Privacy Policy

Last updated: 8 October 2026 · Effective: 8 October 2026

Trendzz Inc. (“Trendzz”, “we”, “us” or “our”) provides a marketing and AI-visibility platform for clinics and medical practices, and operates the website at trendzz.ai (together, the “Service”). This Privacy Policy explains what information we collect, how we use it, who we share it with — including the social platforms and artificial-intelligence providers we connect to — how long we keep it, and the choices and rights you have.

By using the Service you acknowledge that you have read this Privacy Policy. If you do not agree with it, do not use the Service. Capitalised terms not defined here have the meaning given in our Terms and Conditions.

This policy covers three groups of people, and some rules differ for each:

• Practices — the clinics and businesses that hold a Trendzz account, and the staff who use it (“Customers” or “you”).
• Visitors — anyone who browses trendzz.ai, requests a free visibility audit, contacts us, or subscribes to our communications.
• Platform users — individuals whose information reaches us through a practice’s connected accounts, for example a person who comments on a practice’s Instagram post or leaves a Google review.

1. The short version

2. Information you give us

Account and practice information. Practice name, legal entity, locations and addresses, business hours, phone numbers, website, specialties and services, accepted insurance plans, provider names and professional credentials, pricing or fee ranges you choose to publish, product and retail catalogue details, and your brand assets and guidelines.

User information. Names, work email addresses, job titles, profile photos, and authentication credentials for the individuals at your practice who use Trendzz.

Content you submit or approve. Drafts, edits, captions, approvals and rejections, photographs, videos, logos, graphics and other media you upload, product images, and the review decisions your designated approver records.

Audit requests and enquiries. If you request a free visibility audit, book a walkthrough, or contact us, we collect your name, practice name, website, specialty, the city or market you serve, a work email address, a phone number if you give one, and anything you write in the message. We use these to produce and deliver what you asked for and to follow up about it.

Billing information. Payments are handled by a third-party payment processor. We receive a transaction record, your billing name and address, and the last four digits and card brand of the payment method. We do not store full card numbers.

Communications. Support requests, emails, chat messages and survey responses, and our replies.

Affiliate and partner information. If you join our affiliate or agency programme, the business and payout details needed to run it.

3. Information collected automatically

When you visit trendzz.ai or use the application we automatically collect: IP address and approximate location derived from it, browser and device type, operating system, screen size, language, referring URL and UTM parameters, pages viewed, links clicked, time on page, and actions taken inside the application.

Inside the application we also keep security and audit logs — sign-ins, failed sign-in attempts, permission changes, connection and disconnection of platform accounts, content approvals and publishing events — because those records are how we and you can show who authorised what.

4. Cookies, pixels and similar technologies

We and our service providers use cookies, local storage, software development kits, pixels and similar technologies (“cookies”) on trendzz.ai and in the application.

Advertising cookies and pixels let Meta, Google, LinkedIn and similar companies collect information about your visit and combine it with information they hold about you under their own privacy policies. They may use it to show you Trendzz advertising on their platforms and to measure whether those ads worked.

Your choices. Where the law requires consent for non-essential cookies (including in the EU, UK, Switzerland and Quebec), we ask before setting them and you can change your choice at any time through the cookie settings on our site. Anywhere else, you can control cookies through your browser settings, opt out of interest-based advertising through the Digital Advertising Alliance, Network Advertising Initiative or Your Online Choices, adjust your ad preferences directly in your Facebook and Google settings, and install the Google Analytics opt-out browser add-on. Blocking strictly necessary cookies may stop parts of the Service from working.

Do Not Track and Global Privacy Control. We honour Global Privacy Control signals as an opt-out of sale or sharing where applicable law gives them that effect. We do not currently respond to browser “Do Not Track” signals, for which no common standard exists.

5. Images, video and other content you upload

Storage. Images, video, logos, documents and other media you upload or that we retrieve from your connected accounts are stored on cloud infrastructure operated by our hosting and storage providers, which may be located in the United States or other countries. Files may be cached on content-delivery networks so they load quickly.

Ownership and licence. You keep all rights you have in the content you upload. By uploading it you grant Trendzz a worldwide, non-exclusive, royalty-free licence to host, store, copy, resize, crop, reformat, analyse, generate derivatives of, and transmit that content for the purpose of providing the Service — including sending it to AI providers for drafting and design, publishing it to the platforms you connect, and displaying it to you and your authorised users. This licence ends when you delete the content or close your account, except for copies that have already been published to third-party platforms at your direction, copies in routine backups (which are overwritten on their normal cycle), and copies we must keep to comply with law.

