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Privacy Policy

Last updated: October 24, 2026

Searchly (“Searchly”, “we”, “us”, or “our”) helps you monitor and understand how AI search engines and assistants — such as ChatGPT, Google Gemini, Perplexity, and Google's AI Overviews — describe your brand. This Privacy Policy explains what personal data we collect, how we use it, who we share it with, and the rights you have over it.

Searchly is an independent service operated from Poland. For the purposes of the EU General Data Protection Regulation (GDPR), Searchly acts as the data controller for the personal data described below. If you have any questions, contact us at piotr@trysearchly.com.

Information we collect

We collect the following categories of information:

  • Account information: your name, email address, and password. Passwords are stored in hashed form by our authentication provider and are never visible to us.
  • Email preference data: your product-update subscription, separate setup-email choice, unsubscribe status, consent timestamps and versions, and the source recorded for product-update consent. We also record account and provider identifiers, timestamps, and delivery status to send emails and prevent repeat welcome or setup messages.
  • Sales inquiry information: when you ask to speak with our team, we collect the contact, company, role, expected usage, and message details you submit so we can respond to your request.
  • Brand and project data: the websites, brands, competitors, topics, and prompts you choose to track, along with any settings you configure.
  • Free AI visibility report request: the website you enter, the email address where we send the report, and the version of the privacy notice shown to you when you submitted the request.
  • Free AI visibility report content: information we read from the public pages of that website; the brand name, category, buyers and ten buyer questions we infer from it; the answers and sources the AI providers return to those questions; and our assessment of those answers, including a list of other brand or product names that appear in them.
  • Hosted free report link: each report is available at an unlisted link that does not contain your email address. Anyone who has the link can open the report, without signing in, for 30 days after the request, so do not forward it to anyone you do not want to see the website and report content. We ask search engines not to index report pages.
  • Free report browser storage: your browser keeps up to two items in session storage, which the browser clears when the tab session ends. The first is the website, if you enter it on a Searchly page that leads to the free report; the report page uses it only if it is less than ten minutes old. The second is a masked form of your email address that shows only the first character before the @ sign and the domain (for example p•••@acme.com). It is stored under a key that includes the report link token, so that the running report page can show where the link will be emailed. The full address is never stored in your browser. Both items stay on your device and are not sent back to us from storage: the pages only read them to pre-fill the form and to show where the link is going. The website reaches us only when you submit the request.
  • Free report signup handoff: if you start a trial from the report, the website, brand, category, audience, primary outcome, and ten questions are carried to signup in a marked URL fragment that is removed before third-party scripts load. The destination then keeps the handoff only in that tab's session storage for up to two hours, or until you discard it or close the tab. It excludes provider answers, citations, and visibility metrics.
  • Analytics we generate: the answers, brand mentions, citations, and visibility metrics produced when we run your tracked prompts against AI search engines.
  • Agent conversations (if you use Agent): your messages, Agent's replies, the changes it proposes, whether you confirmed or declined them and how they turned out. When Agent proposes a knowledge base edit, the card keeps the start of the field's current text (up to 4,000 characters) whether or not you confirm it, and a confirmed edit may also keep the whole text it replaced.
  • Crawler request logs (optional): if you configure a crawler source in Agent Analytics, your Vercel log drain, Cloudflare Logpush job or other sender delivers request logs from your website to Searchly. A delivery can include each visitor's IP address, full User-Agent string, full URL with its query string, referrer and other request details, and a Vercel delivery can also include your application's log messages. We read each delivery in memory, keep only requests whose User-Agent names a known AI crawler, and discard everything else in the delivery without storing it. For each kept request we store opaque event and delivery keys, the observation and ingestion times, the lower-cased hostname, the path without its query string, fragment or semicolon parameters and with segments that look like an email address or a JSON Web Token (JWT) replaced by a placeholder, the request method, the response status if sent, a fixed crawler name, derived operator and purpose labels, whether the request's IP address was confirmed to be inside the operator's published IP ranges, the kind of source that sent it, an integrity hash, and expiry metadata. We also keep daily request counts per crawler and per page, and daily delivery counts for your crawler source. We do not store IP addresses, raw User-Agent strings, query strings, fragments, cookies, referrers, other request headers, request bodies, log messages, or the plaintext token. Other identifiers in a path, such as password-reset or invitation tokens and account or order numbers, are stored as received.
  • Connected Google data (optional): if you connect Google Analytics or Google Search Console, we access the related traffic and search-performance data, the email address of the connected Google account, and the property or site identifiers you select. See "Google user data" below.
  • Connected Microsoft Bing data (optional): if you connect Bing Webmaster Tools, we access the list of sites in your Bing Webmaster Tools account and the search-performance data Bing reports for the site you select. See "Microsoft Bing Webmaster Tools data" below.
  • Payment information: processed by our payment provider, Stripe. We receive limited billing details such as your plan, subscription status, and a Stripe customer identifier. We never receive or store your full card number.
  • Usage and device data: your IP address, browser and device type, the pages you view, and server log data.
  • Abuse-prevention data: for the free AI visibility report, Cloudflare Turnstile may process your IP address, browser or device signals, and a browser-verification token to help us distinguish legitimate requests from automated abuse. We also keep one-way keyed hashes of your IP address, your email address, your email domain (where we apply a per-domain limit) and the requested website in short-lived request-limit counters. The counters do not contain the raw values.
  • Cookies and similar technologies: see "Cookies and tracking" below.

