Privacy Policy

This Privacy Policy explains how Infrared, the business that runs UseInfrared.com ("Infrared", "we", "us"), handles personal data: what we collect, why we use it, who receives it, how long we keep it and which rights you have.

It covers our website and documentation, our dashboard and our API. Together we call these the "service". It applies to:

• people who visit our website;
• people who have an account with us, or who are members of an organisation in the dashboard;
• people who are invited to join an organisation;
• people whose content our customers send to us to be checked. The section Our two roles explains what that means for them.

"Personal data" is any information about a person who can be identified, directly or with the help of other information.

Our Terms of Service set the rules for using the service.

We handle personal data in two different roles.

When we decide

For the data of our customers, of the members of their teams and of the visitors to our website, we decide why and how the data is used. Data protection law calls this being the "controller". Most of this policy is about that data.

When our customer decides

Our customers send us text and images that people have posted on their products. That content can contain personal data about those people. The customer decides what to send, why, and what to do with the result. We handle the content only for the customer and on its instructions. The law calls the customer the controller and calls us its "processor" or "service provider".

If you use a product that uses Infrared

The privacy notice of that product tells you how your data is used. To see, correct or delete content you posted there, contact the company that runs the product. If you write to us instead, we pass your request to that company where we can tell which one it is, and we help it to answer you.

Your account

• Your email address and your name.
• Your password. We do not keep it ourselves. Our sign-in provider stores it in hashed form, which means that it cannot be read back.
• Your language, and a profile picture if one is set.
• The time you last signed in and the time your email address was confirmed.
• The time you agreed to our Terms of Service and confirmed that you had read this policy when you created your account, and which version of each it was.

Your organisation and your team

• The names of your organisation and your projects, and what you set up in them: settings, templates, rules, guidelines and wordlists.
• Who is a member, with which role, and who invited them.
• The email address of each person you invite, from the moment you send the invitation.
• For each API key: its name, its last characters and the time it was last used. We store a hash of the key, never the key itself.
• An audit log: a record of actions taken in your organisation, with the person or the key that took them, the time and the IP address.

Payments

Stripe, our payment provider, collects your billing name, your address, your card details and your tax number if you give one. Card details go straight to Stripe and do not reach our servers.

We keep:

• the references that link your organisation to its customer record and its subscription at Stripe;
• your plan, your billing period and its status;
• the brand, the last four digits and the expiry date of your card, or the email address of your payment account;
• your invoices, and the notices Stripe sends us about your payments.

Content you send to be checked

• The text and the images you submit. You give us the address of an image and we download it.
• The references you attach: your own id for the content, for its author and for the conversation it belongs to, and any other details you choose to add.
• A record for each author id you send: the name and details you set, a status, a trust level and counts of that author's checked and flagged content.
• The results: scores, verdicts, recommendations, the excerpts that matched a policy and short explanations.
• The decisions and notes your team makes in the review queue.

The section Content sent for checking says how this content is used and stored.

How the service is used

• Usage figures: the number of checks used by each project and each day.
• Server logs: for each request, the time, the address requested, the outcome, how long it took, the IP address it came from and the account, organisation, project or API key it belongs to. Request logs do not record the content you send. A report of an error can contain details of the operation that failed.
• Short-lived technical records, such as counters for rate limits and copies of recent answers that let a repeated request get the same reply.

Our website

• Data about your visit, if you allow analytics or advertising tools: the pages you view, the site you came from, your approximate location, the kind of device and browser you use, and actions such as starting a sign-up. See Cookies, analytics and advertising.
• The technical details that any web server receives with a request: your IP address, your browser, the page and the time.
• A preference kept in your browser: the programming language you chose for the code samples in our documentation.

When you write to us

Your email address, your name and whatever you tell us.

Data we get from others

• From a member of an organisation who invites you: your email address.
• From Stripe: whether a payment succeeded, failed, was refunded or was disputed.
• From analytics and advertising providers: reports about visits to our website.

Data protection law in the United Kingdom and the European Economic Area asks us to say on which legal ground we use personal data. This list gives each purpose and its ground.

Creating and running your account and your organisation, and providing the dashboard and the API

Our contract with you. For the members of a customer's team: our legitimate interest in providing the service to that customer.

