Privacy Policy | longrtail

longrtail (longrtail.ai) is operated by Refinex Media Inc. (“longrtail,” “we,” “us,” “our”). This policy explains what personal information we collect through this website, the free AI Readiness Check and the longrtail service (AI Visibility, the Content Engine, your dashboard and review pages), how we use it, how artificial intelligence is involved, and the choices you have. We handle personal information in line with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and other privacy laws that apply to us.

1. Information we collect

Information you give us

When you contact us or ask for a demo: your name, email address, company, and anything you include in your message.
When you use the AI Readiness Check: the website address you submit and, if you ask for your full report, your work email address.
When you become a customer: the names, email addresses and roles of the people on your account, including the reviewers who approve pages and the people named in bylines, plus billing contact details.
When you use the service: the decisions you make on drafts (approve, request changes, reject), the notes and feedback you write, and the settings you choose.

Information collected automatically

Technical data: your IP address, the country your request comes from, browser and device type, the page you were on and the time of your visit. Our hosting and security providers process this to deliver and protect the website and the service.
Sign-in and activity records: when someone on a customer account signs in, opens a review link or takes an action, we record it so the account has a history and we can keep it secure.
Bot protection: the AI Readiness Check uses a bot-protection service that looks at signals from your browser to tell people from bots.
Usage limits: to keep the free check fair, we count scans and report requests per IP address and per email address each day.
Analytics and advertising data: cookies, pixels and similar technologies record which pages you visit, how you arrived (for example, from an ad or a search), your device and browser, and actions such as booking a demo. See section 4.

Information about websites, not people

AI Readiness Check results describe a website’s publicly accessible pages and files, such as robots.txt, sitemaps and structured data. They are not information about you, though we store them alongside the email address you give us.

Customer data in the service

To run the service for a customer, we work with information the customer provides or connects: brand guidelines, photos and logos, approved and off-limits sources, drafts and approvals, and, where the customer grants access, read-only search and analytics data for their website, their business listings, access to publish approved pages to their website, and the social media pages they want pages shared to. This is mostly business information. Where it includes personal information (for example, a reviewer’s name or an analytics report), we use it only to provide the service to that customer, as described in our agreement with them.

AI answers we record

For AI Visibility, we ask AI assistants and AI search features the kinds of questions a customer’s buyers ask, and we record the answers and the sources they cite. These answers are produced by third parties and describe businesses, products and services. They occasionally name individuals, for example a professional listed on a business’s website. We use them only to report to the customer how they and others in their market appear in AI answers.

Social media pages (LinkedIn, Facebook and Instagram)

A customer can choose to have the Content Engine share each new article on their own LinkedIn company page, Facebook Page or Instagram business account. This only happens with their permission:

Permission comes from the page’s admin. An admin of the customer’s page signs in on LinkedIn or Facebook itself (never on our site), approves our app, and picks which page belongs to their website. We never see their password.
We post only what the customer approved. Each post is written with its article and approved by the customer’s reviewer before it is published. We post nothing else, and we never advertise on a customer’s page.
What we store: the name and ID of the page the admin chose, and the access token LinkedIn or Meta gives us. The token is encrypted (AES-256) and is used only by our server to publish that customer’s approved posts.
What we don’t do: we do not read, store or use members’ profiles, followers, comments, messages or connections.
Disconnecting: the customer can disconnect at any time by asking us, which deletes the stored token straight away, or by removing our app in their LinkedIn or Facebook settings, which stops the token working.

2. How we use it

To answer your questions, arrange demos and provide the services you sign up for.
To run the AI Readiness Check: scan the site you submit, show you the results, email you your report and follow up with you about it. You can ask us to stop at any time.
To run the service for customers: track AI answers, research topics, draft pages and images, route them to the customer’s reviewer for approval, publish approved pages and report on their performance.
To remember a customer’s feedback, so later drafts for that customer follow it.
To send you news about our products, where the law allows it or you have agreed. Every marketing email has an unsubscribe link.
To measure how the website and our advertising perform, and to show ads for our products to you on other websites and apps (interest-based advertising).
To prevent abuse, enforce usage limits and fair use, and keep the website and our systems secure.
To improve our products, and to meet legal, accounting and tax obligations.

We do not use one customer’s private data, such as its search or analytics numbers, its drafts or its brand materials, to serve another customer. We do combine results from many customers into aggregated insights that identify no customer and no person, for example which kinds of pages tend to perform well in an industry, and use those to improve the service for everyone.

3. AI in our service

Much of the service is carried out with artificial intelligence, alongside our own software and our team.