Google user data

If you choose to connect Google Analytics (GA4) or Google Search Console, you grant Searchly read-only access to certain Google account data. We request only the scopes needed to display your analytics inside the product: your basic profile email (to show which account is connected) and read-only access to your Analytics and Search Console data.

Searchly's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

  • We use Google data solely to provide and display analytics features within Searchly.
  • We do not sell Google user data.
  • We do not use Google user data for advertising.
  • We do not allow humans to read your Google data, except where you give explicit consent, where it is necessary for security or to comply with applicable law, or where the data has been aggregated and anonymized.

You can disconnect a Google integration at any time from your Searchly settings, or revoke Searchly's access directly at myaccount.google.com/permissions. When you disconnect, we delete the associated access and refresh tokens.

Microsoft Bing Webmaster Tools data

If you choose to connect Bing Webmaster Tools, you sign in to Bing Webmaster Tools with the account you use there and grant Searchly read-only access (the webmaster.read scope) to the sites in that account. We do not receive the email address or other profile details of that account.

We read the list of sites in your Bing Webmaster Tools account so that you can choose a verified one, and keep only the site you choose. For that site we store its address and name, Bing's daily clicks and impressions, and Bing's weekly top search queries and top pages with their clicks, impressions and average positions. We encrypt the access and refresh tokens Bing issues before storing them.

We use Bing's search data only to show your Bing search performance in Searchly. We do not sell it or use it for advertising.

Each update from Bing deletes stored Bing data dated more than about 800 days ago. You can disconnect Bing Webmaster Tools at any time from your Searchly settings or Agent Analytics setup. When you disconnect, we delete the stored tokens and all the Bing data we imported for that project; deleting the project or your account deletes them too. Bing Webmaster Tools gives Searchly no way to revoke the authorization on Microsoft's side, so disconnecting does not remove it there, but Searchly can no longer use it once the tokens are deleted.

How we use your information

We use your information to:

  • Provide, operate, and maintain the Service, including running your tracked prompts and generating visibility analytics.
  • Receive the request logs your crawler source sends when you choose to configure Agent Analytics, keep only requests that name a known AI crawler, check whether the IP address of a request that names a known crawler is inside that operator's published IP ranges, and show crawler activity by page, crawler and purpose. We use IP addresses from a delivery only for that check, in memory.
  • Generate the free AI visibility report for the website you enter: read its public pages, infer the brand, category and buyers, ask ten buyer questions of AI providers, and assess the answers.
  • Host the free report at an unlisted link for 30 days, email you that link (or a notice if we could not finish the report), and let you delete the report from the link in that email.
  • Authenticate you and secure your account.
  • Process payments and manage your subscription.
  • Provide customer support and respond to your requests.
  • Monitor, troubleshoot, and improve the Service.
  • Detect, prevent, and address fraud, abuse, and security issues, including verifying free-report submissions (browser verification, and checking that your email address is not from a disposable-address provider and that its domain can receive mail) and applying request limits.
  • Keep aggregate, identifier-free daily counts of free-report events, such as requests received, reports completed, emails sent and requests rejected, to operate and monitor the service.
  • Comply with our legal obligations.
  • Send signup confirmation and password-reset emails, and one account welcome after your account is first confirmed.
  • Send Searchly product updates when you subscribe, and three setup emails on days 1, 3 and 6 after a separate opt-in in account settings. You can unsubscribe from product updates or stop the setup series in settings. The setup-email unsubscribe link stops all Searchly marketing emails.

