PRIVACY NOTICE
Privacy at MediaBrain AI
Effective: August 20, 2026 ยท Controller: WESTCAST-24, LLC, Florida, USA, operating MediaBrain AI.
This Privacy Notice explains how MediaBrain AI collects, uses, discloses and protects personal data in connection with our public website, lead forms, accounts, public AI features and business workspaces. Where a business customer uses MediaBrain to process personal data contained in its own documents, that customer generally determines the purposes of processing and MediaBrain acts as a service provider or processor under the applicable commercial agreement and Data Processing Addendum.
1. Information we collect
Account and contact data. Name, business email, phone number, company, job role, authentication identifiers, account settings and support communications.
Lead and sales data. Information submitted through forms, requested callback time, message, consent records, campaign/source/UTM parameters and lead status.
Customer content. Prompts, queries, files, contracts, Terms & Conditions, policies, licenses and other documents submitted to the Services. Business workspace content is logically separated by organization.
Usage and technical data. IP-derived approximate location, browser, device, operating system, referral source, pages viewed, clicks, session events, diagnostics, security events and performance information.
Payment and commercial data. Plan, invoice and transaction metadata. Payment card details may be processed directly by a payment provider and are not intended to be stored by MediaBrain unless expressly stated.
2. How we use personal data
We use personal data to provide and secure the Services; create and administer accounts; process customer instructions; respond to leads and support requests; operate document analysis, retrieval and research features; prevent fraud and abuse; monitor reliability; improve product quality; measure marketing performance; comply with law; and establish, exercise or defend legal claims.
3. AI processing and customer content
MediaBrain is designed to distinguish public intelligence from private company knowledge. Private customer content is not intended to become public content or another customer's private knowledge source.
Where MediaBrain creates cross-customer benchmark or precedent intelligence, only data that is contractually permitted for such use and that passes applicable anonymization, aggregation and anti-reidentification controls may be eligible for the shared precedent layer. Raw private documents, organization identifiers and source-document identifiers are excluded from that shared layer by design.
Third-party AI or research providers may process content when a feature requires them and when enabled in the production configuration. The current provider register is maintained on our Subprocessors page.
4. Legal bases for EEA/UK processing
Where GDPR or UK GDPR applies, we rely as appropriate on: performance of a contract; legitimate interests such as service security, product operation, fraud prevention and B2B relationship management; consent for optional analytics or marketing where required; and compliance with legal obligations.
5. Disclosure of data
We may disclose personal data to infrastructure, hosting, database, authentication, AI, research, analytics, email, payment, security and professional-service providers acting on our behalf; to business account administrators where the account is managed by an organization; in connection with a corporate transaction; or where required to comply with law or protect rights, security and the integrity of the Services.
We do not sell customer prompts, uploaded business documents or conversation content to advertisers.
6. International transfers
MediaBrain is operated by a U.S. company and may use service providers in the United States and other countries. Where required, international transfers of personal data are supported by recognized transfer mechanisms such as Standard Contractual Clauses, contractual safeguards or other lawful transfer bases.
7. Data retention
We retain personal data for as long as reasonably necessary for the purposes described in this Notice, including account operation, security, contractual obligations, dispute resolution and legal compliance. Retention periods may differ by data category and customer plan. Business customers may receive additional retention controls or contractual commitments under an enterprise agreement. We do not claim zero-retention or fixed deletion periods unless expressly stated in the applicable product or contract.
8. Security
We use technical and organizational measures intended to protect data against unauthorized access, loss, alteration and disclosure. These measures evolve with the Service and may include encryption in transit, access controls, tenant separation, audit logging, secure development practices and provider security controls. No system can be guaranteed to be completely secure. See Security for current commitments.
9. Cookies, analytics and advertising measurement
We may use necessary cookies and, subject to applicable consent requirements, analytics or advertising-measurement technologies to understand usage, attribute campaigns and improve the Service. Details and choices are described in our Cookie Policy. We do not use sensitive customer document content for ad targeting.
10. Your privacy rights
Depending on your location, you may have rights to access, correct, delete, restrict or object to processing, receive a portable copy of certain data, withdraw consent, or appeal a privacy decision. You may also have the right to lodge a complaint with a supervisory authority. Requests may be subject to identity verification and lawful exceptions.
11. U.S. state privacy rights
Residents of certain U.S. states may have additional rights concerning access, correction, deletion, portability, targeted advertising or certain disclosures. MediaBrain does not intend to sell personal data as the term is commonly defined under U.S. state privacy laws. Where legally required, additional opt-out mechanisms will be provided before covered processing begins.
12. Children
The Services are designed for professional and business use and are not directed to children under 13. We do not knowingly collect personal data from children under 13 through the Services.
13. Business accounts
If your employer or another organization provides your MediaBrain account, that organization may administer the workspace, control access, configure retention and manage content. Privacy requests relating to content controlled by that organization may need to be directed to the organization.
14. Changes to this Notice
We may update this Notice to reflect product, legal or operational changes. The effective date will be updated and material changes may be communicated through the Service or other appropriate channels.
15. Contact
Privacy inquiries and rights requests may be submitted through the official contact channel published on getmediabrain.com. A dedicated privacy mailbox will be added to this Notice when the domain mailbox is activated.
This Notice is intended to accurately describe the current MediaBrain operating model. Product-specific or enterprise terms may provide additional commitments and will control where they conflict with this general Notice.