Your responsibilities. You confirm that you own or have the right to use everything you upload, that it does not infringe anyone’s rights, and that you have obtained — and will keep on file — any consent needed from people who appear in it. This is especially important for staff photos, patient testimonials, and before-and-after imagery (see section 9).

Metadata. Uploaded files may contain metadata such as the time, location and device used to capture them. We may strip this before publishing but do not promise to. Remove anything sensitive before uploading.

AI-generated and AI-modified images. Creative produced or edited by AI may be stored alongside your uploads and is treated the same way. AI-generated imagery can contain errors or artefacts; review it before approving.

Deletion. When you delete a file in Trendzz we remove it from active storage promptly and from backups on the normal backup cycle, typically within 90 days. Content already published to Facebook, Instagram, Google or another platform stays there until you remove it on that platform.

6. Information from your connected accounts

When you connect an account, you authorise us through that platform’s own permission screen. We request the narrowest set of permissions the feature needs. You can revoke access at any time, in Trendzz or in the platform’s own settings, and the platform’s own privacy policy also applies to data held on that platform.

Meta — Facebook Pages and Instagram

We receive: Facebook Page and Instagram Business or Creator account identifiers and profile details, Page and account settings, business hours and contact fields, your posts, stories and reels and their media, comments and direct messages on your content (including the commenter’s or sender’s public username, profile picture and message text), reactions, mentions and engagement counts, ad account and campaign data where you connect it, and aggregate audience insights.

How we use it: to publish and schedule content you approve, to show comments and messages in your unified inbox and send the replies you approve, to manage listings and shops you ask us to manage, and to report on performance.

Meta’s rules apply to us. We process data received from Meta (“Platform Data”) only as described in this policy and only for the purposes permitted by Meta’s Platform Terms and Developer Policies. We delete Platform Data when it is no longer needed for a legitimate business purpose, and promptly on request from you, from the individual concerned, or from Meta. We do not sell Platform Data, use it to build or augment user profiles, or use it for advertising. Our AI providers and other vendors that process Platform Data do so only on our instructions as service providers and may not use it for their own purposes. You can also remove Trendzz’s access at any time in your Facebook Business Integrations settings or Instagram “Apps and Websites” settings.

Google — Business Profile, Analytics, Search Console, YouTube and Google sign-in

We receive: Business Profile listing content (name, address, phone, hours, categories, attributes, services, products, photos, posts), reviews and review replies, customer questions and answers, Business Profile performance insights, Search Console and Google Analytics data for your website where you connect them, YouTube channel and video metadata where you connect it, and — if you sign in with Google — your name, email address and profile picture.

How we use it: to keep your listing accurate and complete, to publish posts and products, to draft and submit the review replies and Q&A answers you approve, and to report on local visibility and website performance.

Limited Use. Trendzz’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide and improve the features you have asked for; we do not use it for advertising, do not sell it, do not transfer it to data brokers, and do not use it to develop, train or improve generalised AI or machine-learning models. Humans read Google user data only with your permission, to resolve a support issue you raised, for security purposes, or where required by law.

Retention cap. Google’s Business Profile API policies limit how long we may store Business Profile content. We retain reviews, questions and listing content for no more than 30 days, and keep only aggregated or de-identified metrics for longer-term reporting.

LinkedIn

We receive: Company Page identifiers and details, your Page posts and their engagement, comments on your Page content, and limited member profile data for people who interact with your Page.

LinkedIn’s limits apply to us. We store LinkedIn member profile data for no more than 24 hours and member social-activity data for no more than 48 hours, after which it is deleted. Member data is displayed only inside Trendzz, is never exported, and is not combined with other sources to build profiles or leads, or used for advertising, prospecting or recruiting. AI features may draft or edit content that your Page authored; for content authored by other members, AI is used only to prioritise, categorise or assess sentiment.

TikTok, X (formerly Twitter), Pinterest, YouTube and other platforms

We receive: account identifiers and profile details, the posts and videos published through Trendzz, comments, replies and mentions on that content, and aggregate performance metrics.

How we use it: to publish content you approve, to surface engagement in your inbox, and to report performance. We process this data only to operate the Service you asked for, keep it current, action deletion requests within the period each platform requires, and delete it when you disconnect the account or close your Trendzz account.

Your website, booking system, e-commerce store and other connections

We receive: publicly accessible pages from your website, the technical structure and markup of your site, and — where you connect a scheduling, practice-management, e-commerce or point-of-sale system — appointment types, service definitions, provider availability, booking rules, product listings, inventory and order summaries. We request availability, catalogue and configuration data, not patient records (see section 9).

