1. Scope
This policy applies to CiteRep accounts, workspaces, support, billing, report generation, and our public website. We aim to manage personal information transparently and consistently with the Australian Privacy Principles where they apply.
2. Information we collect
- Account information: name, email address, password hash, account status, and authentication records.
- Workspace information: organisation names, memberships, roles, invitations, sites, and settings.
- Billing information: Stripe customer and transaction references, products, token balances, usage, refunds, and subscription status. We do not store full card details.
- Support information: messages, attachments or references, and actions taken to resolve a request.
- Service and device information: IP address, user agent, security events, session data, coarse in-app activity, and operational logs.
- Audit information: public URLs and webpage content, extracted facts, report findings, AI prompts and responses, model usage, and cost telemetry.
3. How we collect information
We collect information directly from you, from people who invite you to a workspace, from public websites you ask us to audit, from Stripe when you transact, and automatically when you use the service.
4. Why we use it
We use information to:
- provide accounts, workspaces, audits, reports, support, and billing;
- authenticate users and enforce permissions, daily allowances, and report-token balances;
- operate AI-assisted analysis and measure report cost and quality;
- send transactional messages such as password resets and report notices;
- detect abuse, secure the service, troubleshoot, and meet legal duties;
- improve the service using aggregated or de-identified operational information.
We do not sell personal information or use audit content to build advertising profiles.
5. Disclosure and overseas processing
We disclose information only as needed to operate the service, on your instruction, with your consent, or where legally required. Our current provider categories and locations are listed on the Subprocessors page. Providers may process information in Australia, the United States, Europe, and other locations where they or an AI model provider operate.
6. AI processing and automated decisions
CiteRep sends selected public website content and system-generated questions to configured AI model providers to produce website analysis. Reports concern website readiness and do not make decisions that determine an individual's legal rights or access to essential services. Administrators, rather than AI models, decide account bans, refunds, and support outcomes.
7. Retention
- AI call traces containing prompts and responses are scheduled for deletion no later than 90 days after creation.
- Reports, findings, workspace configuration, and support history remain while the account or workspace is active, unless deleted earlier.
- Session records expire automatically. Operational logs are retained only for the period needed for security and troubleshooting.
- Billing records may be retained after account closure where required for tax, accounting, fraud prevention, or dispute handling.
Backups and provider caches may take a limited additional period to cycle out. See our Crawler and Data Retention Policy for audit-specific details.
Optional analytics processors
Where enabled by your regional settings and choices, Google Tag Manager loads configured advertising tags, such as LinkedIn, on public pages. These providers may use cookies and page interactions to measure advertising performance. Advertising measurement stays off when you allow analytics alone. You can reject or withdraw both choices using the controls on public pages.
Google Analytics 4 measures permitted public-page visits using first-party cookies. When analytics is enabled, we also send completed signup and verified payment events from our server, using the anonymous Analytics client and session identifiers, campaign labels, purchased product, paid value and a transaction identifier. Names, email addresses, passwords, report contents and private page URLs are not included. Withdrawing analytics permission stops pending conversion delivery. Advertising personalization and Google signals are disabled. PostHog provides optional public-page analytics and session replay in the configured US or EU region. Public-page analytics and advertising measurement are enabled by default with an opt-out under Cookies. Visitors detected in the European Economic Area, United Kingdom or Türkiye require opt-in before tracking starts. Unknown locations use the opt-out default. Existing opt-outs, Do Not Track and Global Privacy Control override regional defaults. Where configured, masked session replay is enabled on permitted public pages. PDF offer experiments use an anonymous ID to keep the displayed version consistent and connect permitted checkout events and server-confirmed purchases. Form values are not sent in these events. Operational email delivery evidence records status and attempt counts, not message contents. Provider acceptance is not proof of inbox delivery.
8. Security
We use access controls, scoped workspace permissions, encrypted transport, managed infrastructure, and audit logging appropriate to the nature of the information. No system is completely secure. Please report suspected vulnerabilities through our security policy.
9. Access, correction, and deletion
You can update some account and workspace information in the service. To request access, correction, export, or deletion of personal information, email privacy@tensabyte.com or open a support ticket. We may verify your identity and may retain information where the law requires or permits it.
10. Complaints
Send a privacy complaint to privacy@tensabyte.com. Describe the issue and the outcome you seek. We will acknowledge and investigate it within a reasonable period. If you are not satisfied, you may be able to complain to the Office of the Australian Information Commissioner at oaic.gov.au.
11. Cookies and local storage
We use necessary storage for authentication, workspace selection, security, and application state. When configured and permitted by your regional settings and choices, Google Analytics 4 and PostHog process selected public-page events and optional masked replay. Input values and marked private elements are masked or blocked; private routes are excluded. We never send report content, support messages, reset tokens or share tokens to analytics. Internal operational alerts use workspace IDs and minimal event facts; they do not automatically send outreach. Details are in our Cookie Notice.
12. Children and changes
CiteRep is intended for business users and not for children under 16. We may update this policy as the service or law changes. Material changes will be identified by a new version date and, where appropriate, notified in the service.