Privacy Policy

This Privacy Policy explains how Intellimark Group LLC ("Intellimark," "we," "us") collects, uses, discloses, and protects information when you interact with our website at intellimark.net and our Intellimark Hub platform ("Hub"), including its Public Sector Surveys, Reputation Pulse, and Synthetic Data modules.

1. Scope and Our Role

This policy covers two distinct relationships:

• As a controller. For our website visitors, prospects, account users, and the publicly available content we process through Reputation Pulse, Intellimark decides how and why data is processed.
• As a processor. When our Hub customers run surveys or research using the platform, those customers are the controllers of the respondent and contact data they collect. We process that data on their behalf and under their instructions, as set out in our Terms of Service and Data Processing Agreement (DPA). For requests about data collected through a specific customer's survey or program, the customer is the primary point of contact, and we will assist them as their processor.

2. Information We Collect

a. Information You Provide. We collect personal and professional data when you:

• Fill out forms on our website
• Request a proposal or demo
• Create or use a Hub account
• Participate in research or surveys
• Communicate with our team via email, chat, or SMS

Typical data includes name, email address, job title, company name, phone number, account credentials, and project details. Certain fields (such as email and name) are encrypted at the field level in our systems.

b. Information We Collect Automatically. Through cookies and analytics tools (including our self-hosted Matomo), we may collect:

• IP address, device, and browser type
• Geographic location (approximate, derived from IP)
• Pages visited, duration, and interactions on our site

c. Survey and Research Data (Hub). When respondents take a survey or participate in research through the Hub, we may process on our customers' behalf:

• Survey answers, including free-text responses, which may contain personal information
• Contact details where a respondent is invited by email, SMS, or phone
• Technical and integrity signals: IP address, user agent, device type, browser, a non-reversible (hashed) device identifier, and, only where the respondent grants browser permission, geolocation, used to help detect duplicate or fraudulent responses and ensure data quality
• Consent records (consent given, timestamp, and version) and source or campaign parameters

d. Publicly Available Content (Reputation Pulse). Our brand-monitoring module collects publicly available content that mentions a customer's brands, products, or keywords from sources such as news sites, RSS feeds, online forums, and social and video platforms (including Reddit, X/Twitter, YouTube, TikTok, and Instagram). This may include the content of a post, the author's public username or handle, the source URL, and the publication date, which we analyze for sentiment and themes.

e. Information from Third Parties. We may receive business contact data from platforms like LinkedIn or marketing partners, and identity or authentication data from our login provider.

3. How We Use Your Information

• Deliver, operate, and secure our website and the Hub platform
• Analyze usage to improve functionality
• Generate analytics, insights, and reports for our customers
• Send updates, transactional messages, reports, and offers
• Support inquiries and platform security
• Comply with legal obligations

4. AI and Automated Processing

Parts of the Hub use artificial intelligence and large language models (LLMs) to deliver their features. Specifically:

• Reputation Pulse and survey analytics use LLMs to perform sentiment analysis, summarization, and theme detection. Content being analyzed, which can include free-text survey responses and publicly collected mentions, may be sent to our AI subprocessors for processing.
• Report automation uses AI to generate summaries and recommendations.

We work with AI providers under terms intended to prevent your data from being used to train their models. We do not make decisions producing legal or similarly significant effects about individuals solely by automated means. See the subprocessor list in Section 6 for the AI providers we use.

5. Legal Basis for Processing

• Consent for survey participation, marketing, and optional cookies
• Contractual necessity to provide accounts and the Hub
• Legitimate interests such as securing our services, preventing fraudulent or duplicate responses, and processing publicly available content for brand monitoring, balanced against individuals' rights
• Legal obligation

6. Sharing Your Information and Subprocessors

We share data with trusted subprocessors who help us operate our services, with affiliates or business partners, and with legal or regulatory authorities where required. We bind our subprocessors by contract (including data protection terms) and require appropriate safeguards. We never sell your personal data.

Our current subprocessors include:

This list may change as our services evolve. The current list is available on request at contact@intellimark.net, and Hub customers may also request advance notice of subprocessor changes under their DPA.

7. International Data Transfers

We are based in the United States, and data may be processed in the U.S. and in the European Union (for certain subprocessors). Where we transfer personal data across borders, we rely on appropriate safeguards such as Standard Contractual Clauses.

8. Data Retention

We retain data only as long as necessary for the purposes described here or as legally required. For Hub customer data, retention is governed by the customer's configuration and agreement. Upon a valid request, we can delete or anonymize personal information.

9. Data Security

• Encrypted transmission (TLS/HTTPS)
• Field-level encryption of sensitive personal data, and hashing of device identifiers
• Internal access controls and audit logging
• Data minimization practices and ongoing security review

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Cookies and Tracking Technologies

• Site functionality
• Usage monitoring
• Marketing personalization

Manage cookies via Cookie Settings or your browser.

11. Your Rights

• Access, correct, or delete your data
• Object to or restrict processing
• Withdraw consent
• Request data portability

To exercise these rights, use our Privacy Request Center. You will verify your email, and we will respond within 30 days. Where the data was collected through a specific Hub customer's program, we act as that customer's processor and will route or assist with your request accordingly.

Contact: contact@intellimark.net

12. Synthetic Data

Our Synthetic Data module generates AI personas and simulated research responses. It is designed to model audiences without using real individuals' personal data as input, so the responses it produces are artificial rather than tied to identifiable people.

13. Children's Privacy

Our services are intended for organizations and adults. We do not knowingly collect personal data from children. If you believe a child's data has been provided to us, contact us and we will address it.

14. Third-Party Links

We are not responsible for the privacy practices of external sites.

15. Updates to This Policy

Changes will be posted on this page with updated effective dates.

16. GDPR and Regional Rights

• Lawful, fair, and transparent processing
• Data minimization
• Appropriate security measures

Individuals in the EEA and UK have rights under the GDPR and UK GDPR, and California residents have rights under the CCPA and CPRA, including the right not to receive discriminatory treatment for exercising them. If we receive personal data without a lawful basis, we will delete it and inform the individual where applicable.

17. Contact Us

Intellimark Group LLC
contact@intellimark.net
Based in Atlanta, GA, USA