Privacy Policy

PingRep is an AI Representative. It follows up, answers questions, and helps you close the loop after an introduction. Doing that means handling personal information — yours, and sometimes information about the people you meet. This policy explains what we handle, why, who we share it with, and what you can ask us to do about it.

1.0 Who we are

Keynodex LLC is a limited liability company formed in Florida, USA in 2025. We are the controller of the personal information described in this policy. PingRep is our product.

2.0 The short version

• We collect what the product needs to work, and we try not to collect more than that.
• We never sell your personal information.
• Analytics and advertising storage stay off until you turn them on. They are off by default.
• If your browser sends a Global Privacy Control signal, we treat that as an opt-out without asking you again.
• Your AI Representative's content is yours. You can ask us to delete it.
• To exercise any right, email privacy@pingrep.com. We reply within 30 days.

3.0 What this policy covers

This policy covers the whole PingRep product:

• pingrep.com — the marketing site, careers pages, surveys, and retained ambassador programme records
• app.pingrep.com — your account, profile, AI Representative, contacts, and memories
• the PingRep API — programmatic access to the same account data

Where a practice applies to only one of those, we say so.

4.0 What we collect

4.1 Visiting pingrep.com

Visiting the site does not require an account. We process your IP address and request metadata to serve the page and to protect our forms from abuse. We use Cloudflare Turnstile to tell humans from bots, and a rate limit on the contact form backed by Redis. Analytics storage stays off until you consent — see section 9.0.

4.2 Job applications

We accept job applications on this site. When you apply we collect the information you submit: your name, contact details, résumé or CV, the answers you give, and any supporting material you attach. We use it to assess your application, to contact you about it, and to keep the records employers are required to keep. Access is limited to people involved in hiring.

If you would like your application deleted, email privacy@pingrep.com and say so.

4.3 Ambassador programme records, and surveys

The ambassador programme is not running, and we are not accepting new participants. If you applied to the programme or took part in it before it was parked, we keep the records collected then — your contact details, referral activity, and any payout information needed to pay you — to administer the parked programme, settle any outstanding amounts, and meet financial and legal record-keeping obligations.

If you answer a survey we collect your responses and, where the survey is invitation-based, the invitation that links the response to you.

4.4 Your PingRep account

To create an account we collect your email address and the sign-in method you choose. We support Google sign-in, email magic links, passkeys, and single sign-on. We store the credentials and session records that keep you signed in, and we store your public profile: your name, photo, links, and whatever else you choose to publish.

Paid plans add billing records. Card details go to Stripe and are handled by Stripe — we do not store card numbers.

4.5 What your AI Representative stores

Using your AI Representative creates content:

• conversations between you and the assistant, and between the assistant and people who contact you
• memories and notes you save, and the search index derived from them
• contacts you save or scan, and notes you attach to them
• relationship history: who you met, when, and what followed

To generate a reply, we send the relevant content to a model provider. We name those providers in section 6.0. Their handling of that content is governed by their own terms, which their published documentation describes.

4.6 Voice

Two different things happen with voice, and they are worth separating.

Live voice sessions are not recorded. When you talk to your AI Representative in real time, the audio is carried for the length of the session and is not stored.

Voice messages are stored. When you deliberately post a voice message, we store the audio file, its duration and format, and a text transcript of what was said, linked to the person it concerns.

One consequence you should know: deleting a memory does not by itself delete the audio or the transcript of a voice message attached to it. Those are removed by an account-level erasure request. If you want a voice message and its transcript gone, email privacy@pingrep.com.

4.7 Information about other people

PingRep stores information about people who have not signed up: the contacts you save, the cards you scan, the notes you write about them, and the record of your interactions.

We treat that information as theirs, not only yours. We do not use it to build profiles for our own purposes, we do not sell it, and we do not use it to market to them. If someone contacts us about information you hold about them, we will work with you to resolve it.

5.0 Why we process it, and our legal bases

6.0 Who we share it with

We share personal information with the service providers that run the product. We do not sell it and we do not share it for cross-context behavioural advertising.

Providers for the account, AI Representative, and API:

Providers for pingrep.com:

We may also disclose information where the law requires it, to enforce our terms, or as part of a merger or acquisition — in which case we will tell you before your information becomes subject to a different policy.

7.0 How long we keep it

We keep personal information for as long as it is needed for the purpose we collected it for, and then we delete it. Where a period is already enforced automatically, we state it as a commitment.

Periods we enforce today:

Everything else is purpose-bound:

Where a period above is not yet enforced by an automatic job, it is enforced on request: email privacy@pingrep.com and we will action it.

8.0 Your rights and how to exercise them

Depending on where you live, you may have the right to access your information, correct it, delete it, receive a copy in a portable format, object to or restrict processing, withdraw consent, and not be discriminated against for exercising any of these.

How to exercise them: email privacy@pingrep.com. We handle requests by email rather than through a self-service tool, so you will be dealing with a person. We will acknowledge your request and respond within 30 days. If we need more time we will tell you why.

We may need to verify your identity before acting on a request — usually by confirming you control the account's email address.

Security and audit records may be kept even after an erasure request, where we need them to investigate abuse or to meet a legal obligation. We will tell you when that applies.

If you are in the EEA or UK and are unhappy with our response, you may complain to your local supervisory authority.

9.0 Cookies and consent signals

Analytics and advertising storage are denied by default and stay denied until you consent. Our Cookie Policy explains every category, names the storage we use, and tells you how to change your mind.

Two browser signals matter here:

• Global Privacy Control — if your browser sends it, we treat it as an opt-out from analytics and advertising storage and record that your choice came from the signal. You are not asked again.
• Do Not Track — the Do Not Track header is not implemented consistently across browsers, and we do not respond to it. Use Global Privacy Control or our cookie controls instead.

10.0 International transfers

Our backend runs in the United States. If you use PingRep from outside the United States, your information is transferred there and to the providers listed in section 6.0, some of which operate in other countries. Where a transfer is from the EEA or UK, we rely on the appropriate safeguards available for that transfer, such as Standard Contractual Clauses in our agreements with providers.

11.0 Children

PingRep is for adults. You must be 18 or older to use it. We do not knowingly collect personal information from anyone under 18. If you believe a child has given us information, email privacy@pingrep.com and we will delete it.

12.0 How we protect it

We use encryption in transit, restrict internal access to the people who need it, isolate each account's data, and log access to sensitive records. No system is perfectly secure, so we also maintain the ability to investigate and respond when something goes wrong.

13.0 Changes to this policy

When we change this policy we update the date at the top. The previous versions remain in the public history of this document, and the raw text of the current version is available alongside the page. If a change materially affects your rights, we will tell you directly.

14.0 Contact

The controller of the personal information described in this policy is Keynodex LLC, Florida, USA.