Privacy Policy
Last updated 26 October 2026
This page explains what personal data MentionGrid, run by MentionGrid, collects and what we do with it. We keep it to what the service needs. We do not sell personal data, we do not use it for advertising, and we do not use your content to train AI models.
What we collect
- Your account: name, email, agency name, logo and colour, a hashed password, and two-factor settings.
- What you add: brands, websites, competitors, prompts, notes, and the names and emails of the client contacts you want reports sent to.
- Results: the AI answers and sources we collect for your brands, scores, and the reports we generate.
- Billing: your plan, credit balance and payment status. Card details go to our payment provider, never to us.
- Security and logs: IP address and browser for sign-ins and sessions, a record of important actions such as sign-ins and exports, and technical logs.
- Forms: what you send through the contact form, feedback, or the free AI check (website, category and email).
Why we use it
To run the service for you: provide your results and reports, send the emails you need (confirmation, password reset, weekly results, alerts you can switch off), take payment, keep accounts secure and prevent abuse, and answer your questions.
Who we share it with
Only the services that help us run MentionGrid. Each receives just what it needs:
- Cloudflare, Inc.: Hosting, database, file storage, job queue, bot protection (Turnstile) and sending our emails.
- Dodo Payments: Payment processing as merchant of record, billing portal, tax.
- Stripe, Inc.: Alternative payment processing when enabled for an account.
- OpenAI, L.L.C.: Answers prompts as an AI engine (ChatGPT).
- Google LLC (Gemini API): Answers prompts as an AI engine (Gemini).
- Perplexity AI, Inc.: Answers prompts as an AI engine (Perplexity) and powers the free check.
- Anthropic, PBC: Answers prompts as an AI engine (Claude); reads answers to detect brand mentions, tone and competitors; suggests prompts; drafts recommendations.
- Google LLC (favicon service): Shows website icons next to domains in the app. Requested by your browser, not by us.
The AI providers receive your tracked prompts, including brand and competitor names, so they can answer them. We may also share data if the law requires it. Anyone who has a client portal or data-feed link you share can see the data it covers.
How long we keep it
- Your account, brands, results, reports and contacts: while your account is active. When you delete your account they are removed from our database and file storage straight away.
- Email delivery records: 90 days.
- Free-check requests: 365 days. Contact and demo requests: 730 days.
- Sign-in and verification tokens: 7 days after use or expiry. Per-IP request counters: 2 days.
- Backups and logs kept by our hosting provider roll off on their own, typically within about 30 days.
When you delete your account we also remove the contact requests, free-check requests and email records tied to your account email addresses.
Your choices
You can see, export and delete your data in Settings. To ask us to correct or delete anything else, or if you are a client of one of our agency customers and want your contact removed, email support@mentiongrid.app. We reply within 30 days. Your agency decides who receives its reports, and every client email has an unsubscribe link.
Cookies
We use one essential cookie to keep you signed in, and your browser stores your light or dark mode choice. We have no advertising or tracking cookies. The free-check and contact forms use Cloudflare's bot check, and website icons shown in the app are loaded from Google's favicon service, which sees the domain name and your IP address.
Security
We use encryption in transit and at rest, hashed passwords, optional two-factor sign-in, separation between agencies, and an audit log. See Security for more.
Other things
The service is for businesses and not for anyone under 18. We may update this page and will change the date above; for important changes we will email account owners.