AutomateIndex privacy policy

Who is responsible

Enstellis SRL operates AutomateIndex as the platform provider. For privacy, legal, security, account, billing, or support requests, contact support@automateindex.com.

• Controller: Enstellis SRL
• Registered office: Frunzei Street, No. 11, Galati Municipality, Galati County, Romania
• Contact email: support@automateindex.com
• Romanian Trade Register / ONRC: J2026032702008
• Company tax identification code (CUI/CIF): 54719618
• Special EU VAT identification code (Article 317; not normal Romanian VAT registration): RO55264107
• Supervisory authority: National Supervisory Authority for Personal Data Processing (ANSPDCP)

AutomateIndex acts as controller for account, billing, website, support, security, and product administration data. For crawler event data, generated-file operations, and integration data processed for a publisher site, the publisher is usually the controller and AutomateIndex acts as processor unless agreed otherwise.

Launch list

The public AutomateIndex launch list is separate from account signup. Joining it does not create an account, workspace, preview, subscription, or billing relationship. We use double opt-in, so an address remains pending until the person who can access it follows the confirmation link.

After confirmation, Enstellis SRL keeps the address and consent evidence in AutomateIndex records, and the company support mailbox receives an enrollment notice. We use the address only to administer the list, send its required confirmation or unsubscribe messages, and send the AutomateIndex launch announcement described when the address was submitted.

Every subscriber-facing launch-list email includes an unsubscribe path. Withdrawing consent stops launch-list email and removes the raw address from the active list. We may keep a minimal pseudonymised suppression record and limited delivery or security evidence where reasonably needed to honor that choice, prevent abuse, resolve consent or delivery questions, and comply with law.

What we process

• Launch-list data: email address, pending, confirmed, or unsubscribed status, request and consent timestamps, submission source, applicable privacy and consent version, delivery status, hashed action-token proof, and minimized abuse-prevention evidence.
• Account and workspace data: email, name, current legal-document versions and acceptance evidence, including acceptance of the 18+ eligibility term, role, workspace details, plan state, settings, and support messages.
• Website and audit data: domain, public policy files, visibility-readiness checks, generated-file previews, recommendations, submitted lead details, and report history.
• Agent Product Studio data: private Studio runs and append-only revisions; owner instructions, assertions, permissions, and product choices; selected audited same-publisher source URLs; AutomateIndex recommendations and owner-tailored proposals; illustrative buyer samples; supported and requested output fields; validation results and unmet needs; analysis, evidence, schema, and workshop versions; integrity hashes; and the exact revision and variant selected for an approved Product Version. Studio instructions remain owner assertions unless separately supported by current evidence.
• Provider and install data: selected host, non-secret setup receipts, integration status, heartbeat proof, provider identifiers, setup errors, and owner-approved install context.
• Crawler event data: request path, user agent, bot classification, timestamp, action, status code, country if available, hashed or minimized IP data where possible, and related monitoring metadata.
• Optional paid structured-access data: the publisher receiving wallet and configured price; payment reference, requested resource, amount, network, and asset; payer wallet and transaction or settlement identifiers when the payment provider returns them; a cryptographic hash of the payment authorization rather than the raw authorization; user-agent; and reconciliation, delivery, security, and activation records. AutomateIndex does not treat unauthenticated proxy headers as payer or buyer IP evidence and does not record them in paid-access accounting. AutomateIndex uses the retained records to orchestrate and verify direct, non-custodial settlement and does not receive, hold, forward, or withdraw the funds.
• Billing data: individual or business name, billing address and country, tax or VAT identifier when supplied, Stripe customer, Checkout, subscription, invoice, and payment-method identifiers, selected plan and price, 14-day preview eligibility and status, accepted legal-document versions and checkout consent evidence, amount due, invoice, payment, first-successful-payment, refund, credit-note, cancellation, renewal, failed-payment, and tax status, limited payment-method evidence returned by Stripe, tax/accounting context, and billing support correspondence.
• Consumer-withdrawal evidence: customer name, an AutomateIndex contract reference, exact withdrawal statement, server submission time, legal-flow version, a keyed hash of the verified acknowledgement email, encrypted pending-email content, delivery state, subscription-cancellation outcome, refund assessment, and fiscal-correction status. The pending email destination and body are redacted from the delivery outbox after final delivery or terminal failure; the minimum legal evidence remains separately.
• Technical and security logs: authentication, abuse prevention, rate limits, errors, uptime, diagnostic data, and security events needed to operate and protect the service.
• Answer-surface data: configured questions, sampled provider responses, citations or mentions, and evidence summaries when the owner enables AI answer-surface measurement.