Taking payments, issuing invoices and keeping the records that tax and accounting rules require

Our contract with you, and our legal duties.

Sending messages about the service: sign-in codes, password resets, invitations and notices about your account or about our terms

Our contract with you, and our legitimate interest in keeping you informed.

Keeping the service secure and stopping misuse: logs, rate limits, the audit log, looking into suspected abuse and fraud

Our legitimate interest in a secure service, and our legal duties.

Answering your questions and requests

Our contract with you, and our legitimate interest in helping the people who write to us.

Understanding and improving the service and the website

Our legitimate interest in a better product. Your consent, where an analytics tool stores or reads data on your device.

Advertising Infrared and measuring how our adverts perform

Your consent.

Meeting legal duties, answering lawful requests from authorities, and making or defending legal claims

Our legal duties, and our legitimate interest in protecting our rights.

Where we rely on a legitimate interest, we have weighed it against your interests and rights. You can object to that use: see Your rights.

To have an account you must give us an email address, a name and a password, and to buy a plan you must give billing details. Without them we cannot provide the service. Everything else you give us is your choice.

We do not sell personal data.

We send only messages about the service. If we ever send news or offers, we will do it only as the law allows, and every such message will let you stop them.

This section is about the content our customers send through the API or the dashboard. We handle it for the customer and on its instructions.

What happens to it

1. You send us text, the addresses of images, or both, with any references you choose to attach. We download the images.
2. We check the content. Some checks run on our own systems. Others are done by AI model providers: we send them the text and a smaller copy of each image, together with the instructions and the context you have set up. We do not send them your ids for the author or the content, or the other details you attach.
3. We return the result to you, send it to the addresses you set up for webhooks, and show it to your team in the dashboard.
4. We store what your plan and your settings allow, as described below.

What is stored

• The content itself. If your plan and your settings allow it, we keep the text and the images until the end of the retention period you set for the project, up to the limit of your plan. For every stored image we also keep a blurred copy.
• When storage is off. On the Free plan, and wherever you turn storage off for a project, a template or a single request, we do not keep the text or the images. We still keep the excerpts that matched a policy and the result we returned: until the next nightly clean-up on the Free plan, and until the end of the project's retention period on a paid plan.
• The record of the check. In every case we keep a record that a check was made: the scores, the verdict, the recommendation, your references for the content and its author, a fingerprint of the content and its language. This record does not contain the content, and it is kept for as long as the organisation exists.
• Other places. Results are held in the webhook event log for 30 days and, unless you turn caching off, in a cache for up to six hours. When you mark a request so that it can be repeated safely, a copy of its answer is kept for 24 hours. The live view of the dashboard holds the latest results of each project. An item sent to your review queue keeps a preview of up to 200 characters, with your reviewers' notes and decisions. Author records are not removed by the retention period.

The documentation on data retention describes each of these in detail.

Who can see it

• Your team. The members of your organisation and your projects, according to their roles. Stored images are shown blurred first. Opening an original takes a deliberate step, and each one is recorded in your audit log.
• Our staff. Our staff do not look at your content in the normal running of the service. Access to the systems that hold it is limited to the few people who need it to operate the service. They look at content only when that is needed to fix a fault, to look into misuse or a security incident, to help you when you ask, or to meet a legal duty.
• Providers. The providers described in Who receives data, as far as their task requires. An AI model provider may keep what it receives for a limited time to detect misuse of its own service, and it acts on its own legal duties, which can include reporting illegal content to the authorities.

What we do not do with it

We do not sell it. We do not use it for advertising. We do not use it to train AI models.

Sensitive information

What people post can reveal sensitive things about them, such as their health, their beliefs or their sexuality, and some of our policies look for harmful content of that kind. We use such information only to produce the result for the customer who sent it.

Deleting it

• Stored content is deleted when its retention period ends.
• Everything an organisation holds is erased when the organisation is deleted. That happens when its last member deletes their account.
• To have the data about one person or one item removed sooner, write to support@useinfrared.com and we will do it for you.

We use cookies and similar storage in your browser for three purposes.

