Privacy Notice

Publication Intelligence LLC, a Minnesota limited liability company, operates Publication Intelligence and is responsible for the personal information described here. This notice applies to our website, accounts, project services, support, and related communications. It does not govern independent third parties or websites we link to.

We collect account and contact information such as name, email address, locale, authentication identifiers, agreement records, access status, and support communications. We collect project content such as manuscripts, instructions, index configuration, generated material, edits, and exports. Please do not place unnecessary personal or regulated information in manuscripts or support requests.

We collect transaction and business records such as products purchased, prices, payment status, currency, purchase-term acceptance, transaction timestamps, and Stripe customer, Checkout Session, PaymentIntent, and event references. Publication Intelligence sends your account email address to Stripe, and Checkout collects or updates your billing address; Stripe and Link receive payment-method details directly, and Publication Intelligence does not store full card numbers. For a Managed Payments transaction, Link sends receipts, invoices, and refund notifications and provides transaction support under its own notices and terms.

We also collect technical, security, and usage information such as IP-derived request data, device and browser information, session and cookie data, timestamps, error and audit logs, feature events, page interactions, and referral or campaign information. We do not use manuscript text as analytics content.

We use information to create and secure accounts; provide document preparation, indexing, review, export, billing, and support; communicate about transactions, service changes, security, invitations, and requested updates; operate, troubleshoot, measure, and improve the service; prevent fraud and abuse; enforce agreements; and comply with legal, tax, accounting, and regulatory duties.

We process manuscript-derived content during document preparation, indexing, review, storage, troubleshooting, and related service operations, and when reasonably necessary for security, abuse prevention, support, legal compliance, and enforcement of applicable agreements. This notice does not describe manuscript processing as limited solely to building an index.

We disclose information to vendors that process it for us, including cloud hosting and storage providers, commercial AI API providers, email delivery and authentication services, accounting services, security and operational tooling, and professional advisers. We also disclose checkout and transaction information to Stripe and Link so they can perform their Managed Payments responsibilities, which can include merchant-of-record, payment, receipt and invoice, transaction-support, fraud, dispute, refund, and covered indirect-tax functions.

Depending on the workflow, we may send manuscript-derived prompts to the OpenAI API, Anthropic API, and Google’s Gemini Developer API. OpenAI says it does not use API data to train or improve its models unless the customer opts in. Anthropic says it does not train its models on commercial API inputs or outputs by default, unless feedback is submitted or the customer opts in. Google says it does not use prompts or responses from Gemini Paid Services to improve its products; Gemini API use qualifies as a Paid Service only through a Cloud project with active billing. These published protections depend on the route and account settings and do not establish the settings of every Publication Intelligence account. Providers may still retain content or metadata for service features, safety and abuse monitoring, or legal requirements. We do not promise zero retention or immediate deletion of every provider copy.

Provider training and retention terms are not identical and can depend on the endpoint, feature, service tier, account setting, safety event, agreement, and law. The current application uses stored OpenAI Responses for interruption recovery in one workflow, cannot delete individual Anthropic API requests, and uses Gemini inline batches whose results can remain provider-side. We do not promise provider-wide no-training treatment, zero data retention, immediate provider deletion, or deletion of every safety, legal-compliance, backup, or recovery copy. See Privacy & Security for provider-specific details and current source links.

We may disclose information when you direct us to, to collaborators or representatives you authorize, to comply with law or valid legal process, to protect rights and safety, or in connection with a financing, merger, acquisition, reorganization, bankruptcy, or sale of assets subject to appropriate confidentiality and notice where required.

We do not sell personal information for money or share it for cross-context behavioral advertising. We do not use manuscript content for advertising.

Publication Intelligence uses necessary cookies and similar storage for sessions, security, locale, and core preferences. We use limited first-party product analytics to understand visits, registrations, feature use, and conversion. Analytics records use account, request, or pseudonymous identifiers where practical and are separate from manuscript content. If we later introduce nonessential third-party analytics or advertising technology, we will update this notice and provide consent or opt-out controls where required.

We send transactional messages needed for accounts, security, projects, product support, and service operation. For Managed Payments transactions, Stripe sends receipts, invoices, and refund or credit-note notifications from Link. Promotional sending is currently disabled. If we later send product news or marketing, we will do so only when permitted and will provide the required unsubscribe method. Unsubscribing from marketing would not stop necessary transactional messages. Email providers may retain delivery, suppression, and security records.

We retain information while needed to provide, secure, support, and operate the service and for the other purposes above. When you delete a project, Publication Intelligence first marks it deleted, cancels active work, and removes it from normal account views. Cleanup of active database rows, manuscript objects, and tracked provider state then proceeds and may be retried if a step fails. Acceptance of a deletion request does not mean every active byte has already been erased.

Recovery systems can temporarily preserve data after active deletion. AI and infrastructure providers may retain request content, generated content, safety records, batch results, backups, or related metadata under their own schedules and exceptions. Publication Intelligence requests deletion only for tracked stored OpenAI Responses; Anthropic content follows the applicable retention schedule, and Gemini batch deletion is not currently implemented. We do not promise immediate deletion of provider copies or deletion of every provider, safety, legal-compliance, backup, or recovery copy.

Account, security, support, analytics, email, agreement, Stripe reference, transaction, tax, and accounting records follow different retention needs. We retain them only as reasonably necessary for service operation, fraud prevention, disputes, legal compliance, and financial recordkeeping, then delete or deidentify them. A deletion request does not require us to erase records we must or are permitted to retain by law.

The application is designed to limit projects to their authenticated owner, require authenticated manuscript downloads, use revocable server-side sessions and HTTP-only cookies, and store manuscript objects in cloud storage configured to prevent public access. These statements describe checked-in controls, not a guarantee about every live setting or access purpose. Authorized personnel and providers may process content for support, security, abuse response, recovery, or legal compliance. No system is completely secure, and we cannot guarantee absolute security.

You may update certain account information, delete projects, close an account, unsubscribe from marketing, and ask for access to, correction of, deletion of, or a copy of personal information. Depending on where you live, you may also have rights to restrict or object to processing, withdraw consent, appeal a decision, or complain to a regulator. We may verify your identity and may deny or limit a request where law permits. Authorized agents must provide proof of authority.

Publication Intelligence is initially offered for United States use. Before materially offering the service in another country, we will assess and add required lawful-basis, representative, regulator, international-transfer, cookie-consent, and local-rights disclosures and controls. Mandatory rights under applicable law are not waived by this notice.

Publication Intelligence accounts are not for anyone under 18 or under the age of majority where they live. We do not knowingly collect personal information from children through accounts. Contact us if you believe a child provided account information so we can investigate and delete it as appropriate.

We may update this notice as our practices or legal obligations change. We will post the new version and effective date and provide additional notice of material changes where required. Contact privacy@publicationintelligence.com for privacy questions or requests.