How we share information

We do not sell your personal data. We share it only in the following circumstances:

  • Service providers (subprocessors): companies that help us run the Service, such as hosting, database, payment, and analytics providers. See the list below.
  • Email delivery: Resend receives your email address and the content of signup confirmation, password-reset, account-welcome, free-report, product-update, and optional setup emails. A free-report email contains the domain of the website you entered, the brand name, summary counts from the report, and the links to open and to delete the report. For product updates and setup emails, it also stores your email choices, unsubscribe status, consent timestamps and versions, and the source recorded for product-update consent. Setup emails require a separate explicit choice. Resend processes delivery, bounce, and complaint events to manage delivery and suppression.
  • Tracked-product AI providers: the prompts you configure in the tracked Searchly product are sent to third-party AI providers so we can measure how your brand appears in their responses. Avoid including sensitive personal data in your prompts.
  • Tracked-product answer collection: DataForSEO and Bright Data collect answers from supported AI consumer interfaces on our behalf, and Oxylabs collects Perplexity answers. These collection providers receive the prompt, country or other supported locale settings, and an internal request identifier or a derived correlation value. We do not add your account email address to these collection requests. If you include an email address or other personal data in a prompt, that text is sent with the prompt.
  • In-app Agent: when you use Agent, your messages, the workspace data Agent reads to answer them (such as visibility analytics, tracked prompts, recorded AI answers, your knowledge base, content drafts and, if connected, Google Analytics and Search Console traffic) and the changes it proposes, with whether you confirmed or declined them and how they turned out, are sent to OpenAI to produce its replies. Each request also includes the Searchly page you have open (its tab, period and filters), your project's name and website, and an internal identifier of your workspace that lets OpenAI reuse cached instructions. Agent does not send your account email address, or the email address of a connected account, to OpenAI. An email address that appears in text Agent reads, such as a knowledge base field or a content draft, or that you type into a message, is sent along with that text.
  • Free-report website reading: WebScraping.ai fetches the public pages of the website you enter on our behalf, using the page addresses we send it. If it is unavailable or not configured, our own servers fetch the pages directly.
  • Free-report website analysis: the website address and text from its public pages are sent to OpenAI, which infers the brand, category and buyers and writes the ten buyer questions.
  • Free-report AI providers: each of the ten buyer questions is sent separately to OpenAI and Perplexity, and to DataForSEO, which runs it as a Google Search request and returns the Google AI Overviews answer and its sources. Searchly records the returned answers and citations and analyzes them against the website and brand. Bounded excerpts of the recorded answers, together with the checked brand and hostname, may also be sent to OpenAI to list other brand or product names that appear in them. That list does not affect the report's core visibility counts. We do not send the email address you enter for a free report to WebScraping.ai, OpenAI, Perplexity or DataForSEO.
  • Abuse prevention: Cloudflare Turnstile processes browser-verification data to help us protect the free report from automated abuse.
  • Legal and safety: where we believe disclosure is necessary to comply with the law, enforce our terms, or protect the rights, safety, and security of our users or others.
  • Business transfers: in connection with a merger, acquisition, or sale of assets, in which case we will notify you of any change in how your data is handled.

Subprocessors

We rely on the following third-party providers to operate Searchly. Each processes personal data on our behalf and maintains its own privacy and security commitments:

For the tracked Searchly product, the prompts you choose to monitor may be sent to configured AI providers such as OpenAI, Google, and Perplexity, or through DataForSEO, Bright Data, and Oxylabs for consumer-interface answer collection. The free AI visibility report instead sends the ten questions it generates to OpenAI, Perplexity, and DataForSEO (for Google AI Overviews), and uses WebScraping.ai to fetch the website's public pages, as described above. Each provider's handling of that data is governed by its applicable terms and privacy policy.

International data transfers

Some of our providers are located outside the European Economic Area (EEA), including in the United States. Where personal data is transferred outside the EEA, we rely on appropriate safeguards — such as the European Commission's Standard Contractual Clauses or an applicable adequacy decision — to protect your data.

Data retention

We retain your personal data for as long as your account is active and as needed to provide the Service. When you delete your account, we delete or anonymize your personal data within a reasonable period, except where we are required to retain it to comply with legal obligations, resolve disputes, or enforce our agreements. Residual copies may remain in backups for a limited time before being overwritten.