Needed for the service to work

• The dashboard keeps a few things in your browser: the token that keeps you signed in, the organisation and project you last selected, the layout you prefer and, while you confirm your email address, what is needed to finish signing up.
• Payments. The dashboard loads code from Stripe so that you can pay. Stripe sets cookies of its own to prevent fraud.
• The documentation remembers the programming language you chose for code samples.
• Your cookie choice. Our website remembers your answer about analytics cookies for up to six months, so that it does not ask you on every page.

These do not need your consent. You can clear them in your browser, but the dashboard will then sign you out.

Analytics

We use analytics tools, such as Google Analytics, to understand how people find and use our website and our dashboard: which pages are viewed and for how long, on which kind of device, from which country, and which site led there. These tools set cookies or similar identifiers on your device, and their providers process the data for us.

Advertising

We use advertising tools, such as the Meta Pixel, to measure how our adverts perform and to show our adverts to people who have visited our website. These tools record visits and actions such as signing up, and they share them with the advertising platform. The platform may link them to your account with it, and it uses them under its own privacy policy.

We may use other tools of the same kind, for the same purposes and under the same rules.

Your choice

• Where the law requires consent, as it does in the United Kingdom and the European Economic Area, analytics and advertising tools are switched on only after you agree. You can change your choice at any time in the cookie settings on our website.
• You can block or delete cookies in your browser.
• Google offers a browser add-on (opens in a new tab) that switches Google Analytics off, and you can change which adverts you see in the settings of your Meta account.

We set these tools up so that they do not receive the content you send for checking, your API keys or your payment details.

Providers that work for us

We use other companies to run parts of the service. Each receives only what its task needs.

Hosting, database, file storage and sign-in

Account and organisation data, and the content that is stored, to run the service.

AI model providers

The text and images being checked, with the instructions you set up, to score content.

Payment provider (Stripe)

Your billing name, email address, postal address, card details and tax number, and what you order, to take payments and issue invoices.

Email delivery

Your email address and the message, to send messages about the service.

Analytics and advertising providers, such as Google and Meta

Data about visits to our website and cookie identifiers, to measure and advertise. See Cookies, analytics and advertising.

These providers may use the data only for the task they do for us. Two kinds also use some data for purposes of their own, under their own privacy policies: Stripe, to prevent fraud and to meet its legal duties, and the advertising platforms, for their advertising services.

We give you the current list of providers when you ask for it.

Your own organisation

The members of your organisation can see your name, your email address and your role, and the audit log shows them what you did in the organisation.

Where you send data yourself

• We send results to the webhook addresses you set up.
• We download images from the addresses you give us, so the host of an image sees a request from our servers.

Authorities and legal reasons

We disclose personal data when the law requires it, for example in answer to a court order. We may also disclose it when that is needed to protect the rights or the safety of a person, to look into fraud or misuse, or to report illegal content to the authority that is appointed to receive it.

A change of ownership

If Infrared, or the part of our business that runs the service, is sold or merged, personal data may pass to the new owner. This policy continues to protect it, and we will tell you about the change.

Our providers operate in several countries, so your data may be processed outside the country you live in.

Some of those countries do not protect personal data in the way the United Kingdom and the European Economic Area do. When we send personal data from there to such a country, we rely on a safeguard that the law recognises. That is either an official decision that the country protects personal data adequately, or standard contractual clauses approved for such transfers.

Write to us if you want to know which safeguard applies to a particular provider.

Your account

Until you delete it. Deletion starts at once and cannot be undone.

A sign-up that was never confirmed

7 days.

Your organisation, its projects, settings and members

Until the organisation is deleted.

Invitations, with the email address invited

An invitation can be accepted for 14 days. Its record stays with the organisation until the organisation is deleted, or until the person it was sent to deletes their own account.

Content you send to be checked

The retention period you set, within your plan. See Content sent for checking.

Records of checks, author records, review notes and decisions

Until the organisation is deleted.

The webhook event log

30 days.

The audit log

365 days.

Payment records and invoices

For as long as tax and accounting rules require.

Server logs

For the limited time needed for security and for finding faults.

Messages you send us

For as long as we need them to deal with your request and to keep a record of it.

Analytics and advertising data

For the period set in each tool, which is 14 months at most in Google Analytics.

Copies in the backups of our hosting providers are overwritten on their normal schedule. We keep data for longer than these periods only where the law requires it, for example when a matter has been reported to the authorities.

