MaxAEO Privacy Policy

In this policy, the following terms have the following meanings:

• "Account": refers to the registered account required to access and/or use the MaxAEO platform (MaxAEO OS) and view data dashboards.
• "Cookie": refers to small text files that this website places on your computer or device when you visit specific parts of the website and/or use specific features.
• "This Website": refers to the MaxAEO website and its subdomains.
• "Customer Data": refers to brand names, websites, competitors, monitoring prompts, product descriptions, public URLs, reports, exports, or other business information that you provide, configure, upload, or generate while using MaxAEO.
• "Public Monitoring Data": refers to AI answer text, brand mentions, rankings, citations, sentiment, competitor mentions, search results, and public web pages that MaxAEO analyzes to provide AI visibility insights.
• "We": refers to HIII PTE. LTD and the MaxAEO services it operates.

MaxAEO is an AI search visibility platform. We help brands understand how they appear across AI platforms such as ChatGPT, Gemini, Perplexity, Claude, Copilot, Grok, Google AI Mode, and Google AI Overview. Our services include brand monitoring, sentiment analysis, citation tracking, competitor intelligence, and optimization recommendations.

Some data is collected automatically when you use our website or product. Other data is provided voluntarily when you request a report, create an account, configure monitoring, contact us, or use MaxAEO services.

3.1 Account and contact information you provide:

• Name, job title, work email, phone number, company name, and industry.
• Account credentials and authentication information used to access MaxAEO dashboards.
• Support messages, demo requests, report requests, and other communications you send to us.
• Billing, subscription, or payment-related details if they become applicable to your use of the service.

3.2 Customer-provided brand data:

• Brand names, websites, product names, competitors, keywords, prompts to monitor, target geographies, public URLs, and audience or persona descriptions.
• Optional materials you choose to provide, such as product descriptions, public website copy, help docs, press pages, brand guidelines, or other materials used to improve a report or recommendation.
• A basic AI visibility diagnosis does not require customer lists, revenue data, CRM exports, private documents, or internal analytics.

3.3 Public monitoring data:

• AI answer text, brand mentions, where your brand appears, whether competitors appear, ranking position, cited sources, search results, public web pages, sentiment signals, and source gaps.
• We collect the content and signals needed to understand how AI systems describe or recommend your brand. We do not collect personal information about the individual people asking questions inside AI platforms.

3.4 Technical and usage data:

• IP address, approximate location, browser type and version, device information, operating system, referral source, UTM parameters, and pages viewed.
• Website and product activity, such as feature usage, clicks, report views, form submissions, time on page, and error or diagnostic logs.

We use your data to provide and improve MaxAEO services, including:

• Service delivery: generating AI visibility reports, opening dashboard access, configuring monitored prompts, and providing API or consulting services.
• Product analysis: calculating mention rate, share of voice, ranking signals, sentiment, citation gaps, competitor comparisons, and source recommendations.
• Change detection: comparing AI answers over time, detecting competitor gains, identifying changes in cited sources, and surfacing actions that may improve AI visibility.
• Communication: responding to report requests, demo requests, support questions, privacy requests, and service-related notifications.
• Product improvement: using aggregated usage patterns to improve onboarding, reliability, report clarity, workflow design, and analysis quality. We treat product usage analytics separately from the private contents of your report.
• Security and abuse prevention: monitoring suspicious activity, preventing misuse, maintaining auditability, investigating errors, and protecting accounts and systems.

• Storage: data may be stored using secure cloud infrastructure, including AWS and Google Cloud environments.
• Transmission security: we use encrypted connections for data in transit where commercially reasonable, including HTTPS/TLS for website and product traffic.
• Access control: access to production systems and report data is limited to authorized team members who need it for service operation, support, debugging, security, or compliance.
• Data separation: customer reports and competitive intelligence are handled with separation controls so they are not made available to other customers.
• Backups: backups may be retained for a limited period to support recovery, reliability, and security investigations.
• Retention: we keep data only as long as needed to provide services, maintain records, comply with law, resolve disputes, or support legitimate business needs, unless you request deletion and we are legally able to comply.

We do not sell your personal information or proprietary business data. We may share limited information with trusted service providers when needed to operate MaxAEO.

• Infrastructure providers: cloud hosting, database, storage, monitoring, logging, backup, and security services.
• Communication tools: email delivery, CRM, support, notification, and customer success services.
• Analytics providers: tools that help us understand product usage, site performance, conversion paths, and error patterns.
• AI and analysis infrastructure: model, search, extraction, ranking, or processing providers used only as needed to generate, classify, summarize, or validate requested outputs.
• Payment and administration: payment processors, accounting, tax, legal, and compliance providers where applicable.
• Legal requirements: disclosures required by law, regulation, court order, or valid government request.
• Aggregated benchmarks: we may publish anonymized industry-level insights that cannot reasonably identify a specific customer or report.

Service providers should only receive the information needed for the specific service they perform for MaxAEO.

MaxAEO is an AI-related product, so we want to be clear about how AI is used in our service:

• No public model training from private customer inputs: we do not use your private customer data, report content, uploaded materials, or proprietary business information to train public AI models.
• No third-party public model training from private customer inputs: when AI infrastructure providers or subprocessors are used, they are used to provide the requested service, not to train their public models on your private customer inputs.
• Public-source analysis: for a basic visibility diagnosis, MaxAEO relies on public AI answers, public citations, public search results, and public web pages.
• Authorized optimization: if you provide materials for optimization, we use them to deliver your requested service and recommendations.
• Derived report signals: embeddings, summaries, scores, classifications, and other derived signals created from your report are treated as part of your report data and governed by the same privacy commitments.
• Automated analysis: our systems may classify sentiment, extract citations, compare competitors, and summarize visibility issues. These outputs are business intelligence and do not make legal, credit, employment, or financial decisions about individuals.

• Private by default: your report is not published publicly unless you choose to share it or approve a case study.
• Deletion: you can request deletion or removal of report data, contact information, account data, or optional materials you provided.
• Correction: you can ask us to correct inaccurate account, company, or report metadata.
• Export: where technically feasible, you can request an export of your monitoring data, report data, or account records.
• Marketing preferences: you can opt out of marketing communications by using unsubscribe links or contacting us. Service messages may still be sent when needed.
• Cookie controls: you can manage or disable cookies through your browser settings, though some product features may work differently.
• Withdraw consent: you can withdraw consent where processing is based on consent. If the data is required for core service delivery, we may need to stop providing that service.

Depending on where you live, privacy laws such as GDPR, CCPA, or similar regulations may give you rights over your personal data. We aim to honor reasonable privacy requests wherever you are located.

• Right of access: request a copy of personal or business data we hold about you.
• Right to correction: request correction of inaccurate or outdated information.
• Right to deletion: request deletion of account, contact, or report data where legally available.
• Right to portability: request export of report or monitoring data in a structured format when technically feasible.
• Right to object or restrict: ask us to stop or limit certain processing where applicable.

Our service includes automated AI analysis, such as identifying whether an AI answer is positive, neutral, or negative toward a brand. This processing is designed to provide business intelligence and optimization guidance. It does not produce legal, credit, employment, insurance, or financial decisions about individuals.

MaxAEO is designed for business users and is not directed to children under 18. We do not knowingly collect personal information from children.

If you have questions about MaxAEO's data practices, this privacy policy, or your privacy rights, please contact us at support@maxaeo.ai.

As MaxAEO evolves and legal requirements change, we may update this policy from time to time. When changes are material, we will provide notice through the website, product, or email where appropriate. We recommend reviewing this page periodically for the latest information.