What AI does. AI models help research topics, draft and check pages, create images and summarize results. For AI Visibility, we send buyer-style questions to AI assistants and record their answers.
What we send to AI providers. To do that work, we send AI providers the material needed for the task: a customer’s brand and voice guidance, source material, drafts, reviewer feedback and relevant performance data. This can include limited personal information that is part of that material, such as the name in a byline or a reviewer’s note. We do not send passwords, access tokens or payment details to AI models.
Training. We do not use customer content or personal information to train AI models. Our AI providers process what we send on our behalf, under business terms.
People stay in charge. Nothing is published for a customer until a person they have authorized approves it.
AI can be wrong. AI output may contain mistakes, including about people and businesses. If you believe something the service produced or recorded about you is inaccurate, contact us and we will look into it.

4. Cookies, analytics and advertising

We use analytics and advertising platforms that set cookies, pixels or similar technologies on this website and receive limited usage data from it. We use them to understand how visitors use the website, to measure our advertising, and to deliver interest-based advertising: ads for our products shown to you on other websites and social platforms. These providers process the data under their own privacy policies. Our security providers also set strictly necessary cookies to protect the website and run bot protection. By using the website after being told about these technologies here, you consent to their use as described, and you can withdraw that consent at any time using the choices below.

Opting out. You can opt out of interest-based advertising at any time through the industry opt-out tools: the Digital Advertising Alliance of Canada at youradchoices.ca, the Digital Advertising Alliance at optout.aboutads.info and the Network Advertising Initiative at optout.networkadvertising.org. You can also block or delete cookies in your browser settings, which does not stop you from using the website, or email us at hello@refinexlabs.ai to opt out or to ask about the advertising data we hold. Opting out does not remove ads; it makes the ads you see less relevant. Because opt-outs are usually stored as cookies, you may need to renew them if you clear your cookies or switch browsers or devices.

5. Who we share it with

We do not sell your personal information for money. We share it with service providers who help us run our business, under contracts that limit what they can do with it, and with the analytics and advertising platforms described in section 4:

Hosting and security: running the website and the service, protecting them from abuse and bots, and storing data.
Email delivery: sending AI Readiness reports, drafts for review and other service emails.
Customer relationship management: keeping track of enquiries, report requests and customer accounts.
AI model providers: researching topics and generating and checking draft pages and images for customers, as described in section 3.
Search and AI-answer data services: collecting search data and the answers AI assistants give to the questions we track.
Analytics and advertising platforms: measuring how the website and our ads perform, and showing our ads to visitors on other websites and social platforms (see section 4).
Platforms our customers connect: only for customers who connect them, reading their search, analytics and listing data and publishing their approved pages and posts.

Some privacy laws, including those of several US states, treat letting advertising cookies and pixels collect data on our website as “selling” or “sharing” personal information for targeted advertising. You can opt out of that at any time using the choices in section 4 or by emailing us.

We may also disclose information when the law requires it, to protect our rights or the safety of others, or as part of a merger, acquisition or sale of our business, in which case the buyer would be bound by this policy.

6. Where your information is stored

We are based in Canada. Some of our service providers, including AI providers, store or process information in other countries, including the United States. While it is there, it may be accessible to courts, law enforcement and national security authorities of those countries under their laws.

7. How long we keep it

A scan result is held for about two hours so you can ask for the full report, and a cached copy of a site’s results for about a day.
Daily usage counts are kept only for the day they apply to.
Scan logs, report requests and enquiries are kept with our business records for as long as we need them for the purposes above, then deleted or anonymised.
Customer data, including recorded AI answers, drafts and feedback, is kept for the length of the customer’s subscription and then handled as our agreement with that customer sets out.
Access tokens for connected accounts are deleted when the customer disconnects the account.
Aggregated insights that identify no customer and no person may be kept.

8. Your choices and rights

You can ask to see the personal information we hold about you, ask us to correct it or delete it, and withdraw your consent to marketing at any time. Depending on where you live, including some US states, you may have further rights, such as the right to know how your information is used or to opt out of certain processing. We will not treat you differently for using these rights.

Automated processing. We use automated tools, including AI, to prepare drafts, reports and scores. We do not use them to make decisions about individuals that have legal or similarly significant effects.

If you work for one of our customers, or your information appears in a customer’s account, we handle it on that customer’s behalf. We may refer your request to them or work with them to answer it.

To make a request, email hello@refinexlabs.ai. We may need to confirm your identity first, and we will respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada or the privacy regulator where you live.

9. Security

We use reasonable administrative, technical and physical safeguards, including encrypted connections, encryption of stored access tokens, access controls and limited access to customer accounts. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach creates a real risk of significant harm to you, we will notify you and the regulators as the law requires.

10. Children

Our website and products are for businesses and are not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child has given us their information, contact us and we will delete it.

11. Changes to this policy

We may update this policy from time to time. The “last updated” date at the top shows when it last changed. If we make a significant change, we will say so on this page and, where appropriate, tell customers directly.

Questions? Email hello@refinexlabs.ai or write to Refinex Media Inc., 130 King Street West, Suite 1900, Toronto, ON M5X 1E3, Canada.