After you delete your account

You delete your account in the dashboard settings, with your password. From that moment the account cannot be used and every device is signed out. The data is then erased in the background.

• Your sign-in, your profile, the record of your sign-up and the invitations that were sent to your address are erased.
• An organisation in which you were the only member is erased with everything it holds: its projects and settings, the content and results stored in them, its files, its API keys, its members list and its audit log. Its paid plan ends, and its customer record at Stripe is deleted with the payment methods saved in it.
• An organisation that has other members continues. Its records of the work you did there, such as notes, decisions and audit entries, stay with it. They no longer lead to a profile, and your email address and your IP address are removed from them. If you set up its billing, your email address on its billing account is replaced by that of an owner who stays.
• Stripe keeps the invoices and the payment records of an erased organisation for as long as the law requires.

If you are the only owner of an organisation that other people work in, you have to make one of them an owner, or remove them, before you can delete your account.

We protect personal data with technical and organisational measures. These are the main ones:

• Connections to our website, our dashboard and our API are encrypted.
• API keys are stored as a hash and are shown once, when they are created. The secrets used to sign webhooks are stored encrypted. Passwords are stored in hashed form by our sign-in provider.
• The service checks every request against the organisation, the project and the role it belongs to.
• Stored images are shown blurred by default and are opened through links that expire after a few minutes. Each time an original is opened, the audit log records it.
• The audit log records changes to settings, members and keys, and the decisions your team makes.
• Sign-in attempts and API requests are rate limited.
• Access to the systems that hold customer data is limited to the people who need it for their work.

You can help: keep your API keys on your own servers, choose a password that you use nowhere else, and remove members who leave your team.

No system can be made perfectly secure. If a security incident affects your personal data, we will tell you and the authorities as the law requires. If you think your account or a key has been misused, write to support@useinfrared.com at once.

Depending on where you live, the law gives you some or all of these rights over your personal data:

• to know whether we hold data about you and to receive a copy of it;
• to have data that is wrong or incomplete corrected;
• to have your data deleted;
• to have our use of it restricted while a question is settled;
• to object to a use that we base on a legitimate interest, and to any use for direct marketing;
• to receive the data you gave us in a common format, or to have it sent to another service;
• to withdraw a consent you gave, at any time. This does not affect what was done before you withdrew it;
• to complain to us about how we have handled your data. We confirm that we have received a complaint within 30 days, look into it, and tell you the outcome without undue delay;
• to complain to the data protection authority of the country where you live or work. In the United Kingdom that is the Information Commissioner's Office. We would like the chance to put things right first, so please write to us before you do.

How to use them

• You can change your name in the dashboard settings, and you can delete your account there.
• For everything else, write to support@useinfrared.com. We may ask you to confirm who you are before we act.
• We answer within one month. If a request is complex we may need up to two more months, and we will tell you so.
• Using your rights is free. We may refuse a request, or charge for it, only where the law allows, for example when requests are repeated without reason.

If your data reached us through a product that uses Infrared, contact the company that runs that product: see Our two roles.

If you live in California

California law gives you the right to know which personal information we collect and how we use it, to have it corrected or deleted, and not to be treated worse for using those rights. We do not sell personal information for money. Our use of advertising tools can count as "sharing" personal information for advertising under California law. You can opt out by refusing advertising cookies in the cookie settings on our website or by writing to us. For the content our customers send to be checked, we act as their service provider.

The service is made for businesses. You must be at least 18 years old to have an account, and we do not knowingly collect personal data from children as account holders or as visitors. If you believe a child has opened an account, write to us and we will delete it.

The content our customers send to be checked comes from their own products, and it can include content posted by younger people. Each customer is responsible for the rules of its product and for what it sends to us.

The service scores content automatically and recommends an action. Each customer decides what its product does with a result: some act on it automatically, and others send content to a person for review. If a product has removed or blocked something you posted and you want to contest it, contact the company that runs the product.

We use automated checks of our own to protect the service, such as rate limits and limits on sign-up attempts. We do not make decisions that have a legal or similarly serious effect on you by automated means alone.

We update this policy when the service, the tools we use or the law change. The date at the top of this page shows when the current version took effect.

When a change is important for how we use your personal data, we tell you by email or in the dashboard before it applies.

For any question about this policy or about your personal data, write to support@useinfrared.com or send a letter to: