Privacy policy

This policy explains how Oakenio (“we”, “us”, “our”) collects and uses information when you visit oakenio.com, create an account, or use our online-presence tools for local businesses.

Questions, access requests, or deletion requests: hello.oakenio@gmail.com.

It covers:

• People who visit our marketing site or sign up for Oakenio.
• Business owners who connect Google, social, analytics, or website tools.
• Visitors to a customer’s website when that customer turns on Oakenio’s website analytics pixel. In that case the customer is the controller of visitor data and we process it on their behalf.

Account. Name, email address, hashed password if you sign up with email, a profile photo if you add one, and basic Google profile details (name, email, and profile image) if you sign in with Google.

Business profile. Business name, category, phone, city, description, website address, photos you upload, posting preferences, and approval settings.

Connected accounts. When you connect Google Business Profile, Facebook, Instagram, LinkedIn, TikTok, X, YouTube, Google Search Console, or Google Analytics, we receive the identifiers, usernames, and tokens needed to act on those accounts for you. Social connections are made through our publishing partner, Zernio.

Content you create or approve. Posts, drafts, review replies, scheduled times, and related status (draft, pending, published, failed).

Reviews. Public review text, rating, author display name, and your replies, pulled from connected listings so you can manage them in Oakenio.

Website and SEO data. Pagespeed and site-health results for the URL you give us, produced by the Google PageSpeed Insights API; keyword tracking; domain, ranked keyword, and backlink figures from DataForSEO; Search Console queries, positions, clicks, and impressions if you connect Search Console; optional Google Analytics property data if you connect GA4.

AI search data. The questions we ask assistants on your behalf, what each assistant answered, whether you were named and in what position, the competitors named alongside you, and the pages those answers cite. See section 7 for how this works.

Free presence check. If you use the free check at oakenio.com/checkonlinepresence, we keep the business name, city, trade, and website you enter, your answers about where you post, and what the check found: public details from the business’s Google Maps listing, the dates of its newest Google reviews and whether they got a reply (not the reviewers’ names or what they wrote), what its website’s homepage links to, and whether AI assistants named it when asked for a business like it, with the other businesses they named. If you ask for the full report by email, we keep your email address and whether you agreed to hear from us. Your IP address is used only to limit how many checks one person can run, and those counts are deleted within two days.

Website visitor analytics (optional). If you install our pixel, we store page path, referrer, a random visitor id, a session id, and user agent. We do not use this to identify a person by name or email.

Billing. Plan, subscription status, and Stripe customer and subscription ids. Card numbers are handled by Stripe, not stored on our servers.

Usage and security. Sign-in timestamps, IP address, and browser user agent on sessions, plus product events needed to run the app (for example, whether a post published).

Visits to oakenio.com (with your consent). If you accept cookies, Google Analytics records the pages you view, how you arrived, and your device, browser, and approximate location. See section 10.

Live chat (with your consent). If you accept cookies, our chat, run by Crisp, loads on every page of oakenio.com, so Crisp sees the page you are on and your browser and approximate location. If you send a message, it receives what you write. When you are signed in to the dashboard, it also receives your name, email address, business name, and plan, so we know who we are helping. See section 10.

We use it to:

• Create and secure your account, including password reset emails.
• Run the product: website analytics and site health, your Google Business Profile listing, reviews, social posts, SEO tracking, and AI-search insights.
• Process subscriptions, trials, upgrades, and cancellations through Stripe.
• Email you about your account, billing, and product changes.
• Run the free presence check you ask for and email you its report. Only if you tick the box for it, send you the occasional tip about getting customers online. Reply to any of those emails to stop them.
• Diagnose faults, prevent abuse, and keep the service reliable.
• With your consent, see how visitors use oakenio.com so we can improve the site.
• Comply with law and respond to valid requests from you or authorities.

We do not sell your personal information, and we do not use it to run third-party ads.

Oakenio’s use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

Depending on what you connect, we may access:

• Google sign-in — to create or open your Oakenio account.
• Google Business Profile — to show your listing, publish the posts you approve along with any photos you attach to them, and read and reply to your reviews, only after you connect the account.
• Google Search Console (read-only) — to show search queries, positions, clicks, and impressions for keywords you track.
• Google Analytics — to show visits and top pages when you choose GA4 instead of (or as well as) our pixel.

Google user data is used only to provide and improve these user-facing features. We do not use it for advertising. We do not transfer it to others except to subprocessors needed to run the feature you requested, or if required by law. We do not allow humans to read Google user data unless you ask us to (for example support), it is necessary for security or legal reasons, or the data is aggregated and no longer tied to you.

You can disconnect Google access in Oakenio and in your Google Account permissions.

Security procedures are in place to protect the confidentiality of your data. We use encryption to protect your information, including Google user data and other sensitive data we hold. We take reasonable and appropriate steps to protect it against unauthorized or unlawful access, use, loss, alteration, or disclosure.

• Encryption in transit. Data sent between your browser, Oakenio, and Google is protected with HTTPS/TLS.
• Encryption at rest. Google OAuth access and refresh tokens we store (Search Console and Google Analytics) are encrypted at rest using AES-256-GCM. Passwords are stored as hashes, not in plaintext. Card numbers are handled by Stripe and are not stored on our servers.
• Access controls. Google user data is available only to the signed-in account that connected it. Our staff do not read it unless you ask for support, or it is necessary for security or legal reasons.
• Least privilege and tokens. We request only the Google scopes needed for the feature you use, keep tokens for as long as the connection is active, and revoke or delete them when you disconnect.

