requests: contract and legal obligations.
- Secure the service, prevent fraud and abuse, debug failures, and improve reliability: our legitimate interests in operating a safe and effective business, subject to your rights.
- Measure and improve product performance using limited operational data: our legitimate interests. Optional analytics cookies are used only with consent where consent is required.
- Send requested product and waitlist updates: consent where required, or our legitimate interests for closely related business communications. You can unsubscribe at any time.
- Develop aggregate or de-identified statistics that do not reasonably identify a person: our legitimate interests in understanding and improving the service.
6. How we disclose information
We disclose only what is reasonably necessary to operate the service, fulfil your instructions, protect rights, or complete a corporate transaction. Recipients may include:
- Infrastructure and operations providers, including hosting, Neon database services, email, authentication, customer support, security, and diagnostics providers.
- ipwho.is when a hosting platform does not provide coarse location headers; it receives the requesting public IP address to return approximate location data.
- Payment processors and tax providers for purchases, fraud checks, receipts, and financial compliance.
- AI and search providers selected for a check. Prompts and necessary context may be sent to those providers under their applicable terms and our commercial arrangements.
- Professional advisers, auditors, insurers, and corporate transaction participants subject to appropriate confidentiality duties.
- Courts, regulators, law enforcement, or other parties when reasonably necessary to comply with law, protect safety, enforce agreements, or defend legal claims.
7. Sale, targeted advertising, and sensitive data
Wolf visibility does not currently sell personal information, share it for cross-context behavioural advertising, or use sensitive personal information to infer characteristics. We also do not knowingly sell or share information about anyone under 18. If these practices change, we will update this policy and provide any required opt-out controls before the change takes effect.
8. Retention
We may retain de-identified information that cannot reasonably be linked to you. Retention periods may be shortened or extended when required by law, a legal hold, dispute, security need, or binding customer instruction.
- Waitlist records: until launch and ordinarily no longer than 24 months after your last engagement, unless you ask us to delete them sooner or we must retain a limited record for security or legal reasons.
- Account and customer content: while the account is active and ordinarily for up to 30 days after deletion, subject to backup cycles, legal holds, and customer instructions.
- Transaction, tax, and accounting records: for the period required by applicable financial and tax laws, commonly up to seven years.
- Security and diagnostic logs: ordinarily up to 12 months, unless a longer period is reasonably needed to investigate abuse, an incident, or a legal claim.
- Cookie consent preference: up to 180 days, after which we may ask again.
9. International transfers
Our providers and users may be located in different countries. When personal information protected by the EEA, UK, or Swiss data-protection laws is transferred to a country without an applicable adequacy decision, we use an approved transfer mechanism where required, such as the European Commission Standard Contractual Clauses and the applicable UK addendum, together with supplementary safeguards where appropriate. You may request information about the relevant safeguards.
10. Your privacy rights
Depending on where you live and subject to legal exceptions, you may have rights to know or access, correct, delete, restrict or object to processing, receive a portable copy, withdraw consent, and appeal a denied request. You may also opt out of sale, targeted advertising, or certain profiling where applicable; we do not currently conduct those activities.
California residents may have rights to know the categories, sources, purposes, recipients, and specific pieces of personal information; request deletion or correction; opt out of sale or sharing; limit certain uses of sensitive information; and receive equal service without unlawful discrimination. EEA and UK residents may object to processing based on legitimate interests and lodge a complaint with their local supervisory authority, including the UK Information Commissioner's Office.
Submit a request to privacy@wolfvisibility.com. Describe the right you wish to exercise and the email or account involved. We may verify your identity and authority before responding. An authorised agent may submit a request where permitted by law. We will respond within the legally required period and explain any applicable appeal process.
11. Security
We use administrative, technical, and organisational safeguards designed for the nature of the information and the risks involved. No system is completely secure, so we cannot guarantee absolute security. Please notify security@wolfvisibility.com if you believe you have found a vulnerability or security incident.
12. Changes and contact
We may update this policy as the service, providers, or law changes. We will post the revised effective date and provide additional notice when a change materially affects your rights or our use of personal information.
Contact: privacy@wolfvisibility.com for privacy requests, legal@wolfvisibility.com for legal notices, and security@wolfvisibility.com for security reports.