Privacy Policy for Wizikey Services

How we use your information

We use your information for the following purposes:

1. Service Delivery
   • Provide access to our Services
   • Manage user accounts
   • Create and maintain login credentials
   • Respond to support requests
   • Communicate regarding service usage
2. Marketing and Communications
   
   Wizikey may send service-related communications, product updates, and information about Wizikey features to registered users by email. These communications are sent on the basis of Wizikey’s legitimate interest in maintaining an active customer relationship. Users who do not wish to receive non-essential communications may opt out by following the unsubscribe link in any such email or by contacting privacy@wizikey.com.
   Note: Full name and mobile number are collected at registration for account identification and communication purposes. These fields are disclosed in this Policy and in our internal data processing records.
3. Personalization
   • Customize content and experiences
   • Provide location-based customization
   • Deliver personalized guidance and support
4. Analytics and Improvement
   • Understand how users interact with the Services
   • Improve product functionality and user experience
   • Conduct research and analytics

Your Google Data

1. Google Sign-In
   When you sign up or sign in using Google:
   • Wizikey receives your name and email address once for identification purposes
   • Authentication thereafter is managed through cookies and website headers
   • Wizikey does not store Google authentication tokens used during sign-in
2. Google Analytics Integration
   Some features require read-only access to your Google Analytics data. For these features:
   • Wizikey stores access tokens securely
   • Tokens enable server-side access to analytics data
   • Users can remove integrations at any time
3. Removing Google Analytics Integration
   When you choose “Remove Google Analytics Integration”:
   • Tokens are deleted immediately and permanently
   • Associated Google Analytics data is subsequently removed

YouTube API Services and Data Processing

Wizikey uses YouTube API Services to support media monitoring and social listening features

1. Data Collected
   Through YouTube APIs, we may collect:
   • Video search queries
   • Video metadata
   • User interactions with YouTube content
2. Purpose
   The data is used exclusively to:
   • Provide media monitoring services
   • Improve social listening capabilities
   • Display relevant YouTube search results
3. Data Storage and Security
   Data collected through YouTube APIs is stored securely according to Wizikey’s data protection practices.
4. Data Sharing
   Wizikey does not share personally identifiable YouTube-related information with third parties except:
   • As required by law
   • When necessary to provide services
5. User Rights
   You may request to:
   • Access your YouTube-related data
   • Correct your data
   • Delete your data
6. Data Retention
   YouTube API data (video search results, metadata, and interaction data) constitutes publicly available content used to power Wizikey’s media monitoring service. It is not personal data belonging to the Wizikey user and is retained for as long as necessary to provide the service. It is not deleted upon account closure.

Use of Artificial Intelligence

Wizikey uses AI/ML as part of its media monitoring and engagement platform to provide the following features:

• Sentiment Analysis — the AI determines the sentiment (positive, negative, or neutral) of a brand or topic within a media item
• Content Summarization — the AI generates summaries across multiple media items for a brand or topic query

1. Data Used by the AI
   The AI processes only:
   • Publicly available news articles and media content
   • Brand names and keywords provided by the user (public entities)
   No personal data of any individual is used as input to the AI, and no personal data is used to train the AI.
2. Human Review
   AI outputs are informational results delivered to the user. The user — a human — reviews and interprets them independently. Wizikey’s AI does not make decisions about individuals.
3. No Automated Decision-Making
   Wizikey does not use AI for automated decision-making that produces legal or similarly significant effects on individuals. Article 22 of the GDPR does not apply to Wizikey’s use of AI.

When We Disclose Your Information

Wizikey does not share your information with unrelated third parties for their own marketing purposes.

1. Sales Partners and Distributors
   We may share information with trusted partners that help market or distribute Wizikey services. Examples include:
   • Marketing partners
   • Newsletter providers
   • Service partners
2. Service Providers and Sub-Processors
   We may share information with third-party providers that assist with delivering our Services. The following are key sub-processors Wizikey relies on:

AWS SES: Amazon Web Services Simple Email Service is used exclusively to deliver transactional emails, including OTP authentication codes and account notifications. AWS SES processes your email address for delivery purposes only and operates under a Data Processing Addendum with Wizikey.