No method of transmission or storage is completely secure. If you believe your account has been compromised, contact us at hello.oakenio@gmail.com.

The AI search feature runs through DataForSEO, a search data provider. We build questions a customer might ask from your trade and town, such as “the best plumber in Springfield”, and DataForSEO puts them, with your town, to ChatGPT (OpenAI), Google AI Mode, Claude (Anthropic), Gemini (Google), and Perplexity. We store what each assistant answered and which pages it cited, work out whether you were named and in what position, and keep that so you can read it and compare it over time. To find real Google AI Overview answers that name you, and the sites they cite, we send DataForSEO your business name.

Only business details go to DataForSEO and the assistants. Never your account email, your customers’ details, or anything from your reviews. The questions are public-style searches, not anything private to your account. We do not use AI to write posts or review replies: on Pro those are written by our team. Do not put anything into your business name, trade, or website fields that you would not want processed this way.

Where those laws apply, we process personal data because:

• It is needed to perform our contract with you (run the account and paid plan).
• You have given consent (for example connecting a Google or social account, accepting cookies, or ticking the box to hear from us after a free presence check).
• We have a legitimate interest in securing the service, preventing abuse, and understanding how the product is used, in ways that do not override your rights.
• We must comply with a legal obligation.

We share information with service providers who help us operate Oakenio:

• Hosting and infrastructure for the website and database.
• Stripe, for payments and subscriptions.
• Google, for sign-in and the Google products you connect.
• Google Analytics, to measure visits to oakenio.com, only if you accept analytics cookies.
• Google PageSpeed Insights, to measure the speed and health of the website address you give us.
• Zernio, to connect and publish to social and Google Business accounts.
• Resend, to send transactional email such as password resets and presence reports.
• Crisp, to run the live chat on oakenio.com, only if you accept cookies.
• DataForSEO, for AI search visibility and SEO figures. DataForSEO in turn puts the questions we ask on your behalf to ChatGPT, Google AI Mode, Claude, Gemini, and Perplexity. See section 7. For the free presence check, DataForSEO receives the business name, city, and trade, and returns its Google Maps listing, nearby businesses, and newest reviews. It also puts one question naming the trade and city, not the business, to each AI assistant.
• Websitero, if you choose to build a website there and connect it back to Oakenio.

Those providers may only use the data to provide their service to us. We may also disclose information if required by law, to protect rights and safety, or as part of a merger or sale of the business, with equivalent protections.

On oakenio.com we use three kinds of cookies:

• Essential cookies. These keep you signed in and remember your cookie choice (oakenio_consent, kept for 6 months). The site cannot work properly without them, so they do not need your consent.
• Analytics cookies, only if you accept. Google Analytics sets _ga and _ga_E9L554KRHZ to tell visits apart and recognise returning visitors. Each lasts up to 2 years. They are only set after you click “Accept” on our cookie banner, and Google Analytics does not load at all before then.
• Chat cookies, only if you accept. Crisp, which runs our live chat, does not load at all before you click “Accept”. From then on it sets cookies whose names start with crisp-client so a conversation carries on across pages and later visits. They last up to 6 months, renewed when you come back. Signing out of Oakenio starts a fresh conversation in that browser. On a computer the chat opens by itself once per visit on our home page, so we note in your browser’s session storage (oakenio:chat-opened) that it has. That note is deleted when you close the tab.

Google Analytics tells us which pages are visited, how people arrived (for example from a search or a link), how long they stay, their approximate location, and their device and browser type. It does not store your IP address. Its advertising features are turned off, so this data is not used for ads, and we do not place advertising cookies on our site.

You can change your choice at any time under Cookie settings, also found in the footer of our site. If you withdraw consent, we stop Google Analytics and the chat and delete their cookies from your browser.

If you install the Oakenio analytics pixel on your own website, it stores random visitor and session ids in that site’s local storage so we can count visits. It is not used to build advertising profiles. You are responsible for telling your visitors about it and collecting any consent your local law requires.

We keep account and business data while your account is open. Session records expire according to our sign-in settings. Billing records are kept as long as tax and accounting rules require. Website analytics events are kept so you can see history in the product. Google Analytics keeps detailed data about visits to oakenio.com for no more than 14 months. Free presence checks, and any email address given with one, are deleted 12 months after the check. If you close your account we delete or anonymise personal data we hold, except information we must retain for legal reasons.

Depending on where you live, you may ask us to access, correct, delete, or export your personal data, or to restrict or object to certain processing, and to withdraw consent where processing is based on consent. Email hello.oakenio@gmail.com. You may also complain to your local data protection authority.

You can update business details in the app, disconnect channels, and cancel a plan from Billing. To close the account entirely, contact us at the address above.

We and our providers may process data in countries other than yours, including the United States. Where required, we rely on appropriate safeguards such as standard contractual clauses or the provider’s comparable transfer mechanism.

Oakenio is built for businesses, not for children. We do not knowingly collect personal information from anyone under 16. If you believe we have, contact us and we will delete it.

We may update this policy as the product or the law changes. The “Last updated” date at the top will change. Material changes will be posted on this page; we may also email the address on your account.

Oakenio
hello.oakenio@gmail.com
https://oakenio.com

Related: Terms of service.