7. Artificial-intelligence providers and what we send them

Trendzz uses third-party AI models to draft text, generate and edit creative, analyse engagement and sentiment, and answer questions. We want this stated plainly.

Who. Providers such as OpenAI (the company behind ChatGPT, accessed through its API), Anthropic (Claude), Google (Gemini), and other model providers or AI tooling vendors we may add from time to time.

What we send. Practice facts and brand guidelines, service and product details, the content being drafted, edited or analysed (which can include uploaded images and the text of comments, reviews and messages received through your connected accounts), and the citation-tracking queries described in section 8.

Under what terms. We access these providers through their business or API offerings under written terms which require them to process data only to provide the service to us, not to use it for their own purposes, and not to train or improve their models on it. Providers may retain inputs and outputs for a limited period (typically up to 30 days, and longer where their safety systems flag content or the law requires) for abuse monitoring and legal compliance, after which it is deleted. We do not use consumer AI products to process customer or connected-account data.

What AI output is. Content produced by AI is generated automatically and may be inaccurate, incomplete, out of date or inappropriate for a medical practice. It is provided for your review. You are responsible for reviewing and approving content before it is published, and for ensuring that anything published complies with the advertising, professional-conduct and privacy rules that apply to your practice. To report AI output that is inaccurate, harmful or inappropriate, email info@trendzz.ai.

8. Citation tracking and the visibility audit — queries we send to AI assistants

To measure whether AI assistants recommend your practice, we submit queries to those assistants (ChatGPT, Gemini, Claude, Perplexity, Google AI Overviews and others) on a schedule. The queries are written the way a prospective patient would write them, and contain your practice name, specialty, city or metro area, and the service or procedure in question — for example, “who is the best paediatric optometrist in Sacramento that takes VSP”. The same method produces the free visibility audit.

• The query text and the practice details in it are transmitted to the provider operating that assistant and handled under that provider’s terms.
• We record the assistant’s response — including which practices it named — to report to you. Responses may mention other businesses; we store them as received.
• We never include patient information, case details or anything non-public in these queries.

9. Protected health information and patient data

Trendzz is not designed to receive protected health information (“PHI”) within the meaning of HIPAA, or personal health information under Canadian or other health-privacy laws, and you must not submit it. We are not your business associate and have not signed a business associate agreement unless we have expressly done so in writing.

Trendzz works with public marketing information: services, hours, providers, credentials, pricing, products and content you approve. Do not enter patient names, identifiers, clinical details, appointment records, images of identifiable patients without documented consent, or any other PHI into Trendzz, into content drafts, or into connected accounts through Trendzz.

Messages and comments from the public. Your unified inbox may surface comments, reviews or direct messages in which a member of the public volunteers information about their own health. We store that content only to display it to you and to send the replies you approve; we do not use it for any other purpose. You are responsible for handling such messages in line with your professional obligations and for moving any clinical conversation to a secure channel.

Patient results and imagery. Before-and-after images, testimonials and patient stories must only be uploaded and published where you hold documented, specific consent for that use, and you remain responsible for obtaining and retaining that consent. The social platforms we publish to will not accept PHI and anything published through Trendzz is destined for a public channel.

10. How we use information

• To provide the Service: publish content you approve, maintain your listings, manage your website’s technical SEO, keep your catalogue current, and run your inbox.
• To run citation tracking and produce your audit (section 8).
• To route drafts to your designated approver and record those decisions.
• To report on citations, rankings, engagement, booking clicks and reorder revenue.
• To provide support, respond to enquiries, and send service notices.
• To send marketing communications about Trendzz where you have not opted out, and to measure our own advertising (section 4).
• To bill you and keep records we are required to keep.
• To detect, investigate and prevent fraud, abuse, security incidents and violations of our Terms.
• To comply with law, and to establish, exercise or defend legal claims.
• To improve and develop the Service using aggregated or de-identified data. We do not train AI models on your data or your connected accounts’ data.

Legal bases (EU/UK/Switzerland). Performance of our contract with you; our legitimate interests in operating, securing, marketing and improving the Service; your consent where we rely on it (including for non-essential cookies); and compliance with legal obligations.

