The short version
- We use your data to run Mentiofy and to help you get named by AI. We don't sell it.
- Analytics (Google Analytics, Microsoft Clarity) and ad measurement (Google Ads) only run if you accept cookies.
- We send your prompts to AI engines and analyse their answers, under terms that keep your data out of model training where offered.
- You can see, correct, export or delete your data at any time by emailing info@mentiofy.com.
1. Who we are
Mentiofy is a service that measures how AI engines such as ChatGPT, Gemini and Perplexity mention businesses, and that shows which competitors are named and which sources AI cites. Mentiofy is a trade name of Trueqrcode, registered with the Dutch Chamber of Commerce (KvK) under number 71264558, VAT number NL002320568B31, with its office at Nieuwe Gracht 3, 2011 NB Haarlem, the Netherlands.
For the personal data described in this policy, we are the controller (verwerkingsverantwoordelijke) under the General Data Protection Regulation (GDPR, in Dutch: AVG). You can reach us about anything in this policy at info@mentiofy.com.
2. What this policy covers
This policy explains how we handle personal data when you visit mentiofy.com, run a free scan, book a demo, sign up for our newsletter, contact us, open a support ticket, or use the Mentiofy app at app.mentiofy.com.
It does not cover the personal data that our customers put into Mentiofy about their own customers or contacts. For that data, the customer is the controller and we act as their processor (verwerker). That relationship is governed by our data processing agreement, which forms part of our Terms of service.
3. The personal data we collect
We only collect what we need for the purposes in section 4. Depending on how you use Mentiofy, this can include:
| Category | Examples | Where it comes from |
|---|---|---|
| Account data | Name, email address, password (stored as a hash), company name, role | You, when you sign up |
| Billing data | Billing name and address, VAT number, plan, invoices, payment status. We do not store full card numbers. | You and our payment provider |
| Business and website data | Website address, business name, the prompts you track and the competitors you follow | You, and public pages of your website that we read |
| Communication data | Emails, support tickets, attachments, chat messages, demo bookings and notes from calls | You |
| Usage data | Pages and features used, approvals and rejections, log data, IP address, browser and device type, timestamps | Your use of the website and app |
| Analytics and advertising data | Pages visited, clicks, scrolling, recordings of how pages are used (with text you type masked), the ad you came from, cookie identifiers. Only with your consent. | Cookies, see our Cookie policy |
| Newsletter data | Email address, sign-up date, whether you open or click our emails | You, when you subscribe |
| Free scan data | The domain you enter and, if you leave it, your email address | You |
We do not ask for special categories of personal data, such as health data or data about religion. Please don't put such data into Mentiofy.
4. Why we use it and on what legal basis
| Purpose | Legal basis |
|---|---|
| Creating and running your account and delivering the service you signed up for | Performance of a contract |
| Measuring your prompts on AI engines and turning the answers into insights and reports | Performance of a contract |
| Billing, collecting payments and keeping our financial records | Performance of a contract and legal obligation (Dutch tax law) |
| Answering questions, support tickets and demo requests | Performance of a contract, or our legitimate interest in helping people who contact us |
| Sending service emails, such as your weekly overview, approvals and security notices | Performance of a contract |
| Sending our newsletter and product news | Consent, or for existing customers our legitimate interest in informing them about similar services. You can opt out at any time. |
| Keeping the service secure, preventing fraud and abuse, and fixing errors | Legitimate interest |
| Improving the website and app based on how they are used, with Google Analytics and Microsoft Clarity | Consent (see our Cookie policy) |
| Measuring which Google Ads bring visitors and sign-ups, and showing our ads to relevant people | Consent (see our Cookie policy) |
| Complying with legal requests and protecting our rights | Legal obligation or legitimate interest |
Where we rely on legitimate interest, we have weighed that interest against your privacy. You can object to it at any time, see section 10.
5. How we use AI
Mentiofy works by asking AI engines questions and by using AI models to analyse the answers, for example for sentiment. That means some data is sent to AI providers:
- Measuring. We send your prompts to AI engines such as ChatGPT (OpenAI), Gemini (Google) and Perplexity, and store their answers and the sources they cite. Prompts are about your business, not about individuals, and we ask you not to include personal data in them.
- Analysing answers. To score sentiment and spot competitors and sources, we send the AI answers we collected to an AI model. We only send what is needed for that analysis.
