Privacy

Last updated November 2026

mediamonitoring.tools is built and run by its developers. In this policy “we” and “us” mean those developers, operating mediamonitoring.tools. For anything on this page, including exercising your rights, write to hello@mediamonitoring.tools.

This is a small service, and this policy says plainly what happens to information in it.

Two kinds of information, two kinds of responsibility

mediamonitoring.tools is a research workspace used by teams. It handles two kinds of information, and responsibility for them is divided:

• What a team collects and creates. Each team decides what goes into its workspace: what it collects, from which sources, and how it classifies and annotates it. That content is the team’s, and the team’s organisation is responsible for it, including for having a lawful basis to collect it. Our part is to provide the tool: we store and process that content only on the organisation’s behalf, to run the service for it.
• Accounts and running the service. Information about accounts and about operating mediamonitoring.tools is ours to look after, as described below.

What we hold

• Accounts. Account information, which may include names, email addresses, a password stored only in hashed form (never readable, by us or anyone), roles, and the profile settings you choose.
• Activity. Which account added or changed which record, and when, for the team’s history and contribution statistics.
• What teams collect. Each team defines what it collects and how it is classified. For each item this typically means its source address, the date it was collected, the text retrieved from the public page so it can be classified, summarised, translated and searched, and the team’s own notes, tags and classifications.
• API keys. A team can issue keys so its own systems can read its workspace. We keep a record of each key and when it was last used; the key itself is shown once and not stored in readable form.
• Operational logs. Ordinary web-server and application logs, which include IP addresses and timestamps, used to run the service, diagnose faults and spot abuse. They are kept for a limited period and then rotated away.
• Cookies and browser storage. One cookie keeps you signed in. Your browser also remembers display preferences such as light or dark theme; those never reach us. There is no analytics, no advertising and no tracking of any kind.

Personal information in collected material

Publicly available material that a team collects can contain personal information: the names, words or public details of people who appear in it. What is collected is decided by the team, and the team’s organisation is responsible for it. Such material is used only for the team’s internal research, and we never publish or sell it. If you believe material about you is held in mediamonitoring.tools and want to know what is held, or have it corrected or removed, write to hello@mediamonitoring.tools and we will work with the team that holds it to respond.

Who else processes it

A few companies help run mediamonitoring.tools. None of them receives information for its own purposes.

• Amazon Web Services — hosting and storage.
• OpenAI — to summarise collected items, classify them, translate them and make them searchable by meaning, their text and the words of a search are sent to OpenAI’s API. OpenAI’s API terms state that content submitted through the API is not used to train their models. Account details are not sent.
• Zyte — when a team member adds an item by its web address, the public page is retrieved through Zyte’s web data extraction service. Zyte receives the address of the page, not who asked for it.

What we never do

We do not sell information. We do not share it with advertisers. We do not use teams’ content, or the material they collect, to train any AI model. We do not look inside a workspace except to support its team at their request, to keep the service running and secure, or where the law requires it.

Where it lives

On Amazon Web Services, in the US East (N. Virginia) region. If you are outside the United States, your information is stored and processed there.

How it is protected

Connections are encrypted in transit. Passwords are stored only as hashes. Each team’s workspace is kept separate from every other. Access to the servers that run mediamonitoring.tools is limited to its developers. The software itself is open source under the AGPL, so how it handles information is open to inspection. If a security incident ever affects information held here, we will tell the affected teams’ administrators promptly, say what happened and what we are doing about it, and notify authorities where the law requires.

How long we keep it

• Accounts — while they are in use. When a team’s administrator removes an account, or the workspace closes, it is deleted.
• A team’s content — for as long as the workspace exists. When a workspace closes, its content is deleted after any export the team’s administrators asked for.
• Logs — for a limited period, then rotated away.

Your rights

Wherever you are, you can ask what we hold about you, correct it, export it, or have it deleted, by writing to hello@mediamonitoring.tools. Where the information is part of a team’s workspace, we act on the request together with that team’s organisation. If you are in the EU, the UK or a US state with its own privacy law, you have these rights formally and we will honour them; in practice we give everyone the same treatment.

Children

mediamonitoring.tools is a professional research tool and is not intended for anyone under 18.

Changes

If this policy changes in a way that materially affects you, we will tell each team’s administrators before it takes effect. The date at the top always shows the current version.