Stripe processes full card or other payment credentials for Checkout. AutomateIndex does not receive or store the full card number, card security code, or online-banking credentials. AutomateIndex may receive limited payment-method metadata from Stripe, such as a provider identifier, card brand, last four digits, fingerprint, and whether a reusable payment method was collected, where Stripe supplies it.

Sources of data

• Directly from you when you request, confirm, or leave the public launch list.
• Directly from you when you create an account, add a website, contact support, configure settings, configure optional paid features, or approve an install.
• Directly from you when you start, revise, resume, close, or complete an Agent Product Studio run and when you choose between the AutomateIndex recommendation and your tailored version.
• From public website scans, verified domains, generated-file checks, crawler events, supported-host integrations, and provider callbacks.
• From service providers when they return operational, billing, delivery, integration, or measurement data needed to provide the service.

Purposes and legal bases

• Contract: providing accounts, the 14-day preview, paid dashboards, audits, generated files, install flows, monitoring, reports, AgentToll features, billing access, export, withdrawal and cancellation handling, and support.
• Contract: operating private Agent Product Studio runs, saving requested revisions, comparing deterministic recommendations with owner-tailored proposals, validating supported delivery, and binding an owner's selected exact revision and variant to an approved Product Version.
• Legitimate interests: securing the service, preventing abuse, enforcing one-preview eligibility, honoring launch-list suppression choices, debugging, proving install state, maintaining reliability, understanding crawler activity, and improving product quality.
• Legal obligation: tax, accounting, billing, fraud, security, compliance, sanctions, lawful requests, and record-retention duties where applicable.
• Consent: confirming and administering the public launch list and sending its launch announcement, plus optional communications or non-essential cookies if AutomateIndex adds them later.

Agent Product Studio and reasoning services

Agent Product Studio currently uses AutomateIndex's deterministic rules, the current bounded public website audit, current same-publisher source evidence, and the owner's saved choices. AutomateIndex does not currently send Studio instructions, assertions, selected sources, revisions, or tailored proposals to an external reasoning-model API.

AutomateIndex may later add an optional server-side reasoning service to improve draft names, buyer questions, explanations, field suggestions, or candidate variants. That service is not active now. Before activating it, AutomateIndex will complete the applicable privacy and provider review, update this policy where required, and limit any disclosure to the minimum sanitized inputs needed. A future model suggestion will remain an untrusted draft and will not decide ownership, legal rights, factual truth, price authorization, Product Version approval, activation, or payment.

Retention

• An unconfirmed launch-list enrollment expires after 30 days. Its pending subscriber record is then deleted by the next scheduled cleanup.
• A confirmed launch-list address is kept until you unsubscribe or the list closes. After unsubscribe, the raw address is removed from the active list; a minimal keyed address hash and limited consent, delivery, security, or company-mailbox evidence may be kept only as reasonably needed for suppression, abuse prevention, legal claims, and compliance.
• Account, workspace, site, generated-file, monitoring, report, and integration records are generally kept while the workspace is active or as needed to provide export, offboarding, support, security, and legal evidence.
• Private Agent Product Studio runs and their append-only revisions are generally kept while the workspace is active. An authenticated workspace-closure export includes the complete ordered Studio run and revision history before retained-minimal cleanup. That cleanup deletes the Studio runs and revisions and clears their Studio bindings from retained Product Versions; it does not keep the owner-input, tailored-proposal, validation, or revision payload as a hidden workspace archive.
• Workspace deletion and account closure may retain minimal records needed for billing, tax, fraud prevention, preview-abuse prevention, security, legal claims, support evidence, and preventing repeated use of a one-time preview.
• A customer-facing closure export is a temporary service-delivery record, not automatically an accounting record. Under the current policy, download access and the underlying closure-export payload expire 30 days after the terminal closure event. The payload is then purged and only a protected minimal receipt, integrity hash, and policy evidence remain. AutomateIndex does not keep an encrypted archive of the whole workspace or closure payload after that deadline.
• A documented legal hold may suspend a due purge only for the affected evidence and purpose. Legal-hold placement and release are recorded; ending a hold resumes the ordinary retention schedule rather than creating an indefinite default.
• Romanian accounting records and supporting documents are generally retained for five years calculated from 1 July of the year following the relevant financial year, unless a different mandatory period applies.
• Minimal VAT, business-tax identity, invoice-treatment, and related evidence is segregated from workspace content. Where the EU OSS record rule applies, the relevant records are retained for ten years from the end of the calendar year of the transaction. The current business-tax evidence clock is calculated on that calendar-year basis; it is not a reason to retain the customer's whole workspace.
• Consumer-withdrawal statements, timestamps, acknowledgement-delivery proof, cancellation outcomes, refunds, and related fiscal corrections are retained only for the applicable legal, accounting, tax, and claims periods under this schedule.
• Stripe, accounting, invoice, tax, payment, cancellation, and failed-payment records may be retained by Stripe and AutomateIndex for the applicable statutory period or, where necessary, to establish, exercise, or defend a claim.
• Rate-limit and abuse-prevention windows are kept only as long as reasonably needed for safety and reliability.
• Provider backups, logs, and point-in-time restore history may retain deleted data until the provider backup or log-retention window expires.
• Support, privacy, legal, security, and billing correspondence may be retained as long as needed to answer requests, comply with law, or establish, exercise, or defend legal claims.

Cookies and similar technologies

AutomateIndex should use only essential cookies or local storage required for authentication, security, dashboard operation, and install flows at launch. If analytics, advertising, or other non-essential tracking is added later, AutomateIndex should add an appropriate consent flow before enabling it for EU visitors.

International transfers

Some providers may process data outside the EU/EEA. Where this happens, AutomateIndex relies on an adequacy decision or appropriate safeguards such as the EU Standard Contractual Clauses where required.

Security

AutomateIndex minimizes raw personal data where possible, hashes or limits IP data where feasible, signs event ingestion, avoids exposing provider secrets, and separates monitor-only collection from enforcement. No system is perfectly secure, but AutomateIndex is designed to avoid collecting data that is not needed for the service.

Your rights

• Access the personal data we hold about you.
• Ask us to correct inaccurate or incomplete data.
• Ask us to delete data where the law allows it.
• Ask us to restrict or object to certain processing.
• Ask for portability of data you provided to us.
• Withdraw consent where processing is based on consent.
• Complain to the Romanian supervisory authority or another competent EU/EEA supervisory authority.

To exercise rights, contact support@automateindex.com. Include the affected account email, workspace, website domain, and enough context for AutomateIndex to verify the request. AutomateIndex aims to respond without undue delay and normally within one month, subject to GDPR and any lawful extension right.

The authenticated workspace export and closure-export paths include Agent Product Studio runs and revisions according to the lifecycle described above. A verified access, correction, deletion, restriction, objection, or portability request may also cover Studio data, subject to another person's rights and any legal ground that requires limited evidence to be retained.

Automated decision-making

AutomateIndex does not use personal data for solely automated decisions or profiling that produce legal effects or similarly significant effects on individuals. Product scores, deterministic Studio recommendations, tailored proposals, and validation results are technical support signals for site owners, not automated legal or financial decisions. An authorized owner chooses whether to approve an eligible exact Product Version.

Authority

Privacy complaints may be sent to the National Supervisory Authority for Personal Data Processing (ANSPDCP) or your local EU/EEA supervisory authority where applicable.