Additional Disclosure Circumstances

We may disclose information under the following conditions:

1. Business Transfers
   If Wizikey is:
   • Acquired
   • Merged
   • Reorganized
   • Subject to bankruptcy proceedings
   Your information may be transferred as part of those transactions.
2. Legal Requirements
   We may disclose information:
   • To comply with laws
   • In response to court orders
   • In response to subpoenas
   • During legal proceedings
3. Protection of Rights and Safety
   We may disclose information when necessary to:
   • Prevent fraud
   • Investigate illegal activity
   • Protect user safety
   • Enforce agreements
   • Defend legal claims
4. Aggregate or Anonymous Information
   We may share anonymized or aggregated information for:
   • Research
   • Analytics
   • Industry reporting

Data Residency and Hosting

Wizikey’s production infrastructure is hosted on Amazon Web Services (AWS) in the US East (N. Virginia) region. Your personal data is stored and processed in the United States.

International Data Transfers

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, your personal data is transferred to and processed in the United States. Wizikey relies on the following legal mechanisms to ensure adequate protection for cross-border transfers:

• AWS EU-US Data Privacy Framework:Wizikey uses AWS services. AWS is certified under the EU-US Data Privacy Framework, providing an adequate level of data protection for transfers to the United States.
• Standard Contractual Clauses (SCCs):Where applicable, data transfers from the EEA are governed by Standard Contractual Clauses (SCCs) approved by the European Commission.

Legal Basis for Processing

Wizikey processes personal information under one or more of the following legal bases:

1. Consent
   Where you have explicitly agreed to processing (e.g., consent checkbox at registration, cookie consent on the public website, Google Analytics on the public website, optional fields such as mobile number provided voluntarily at registration).
2. Contract
   Where processing is necessary to provide purchased Services (e.g., using your email for OTP authentication, using your name for account management).
3. Legitimate Interest
   Where processing supports legitimate business operations, security, and improvements, and these interests are not overridden by your rights (e.g., PostHog product analytics on the public website and platform, security processing of IP addresses for fraud and threat detection). Legitimate Interest Assessments for applicable processing activities are maintained internally.
4. Legal Obligation
   Where processing is required to comply with applicable laws. For questions regarding legal basis, contact: privacy@wizikey.com

Data Retention

Wizikey retains personal data for as long as necessary to provide our Services and comply with legal obligations. The following retention periods apply:

1. Account Deletion Timeline
   Account data and service-related information (excluding anonymized data) will be permanently deleted:12 months after account deletion
   Requests for earlier deletion can be submitted to privacy@wizikey.com  and will be processed within 30 days

Security

Wizikey takes data security seriously and implements safeguards designed to prevent:

• Unauthorized access
• Data loss
• Security breaches

• Use strong passwords
• Keep login credentials private
• Log out from shared devices

Opting Out of Communications

Wizikey may send:

• Promotional emails
• Informational communications

• Following unsubscribe instructions in emails
• Contacting privacy@wizikey.com

Your Rights as a Data Subject

You have the right to:

1. Access
   Request access to the personal information Wizikey processes about you.
2. Erasure (Right to be Forgotten)
   Request deletion of your personal data. Upon receiving a valid deletion request, Wizikey follows a two-phase deletion process:
   • Soft Delete (Immediate): Your account is deactivated and your data becomes inaccessible within the platform immediately upon confirmation of the request.
   • Hard Delete (Permanent): Personal data is permanently deleted from production databases within 30 days of the confirmed request.
   • Backup Purge: Existing encrypted database backups containing your data are rotated out within the backup retention period (30 days rolling) as new backups replace older snapshots. Complete removal from all backup media is achieved within this window.
   
   Note: Certain information may be retained beyond this timeline to satisfy legal obligations, resolve disputes, or comply with financial record-keeping requirements
3. Correction
   Request corrections or updates to inaccurate information.
4. Restriction or Objection
   Limit, restrict, or object to certain processing activities.
5. Data Portability
   Receive your information in a machine-readable format.

Identity and Contact Details of the Data Controller

The applicable service agreement identifies the Wizikey entity acting as the Data Controller. For privacy-related inquiries: Email: privacy@wizikey.com

Changes to This Privacy Policy

Wizikey may update this Privacy Policy periodically due to:

• Legal changes
• Regulatory requirements
• Business practice updates