Searchly keeps the welcome recipient address and send request while delivery is pending or its outcome needs review. Once the welcome is sent, cancelled or rejected, we clear that address and request from the live welcome record. Account and delivery identifiers remain to prevent another welcome. Welcome and setup-start records are removed when the account is deleted; a setup-start record prevents restarting the series after you stop it.

We retain email preference and suppression records to honor your choices. When you change your email or delete your account, we remove the old contact from Resend through verified cleanup; an unfinished cleanup record remains until removal is confirmed. Resend's delivery logs follow its separate retention policy.

For optional PostHog product analytics, verified account-deletion requests include the attributable pseudonymous person record and its events. PostHog processes deletion asynchronously. Searchly does not complete the account deletion until fresh checks confirm that the person record and attributable live events are absent and PostHog verifies completion of any queued event deletion; a deletion that cannot be verified is retried. Limited residual copies may remain in provider backups as described above.

Free AI visibility report email address: we remove your email address, and the prepared email that contains it, from the request as soon as delivery is final. That means the email was sent, was rejected by our email provider, or was cancelled because it stayed undelivered for 24 hours. If the outcome of a delivery is uncertain and needs manual review, we keep the address until the request expires, which is 30 days after you made it at the latest.

Free AI visibility report requests and reports: the report link stops working 30 days after you request the report. An hourly cleanup job deletes your request, normally within about an hour after that expiry. A report is deleted in the same way after the expiry of the latest request that uses it, which can be up to about 31 days after the report was first created, because a report can be reused for a later request for the same website. Backups are subject to the limits described above. You can delete your request and report earlier from the delete link in the report email, or by contacting us. Deleting removes your request, including your email address, and also removes the report unless another person's request still uses it, in which case their link keeps working.

Reuse of reports: if a report for the same website was completed within the previous 24 hours, or is still being created, we may give you that report instead of creating a new one. A reused report is shown with the time it was recorded and carries nothing about the earlier requester.

Free report counters and counts: the one-way keyed hashes used for request limits are kept in short-lived counters for no more than 30 days. Aggregate daily counts of free-report events contain no identifiers and are kept for 400 days.

Identifier-bearing AI-provider cost-attempt records are kept for 90 UTC calendar days. When we complete a verified erasure request or delete your account, we immediately remove the attributable detailed cost records from the live database. We retain only daily provider, feature, and model totals—with no user, workspace, brand, run, job, request, free-text, or JSON payload fields—for 24 months to operate and monitor the Service.

During account deletion, the live database keeps a pseudonymous user UUID as a safety fence until the daily cleanup after it becomes 24 hours old. Product analytics additionally retains account references and event UUID receipts until delivery and provider erasure are verified, and keeps an analytics safety hold until the account is deleted. Searchly does not yet keep a record of completed deletions outside the live database, so restoring a backup taken before a deletion would not repeat that deletion automatically.

Supabase Auth audit records follow their separate security schedule. Invoices and other records that we must keep for billing, tax, or accounting purposes follow a separate legal retention schedule and are not part of the AI cost-attempt ledger.

Agent Analytics crawler events expire 90 days after the request they record, or 90 days after ingestion if that is earlier; expired crawler events are excluded from customer reads. Daily crawler request counts and delivery counts are kept for 90 days, counted in UTC days. A cleanup job runs every 10 minutes and removes expired events and counts from the live database in bounded batches, but physical deletion may lag during an outage or cleanup backlog. Short-lived rate-limit counters are retained for less time. Rotating a crawler source's token keeps the previous token working for up to 24 hours so your sender can switch to the new one; revoking a crawler source stops its tokens from accepting new events immediately. Neither deletes already accepted events or counts, which remain until cleanup, deletion of the owning brand or account, or a verified deletion request where applicable; limited residual copies may remain in backups as described above.

Agent conversations, including the changes Agent proposed, whether you confirmed them, the knowledge base text shown on a proposed edit, and any earlier text of a field a confirmed edit replaced that we kept, are kept until you delete the conversation, the project, or your account. Deleting your account erases them, subject to the backup limits described above.

Agent Analytics proposal payloads remain available while a proposal is active or approved. Once a rejected or revoked proposal is at least 180 days old, bounded cleanup may replace its proposal, evidence, and ranking payloads with an explicit retention tombstone. The proposal ID, target URL, integrity hashes, version, timestamps, and decision history do not have an automatic time-based expiry, but deleting the owning brand or account removes the attributable live records, subject to the backup limits described above.