11. Who we share information with

We do not sell personal information. We share it with these categories of recipient:

• The platforms you connect. Content, replies, listing updates and catalogue changes you approve are sent to Meta, Google, LinkedIn, TikTok, X and any other platform you connect, in order to publish them. Each platform’s own privacy policy then governs what it does with that data.
• AI providers as described in section 7.
• Infrastructure and operational providers. Cloud hosting and storage, content-delivery networks, databases, email and SMS delivery, analytics and session-replay tools, error monitoring, customer-support and live-chat tools, scheduling tools, payment processing and billing, and sales and marketing systems. These providers process information only on our instructions.
• Advertising and analytics partners that set cookies and pixels on our site as described in section 4.
• Your own team and agency. Other users on your Trendzz account, and any agency or partner you authorise to manage it.
• Professional advisers such as lawyers, accountants and insurers.
• Legal and safety disclosures where required by law, subpoena or court order, to protect the rights, property or safety of Trendzz, our customers or the public, or to enforce our Terms.
• Corporate transactions. If we are involved in a merger, acquisition, financing, reorganisation or sale of assets, information may be transferred as part of it, subject to this policy. We will give notice before your information becomes subject to a materially different policy.

A list of our principal subprocessors is available on request.

12. How long we keep information

Retention differs by source, because several platforms impose their own ceilings.

Aggregated or de-identified data that cannot reasonably be linked back to an individual may be kept and used for reporting and product improvement.

13. Your choices and rights

Everyone can:

• Disconnect a platform, in Trendzz or in the platform’s own settings. We stop collecting from it and delete the data we hold from it, except where we are legally required to retain a record.
• Access, correct, export or delete personal information we hold about you, by contacting us using section 17.
• Withdraw consent where we rely on it, including for non-essential cookies.
• Opt out of marketing email using the unsubscribe link in any message, or by asking us. We will still send service and billing notices.
• Close your account, which triggers deletion on the schedule in section 12.

If you are in the EU, UK or Switzerland, you also have the right to object to or restrict processing, the right to data portability, and the right to lodge a complaint with your supervisory authority.

If you are in California (CCPA/CPRA) or another US state with a comprehensive privacy law, you have the right to know what personal information we collect, use and disclose; to access and port it; to delete it; to correct it; to opt out of sale, sharing for cross-context behavioural advertising, and targeted advertising; and to limit use of sensitive personal information. We do not sell personal information and do not share it for cross-context behavioural advertising, except that the advertising cookies described in section 4 may count as “sharing” under California law, and you can opt out through our cookie settings or Global Privacy Control. We will not discriminate against you for exercising these rights. You may use an authorised agent, and you may appeal a decision we make about your request by replying to our response.

If you are in Canada, you may access and correct your personal information and challenge our handling of it under PIPEDA and applicable provincial law, including Quebec’s Law 25. Personal information may be stored and processed outside Canada, including in the United States, where it is subject to the laws of those jurisdictions.

Individuals whose data reached us through a practice’s account — for example someone who commented on a practice’s post — can contact us directly using section 17; we will act on the request and notify the practice. You may also exercise rights through the platform where the interaction happened.

We may need to verify your identity before acting on a request. We respond within the period applicable law requires — generally 30 to 45 days, extendable where the law allows and we tell you why.

14. Security

We use administrative, technical and physical safeguards designed to protect personal information, including encryption in transit and at rest, access controls and least-privilege permissions, audit logging, encrypted storage of platform credentials and tokens, and vendor review. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a breach affects your personal information we will notify you and any required regulator as the law requires. You are responsible for keeping your login credentials confidential and for the activity of anyone who uses your account.

15. International transfers

Trendzz operates from North America and uses service providers in the United States and other countries. Information may be stored and processed in any country where we or our providers operate, and may be accessible to the courts, law enforcement and national-security authorities of those countries. Where we transfer personal information out of the EU, UK or Switzerland we rely on an appropriate transfer mechanism such as Standard Contractual Clauses, the UK International Data Transfer Addendum, or an adequacy decision.

16. Children, third-party links and changes

Children. The Service is a business tool and is not directed at children. We do not knowingly collect personal information from anyone under 16 (or the higher age required by local law). If you believe a child’s information has reached us, contact us and we will delete it. Practices publishing content about paediatric patients must hold documented parental or guardian consent for that use.

Third-party sites and services. The Service links to and integrates with sites and services we do not control. This policy covers Trendzz only; those third parties have their own policies.

Changes. We may update this policy from time to time. We will post the revised version here with a new “Last updated” date and, where a change is material, give notice by email or in the Service before it takes effect. Continued use of the Service after the effective date means you accept the revised policy.

17. Contact

• Privacy enquiries and rights requests: privacy@trendzz.ai
• General support: info@trendzz.ai
• Post: Trendzz Inc., Attn: Privacy, [registered address]

Please include “Privacy request” in the subject line and tell us which practice or account your request relates to.