About this policy
CiteGeist is committed to maintaining your trust and confidence. This Privacy Policy applies to websites, apps, APIs, events, and other services that link to this policy (collectively, the "Services").
Depending on how you access the Services, this policy may be supplemented by additional notices, agreements, or product-specific terms. If there is a conflict, the specific notice or agreement for that Service controls.
Information we collect
We collect information in three primary ways: directly from you, from institutions or third parties, and automatically through your use of the Services.
Information you provide directly
- Contact details such as name, email address, postal address, and phone number.
- Account credentials such as username, password, and security-related information.
- Profile information such as role, field of study, organization, and areas of interest.
- Content you upload, store, or share, including references, notes, annotations, tags, comments, files, and project data.
- Billing and transaction details required for paid plans (processed through approved payment providers).
- Support communications and other messages you send to us.
- Product interaction data such as saved items, search queries, and feature preferences.
- Communication preferences, including marketing and update settings.
Information from your institution
- If your access is provided by an institution, we may receive your name, institutional email, role/title, and institutional user identifiers.
- This information is used to provision access, manage subscriptions, and support institutional administration and reporting.
Information from other sources
- Social login providers or integrations you authorize.
- Service providers and partners that support analytics, fraud prevention, localization, or customer support.
- Publicly available sources to validate or supplement account information where appropriate.
Device and usage data
- Device and network information such as IP address, browser type, operating system, and unique identifiers.
- Usage information such as pages visited, features used, settings selected, referring and exit pages, and timestamps.
- Diagnostic and performance data such as crash logs and error reports.
- Approximate location data inferred from IP or location-enabled features (where applicable).
We collect this information using cookies and similar technologies. You can control cookies through browser settings; however, disabling some cookies may affect core functionality.
How we use your information
We use personal information to operate, improve, and secure the Services, including to:
- Provide and manage access to your account and features.
- Process subscriptions, payments, downloads, requests, and customer support interactions.
- Personalize your experience, including relevant content and recommendations.
- Monitor performance, troubleshoot issues, and improve product quality.
- Send service updates, security alerts, and product announcements.
- Deliver marketing communications consistent with your preferences and applicable law.
- Detect fraud, abuse, policy violations, and other security threats.
- Conduct analytics, research, testing, and operational reporting.
- Comply with legal obligations and enforce applicable terms and policies.
Your personal account
If you maintain a personal CiteGeist account, we may use your activity, preferences, and settings across related CiteGeist features to provide a more consistent and productive user experience.
Administrator data
If you are an administrator for an organization using CiteGeist, we use your contact details to communicate about subscriptions, account administration, support, renewals, and related service notices.
Your preferences
You can manage communication and product preferences through your account settings and unsubscribe links in email messages. We may still send essential service communications, including security and account notices.
Accessing and updating your information
You can review and update many account details directly through the Services. Subject to applicable law, you may also request access, correction, deletion, portability, or restriction/object to processing of your personal information.
To exercise these rights, contact us at support@citegeist.io. We may request identity verification before fulfilling a request.
Data retention
We retain personal information as long as needed to provide the Services, fulfill contractual commitments, maintain records, resolve disputes, enforce agreements, and comply with legal obligations. Retention periods vary depending on data type and context.
Data security
We use appropriate technical and organizational safeguards designed to protect personal information against unauthorized access, disclosure, loss, misuse, and alteration.
Locations of processing
Your information may be processed in the country where you use the Services and in other countries where CiteGeist, Xtasis, or our service providers operate. Where required, we use legal and contractual safeguards to protect cross-border transfers.
Grounds for processing
Depending on applicable law, we process personal information on one or more of the following legal bases:
- To perform a contract with you or take steps at your request before entering a contract.
- To comply with legal obligations.
- With your consent, where consent is required.
- For legitimate interests such as operating, improving, and securing the Services, except where overridden by your rights.
- For tasks carried out in the public interest, where applicable.
Where processing is based on consent, you may withdraw consent at any time. Where processing is based on legitimate interests, you may have the right to object under applicable law.
Changes to this policy
We may update this Privacy Policy from time to time. Any updates will be posted on this page and reflected by an updated "Last updated" date. If material changes are made, we may provide additional notice through the Services or by other appropriate means.
Contact
If you have questions, requests, or complaints regarding this Privacy Policy or our data practices, contact us at:
Service-specific details
Certain CiteGeist features or plans may include additional privacy notices or contractual terms that apply to that feature, integration, workspace type, or customer segment (for example, institutional or enterprise environments).