Emerald Beacon News Wire · Legal
Privacy Policy
What personal information Emerald Beacon News Wire collects, why, who we share it with, how long we keep it and the choices you have. We do not sell personal information or scrape journalist contacts.
- Version
- 1.1-draft
- Effective
1. Notice at collection
We collect the categories of personal information listed in section 2 for the purposes described there, and keep each for the period stated. We do not sell personal information or share it for cross-context behavioral advertising. We collect it from you, from your organization, from Google if you choose Sign in with Google, and automatically from your browser (IP address and browser details).
2. What we collect, why, and how long we keep it
The legal-basis column applies to people in the EEA and UK.
| Data | Purpose | Legal basis (EEA/UK) | Retention |
|---|---|---|---|
| Account details (name, email, password hash) | Sign-in and account security | Contract | Life of account + 30 days |
| Sign in with Google data (name, email, profile image, Google account ID, sign-in tokens) | Signing you in with Google, if you choose it | Contract | Life of account + 30 days |
| Date of birth | Confirming you are 18 or older at sign-up | Legitimate interests (keeping the service adults-only) | Life of account + 30 days |
| Sessions (IP address, browser user agent) | Keeping you signed in and spotting suspicious sign-ins | Legitimate interests (security) | Deleted 30 days after the session expires |
| Two-factor and passkey settings | Account security | Contract | Life of account |
| Organization, membership and roles | Workspaces and permissions | Contract | Life of account + 30 days |
| Brand profile and verification (KYB) documents | Issuer verification | Legitimate interests (preventing impersonation) | KYB documents: 90 days after decision |
| Draft releases and assets | Drafting and AI assistance | Contract | Life of account; drafts idle 24 months are deleted after 30 days' notice |
| Media contact on a release (name, email, phone) | Shown on the published release and sent to our syndication partner PRNow so journalists can reach the issuer | Contract; legitimate interests | Life of the release; replaced with the brand's generic contact when the account is deleted |
| Published releases | Distribution and the public press record | Contract | Indefinite unless withdrawn or removed |
| AI prompts and outputs (Copilot history) | AI features | Contract | 90 days unless accepted into a release |
| Media lists you upload | Pitching on your behalf | Your instructions as controller (we are your processor) | Until you delete them; 30 days after organization deletion |
| Journalist profiles (opt-in only) | Alerts and matching | Consent | Life of account + 30 days |
| Pitch events (sent, opened, replied) | Reporting | Legitimate interests | 24 months |
| Digest subscribers (email address) | Sending the Newsroom digest you asked for | Consent | Unconfirmed sign-ups: 30 days; 30 days after you unsubscribe |
| Release views (country only, no IP stored) | Reporting | Legitimate interests | 25 months |
| Email delivery log (hashed recipient, message type) | Proving delivery and handling bounces | Legitimate interests | 13 months |
| In-app notifications | Telling you about release and account events | Contract | 12 months |
| Webhook deliveries | Delivering events to endpoints you configure | Contract | 90 days |
| Billing references | Payments (Stripe holds card data) | Contract; legal obligation | 7 years |
| Consent records and legal versions (including IP address and user agent) | Proof of agreement and of cookie choices | Legal obligation; legitimate interests | 7 years |
| Privacy and data-rights requests (email, request details) | Answering and documenting requests | Legal obligation | 3 years |
| Copyright and abuse reports (reporter's contact details, the report) | Handling takedown notices and counter-notices | Legal obligation; legitimate interests | 3 years |
| Rate-limit keys (hashed email address and IP address) | Preventing abuse of sign-in and forms | Legitimate interests (security) | Minutes to hours |
| Server logs | Operations and security | Legitimate interests (security) | 30 days |
| Audit logs (including IP address) | Security | Legitimate interests (security) | 1 year |
3. Journalist data
We do not scrape or buy journalist contact data. The Emerald Beacon News Wire for Journalists network is opt-in. Customers never see a network journalist's email address; they see aggregate counts. Customer-uploaded media lists require the customer's attestation of a lawful basis, and global unsubscribes are honored across all customers.
5. Cookies, Do Not Track and third-party tracking
Do Not Track and Global Privacy Control: we treat both as an opt-out of optional analytics; see Your Privacy Choices.
We don't let third parties collect personal information about your activity over time or across other websites through our service. Analytics are sent from our servers, not from your browser.
Newsroom release pages load no third-party scripts. A video embedded in a release loads from YouTube (youtube-nocookie.com) or Vimeo only after you click to play it; from then on that provider receives your IP address and may set its own cookies. The signed-in dashboard shows outlet icons from DuckDuckGo's favicon service, which receives the outlet's domain and your IP address. See the Cookie Policy for every cookie and storage item.
6. AI processing
AI features send the text you submit to Anthropic under no-training, zero-retention terms. AI never makes eligibility decisions about you; a human editor reviews every rejection. See AI Disclosure.
7. Your rights and choices
Depending on where you live you may have the right to access, correct, delete or port your personal information, to object to or restrict processing, to withdraw consent, to opt out of sale/sharing or targeted advertising, to limit use of sensitive data and to appeal our decision. We honor Global Privacy Control (GPC) signals as an opt-out.
Submit a request at Privacy request or email privacy@emeraldwire.com. We verify requests by confirming control of the email address on the account and respond within 30 days (45 days where the law allows an extension). We will not discriminate against you for exercising your rights. Authorized agents may submit requests with written permission.
If you are in the EEA or UK you also have the right to lodge a complaint with a supervisory authority: your local EU data protection authority, or in the UK the Information Commissioner's Office (ico.org.uk). We'd appreciate the chance to address your concern first.
Manage cookies and analytics at Your Privacy Choices.
8. Account deletion
Owners can delete an organization and any user can delete their account in Settings → Data. After a 30-day grace period we permanently delete account rows, private files, Copilot history and analytics profiles. Published releases are issuer press records and stay public unless you also choose "Withdraw all releases"; personal contact details inside them are replaced with the brand's generic contact. You can also ask us to delete your data through the privacy request form.
9. Security
We use encryption in transit, tenant isolation enforced in the database (row-level security), hashed credentials, multi-factor authentication for privileged roles, and audit logging of staff actions. No system is perfectly secure. If a breach affects your personal information we will notify you and the relevant authorities as the law requires.
10. International users
We operate in the United States. If you are in the EEA or UK, the legal basis for each purpose is listed in section 2, and we rely on Standard Contractual Clauses (and the UK Addendum) for transfers. Business customers can sign our Data Processing Addendum.
EU/UK representative: we are appointing an EU and UK representative; until then contact privacy@emeraldwire.com.
11. Children
Emerald Beacon News Wire is a business service for people 18 and older. We do not knowingly collect data from children. If we learn an account belongs to someone under 18, we suspend it and delete its data.
12. Changes to this policy
When we change this policy we update the version and effective date at the top of this page. For material changes we also email account holders and show a notice in the app before the change takes effect. Prior versions are available on request from privacy@emeraldwire.com.
13. Contact
Emerald Infinite LLC, 3089 S 300 W, Salt Lake City, Utah 84115. Email privacy@emeraldwire.com.