When a customer configures a crawler source, the customer chooses the sender and what it sends. A Vercel log drain or Cloudflare Logpush job sends the website's request logs, including those of human visitors, and the customer can limit their content only through that provider's own settings and filters. The customer is responsible for choosing a lawful source, providing any required notices, and limiting what its sender delivers where the provider allows. Depending on the context, the customer may act as controller and Searchly as processor for that forwarded data. Customers should obtain appropriate legal review for their configuration before activation.

Security

We take reasonable technical and organizational measures to protect your data. Connections to Searchly are encrypted in transit, sensitive integration credentials such as provider refresh tokens are encrypted at rest, and access to personal data is limited to what is necessary to operate the Service. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Your rights (GDPR)

If you are in the EEA or the UK, you have the right to:

  • Access the personal data we hold about you.
  • Rectify inaccurate or incomplete data.
  • Erase your data (the "right to be forgotten").
  • Restrict or object to certain processing.
  • Receive your data in a portable format.
  • Withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, contact us at piotr@trysearchly.com. For a free AI visibility report, you can also delete your request and report at any time from the delete link in the report email. You also have the right to lodge a complaint with your local supervisory authority. In Poland, this is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych, UODO).

California privacy rights (CCPA/CPRA)

If you are a California resident, you have the right to know what personal information we collect and how we use it, to request access to or deletion of your personal information, to correct inaccurate information, and not to be discriminated against for exercising these rights.

Searchly does not sell or share your personal information as those terms are defined under the California Consumer Privacy Act (CCPA), as amended by the CPRA. To exercise your California rights, contact us at piotr@trysearchly.com.

Cookies and tracking

On approved public, authentication, and onboarding pages, and within the authenticated product where described below, we use cookies and similar technologies for the following purposes:

  • Essential cookies — required to sign you in and keep the Service working. These are always active.
  • Analytics cookies — when optional analytics is enabled on Searchly and you accept analytics cookies, Google Analytics records canonical page views and aggregate funnel progression using fixed labels for CTA selection, accepted signup requests, completed onboarding steps, checkout redirects that are ready to leave Searchly, and first-report readiness. The custom properties Searchly supplies do not include account, user, workspace, brand, or checkout-session identifiers; form values; prompts or responses; raw errors; query strings; URL fragments; or referrers. Google Analytics may attach its own pseudonymous browser/client and session identifiers through first-party analytics cookies.
  • Product analytics — when PostHog is enabled and you accept analytics cookies after PostHog is offered in the cookie preferences, we send a small set of explicit product events to PostHog EU Cloud to understand activation, feature use, and return visits. An earlier Google Analytics choice does not enable PostHog; we ask for a fresh choice. Authenticated events use a project-specific pseudonymous identifier derived from your account ID. We do not send your name, email, workspace or brand identifiers, prompts, generated content, form values, raw errors, query strings, URL fragments, or referrers. Automatic click and form capture, session replay, and advertising tracking are disabled. We do not track staff accounts or configured test accounts.
  • Performance analytics — Vercel Speed Insights measures page performance using privacy-friendly, aggregated metrics.

Searchly manages cookie preferences directly, without a third-party consent provider. We store your choice in your browser's local storage for 180 days, separately for each Searchly hostname. Optional analytics uses Google Consent Mode v2 for Google Analytics and stays disabled until you consent. You can change or withdraw your choice at any time through Cookie Settings in the site footer, authenticated account menu, or sign-in and onboarding pages. When optional analytics is disabled on Searchly, Google Analytics and PostHog do not load even if you save an analytics preference. The free visibility report route family does not load Google Analytics or PostHog. Withdrawing analytics consent stops further analytics delivery, removes Searchly's accessible first-party Google Analytics cookies and analytics session state, and clears local product analytics delivery records. If the Google tag was loaded, withdrawing analytics consent also reloads the current page to remove it.

Children's privacy

Searchly is not intended for children. We do not knowingly collect personal data from anyone under the age of 16. If you believe a child has provided us with personal data, contact us and we will delete it.

Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, notify you. Your continued use of Searchly after an update means you accept the revised policy.

Contact us

If you have any questions about this Privacy Policy or how we handle your data, contact the Searchly data controller at: