Last updated: 24 October 2026
This notice explains what the AI visibility audit collects, why, who sees it and how long we keep it. It adds to our main privacy notice, which still applies.
1. Who we are
The tool is run by Rostrum Agency Limited (England and Wales, company no. 12794282), 10 Stukeley Street, London WC2B 5LQ. We are the controller of the personal data described here.
Our Data Protection Officer is Michael Kahn: gdpr@rostrum.agency, or by post at the address above, or on 020 3404 7700.
2. What the tool does, in short
- The free check. You type a website address. We read that website's public pages and judge them the way an AI assistant would. You do not need to give us any personal details for this.
- The full audit. For firms in the sectors and countries we work in, we ask several AI assistants and Google a set of buyer questions about the firm, and report who they name. It starts only after you confirm a work email address at that firm.
- Reports by email. The free check's PDF, and the full audit, need a work email address at the firm, confirmed with a six-digit code or a link we email to you.
- We may contact you about our services. When you give us your work email, we may use it to get in touch about your results and about how Rostrum could help your firm: in other words, for sales. You can tell us to stop at any time (see section 8).
3. What we collect
When you use the free check (no email needed)
- The website address you type, and what we read on that website's public pages.
- Your IP address, used briefly to stop abuse (too many requests) and to tell which country you are in. The country is looked up in a database on our own server; your address is not sent to anyone for this.
- To limit free lookups to ten per person, we keep a record made from: a random identifier your browser keeps (in a cookie called
rv_id and in its storage), a summary of your device's settings (such as screen size, time zone and languages), and your network address range. We never store these as they are: each is turned into a one-way coded value that cannot be turned back into your identifier, device or address.
When you give us your email (the full audit, or the free check's PDF)
- Your work email address, and the firm and website it is for.
- Whether you confirmed it, and when.
- For the full audit: what you filled in (your firm, what it does, where, who its buyers are, its competitors and the questions), the answers the AI assistants and Google gave, and our analysis of them.
- If a colleague at the same firm asks for the same audit within seven days, their work email address too: we send them the audit already made rather than run it again.
In your own browser
The tool keeps your work in progress (your firm's details, questions, answers and the link to your report) in your browser's own storage, so it is still there if you come back. It stays on your device until you clear it, or use "Start again" in the tool. It also remembers whether you turned the tool's sound off.
We do not ask for your name, phone number or any payment details.
4. Why we use it, and our lawful basis
| What | Why | Lawful basis |
|---|
| The website you type and what we read on it | To give you the check you asked for | Legitimate interests: providing the free tool you chose to use |
| Your IP address and the coded lookup record | To keep the tool fair and stop abuse | Legitimate interests: security and fair use |
| Your work email and the audit | To verify you are at the firm, run the audit you asked for and send you your report | Taking steps at your request; legitimate interests |
| Your work email, firm and website as a business contact | So our team can contact you about your results and about Rostrum's services, including sales emails | Legitimate interests: business development with firms that asked for a check or an audit. Every such email lets you opt out, and you can object at any time (see section 8) |
Automated decisions. An automated check decides whether your firm gets the full audit or the free check, based on what your website says about your sector and location. It does not decide anything with legal or similarly significant effects for you. If you think it got your firm wrong, email us and a person will look at it.
5. Who we share it with
We do not sell your data or share it with other companies for their own use. We use these service providers, who act on our instructions:
- Hosting: our server is in a data centre in Germany.
- Email: the codes and reports are sent through Google's email service.
- AI and search services: to run the check and the audit we use AI and search services. They receive the website address, the firm's name, the questions and public text from the firm's website. They never receive your email address or anything about you.
Where any of this leaves the UK or EEA, we rely on the safeguards described in our main privacy notice.
Inside Rostrum, the team who run the tool and our new business team, who may contact you about our services, see your email, your firm and your results.
6. How long we keep it
| What | How long |
|---|
| A code or link we email you (and the request behind it) | 48 hours, then deleted |
| Your full audit (including your email and any colleague's) | 400 days, then deleted automatically |
| Your work email, firm and website as a business contact | 2 years from our last contact with you, then deleted automatically, unless you ask us to delete it sooner |
| What we read on a website, and what the AI assistants said | 30 days (a finished free check is kept 7 days, so asking again is instant) |
| The coded record of free lookups | 365 days |
| Your IP address for limiting requests | Up to 24 hours, in memory only |
| Our web server's access logs (which include IP addresses) | 14 days |
The rv_id cookie in your browser | 1 year, or until you delete it |
| The work in progress in your browser | Until you clear it or use "Start again" |
7. Cookies and similar technology
The tool sets one cookie, rv_id, and uses your browser's storage, as described in section 3. We use them only to provide the tool and to stop abuse, not for advertising.
The rest of our website uses cookies as described in our main privacy notice, and asks for your permission where the law requires it. Our website analytics do not record what you type into the tool: its contents are hidden from them.
8. Your rights
You can ask us to:
- tell you what we hold about you and give you a copy;
- correct it;
- delete it;
- stop or limit using it;
- send it to you in a common format.
You can also object to us using your details to contact you about our services (sales), at any time, and we will stop. Just reply to any email from us saying so, or write to gdpr@rostrum.agency. We reply within one month.
If you are not happy with how we have handled your data, you can complain to the UK Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would like the chance to put it right first.
9. Children
The tool is for businesses. We do not knowingly collect information from anyone under 18.
10. Changes
If we change how the tool uses personal data, we will update this notice and the date at the top.