- No training on your data. We use AI providers through their business services and choose terms or settings under which the data we send is not used to train their models, where the provider offers this.
- No changes to your website. Mentiofy only measures and reports. We don't make decisions about you that have legal or similarly significant effects based only on automated processing.
6. Who we share it with
We don't sell personal data. We share it only with parties that help us run Mentiofy, under a data processing agreement where required, and only as far as needed:
| Type of provider | What they do for us | Provider |
|---|---|---|
| Hosting and network | Store and run the website and app, protect it against attacks | Cloudflare |
| AI providers | Answer prompts and help analyse the answers | OpenAI, Google, Perplexity |
| Payments and invoicing | Verify cards, process payments and send invoices | Stripe |
| Send and receive emails, including service emails and the newsletter | Google (Google Workspace) | |
| Support | Handle support tickets and questions | Our own mailbox, info@mentiofy.com |
| Analytics | Show us how the website is used. Only with your consent. | Google (Google Analytics), Microsoft (Clarity) |
| Advertising | Measure the results of our ads and show them to relevant people. Only with your consent. | Google (Google Ads) |
We may also share data with authorities when the law requires it, and with a buyer or successor if Mentiofy is sold or merged, in which case this policy continues to protect your data.
7. International transfers
We aim to store and process data within the European Economic Area. Some providers, such as Cloudflare, Stripe, Google, Microsoft and AI providers, may process data outside the EEA, for example in the United States. In that case we make sure the transfer is protected, for example because the provider is certified under the EU-US Data Privacy Framework, or through the European Commission's Standard Contractual Clauses with additional safeguards where needed. You can ask us for more information about these safeguards.
8. How long we keep it
| Data | How long |
|---|---|
| Account, business and website data | As long as your account is active. After you close your account, we delete it within 90 days, unless you ask us to do it sooner. |
| AI answers and measurement history | As long as your account is active, then deleted with your account |
| Billing data and invoices | 7 years, as required by Dutch tax law |
| Support tickets and emails | Up to 2 years after the ticket is closed |
| Newsletter data | Until you unsubscribe |
| Free scan data without an account | Up to 6 months |
| Log and security data | Up to 12 months |
| Analytics and advertising cookies | 30 days, see our Cookie policy |
Backups may hold data for a short time after deletion, until they are overwritten in the normal backup cycle.
9. How we protect it
We take appropriate technical and organisational measures to protect personal data, including encrypted connections (TLS), encryption of stored access tokens, access only for people who need it, two-factor authentication on our own admin access, regular backups and logging of access to sensitive data. If a data breach happens that is likely to put your rights at risk, we will report it to the Autoriteit Persoonsgegevens and, where required, to you, within the time the law sets.
10. Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you;
- correct data that is wrong or incomplete;
- have your data deleted;
- restrict how we use your data;
- receive your data in a common, machine-readable format, or have it sent to another party (data portability);
- object to processing based on our legitimate interest, including direct marketing;
- withdraw your consent at any time, without affecting what we did before.
To use these rights, email info@mentiofy.com. We may ask you to confirm your identity first. We reply within one month. If a request is complex, we may extend this by two more months and will tell you why.
If you're not happy with how we handle your data, please tell us first. You also have the right to file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl), or with the authority in the EU country where you live.
11. Agencies and their clients
Agencies can use Mentiofy to work for their own clients. In that case the agency decides which client data goes into Mentiofy and is responsible for having the right to share it. For that client data we act as the agency's processor, and the agency is the one to contact about rights requests. We will help the agency answer them.
12. Emails we send
Service emails, such as your weekly overview, approval requests and security notices, are part of the service and you can't fully turn them off while your account is active. You can adjust how often you get some of them in your settings. Our newsletter and product news are optional. Every such email has an unsubscribe link.
13. Children
Mentiofy is a service for businesses and is not intended for people under 16. We don't knowingly collect data from children. If you think a child has given us personal data, contact us and we will delete it.
14. Links to other websites
Our website and emails contain links to other websites, such as the AI engines we measure or Google Maps. Those websites have their own privacy policies. We are not responsible for how they handle your data.
15. Changes to this policy
We may update this policy when our service or the law changes. The date at the top shows the latest version. If a change is important, we will tell customers by email or in the app before it takes effect.
16. Contact
Mentiofy, Trueqrcode
Nieuwe Gracht 3, 2011 NB Haarlem, the Netherlands
KvK 71264558
Email: info@mentiofy.com