Privacy & Data Rights
Data export, account deletion, consent management, cookie preferences, and data retention policies
Overview
AEO Optima implements full GDPR (Articles 15–20) and DPDP Act 2023 data subject rights. You can export all your personal data, request permanent account deletion, manage your consent preferences, and control cookie settings — all from self-service interfaces.
Data Export (Right of Access & Portability)
Download a complete JSON file containing all your personal data stored on AEO Optima.
What's included in the export
| Data Category | Details |
|---|---|
| Profile | Display name, email, avatar, creation date |
| Auth metadata | Last sign-in, MFA enrollment status |
| Organization memberships | All organizations you belong to, your role in each |
| Project memberships | All projects you have access to |
| Consent records | Every consent event (type, timestamp, IP, user-agent) |
| Audit logs | All actions logged under your user ID |
| MCP tokens | Token metadata (no secrets) |
| API keys | Key metadata (no secrets) |
| Scheduled reports | Reports you created or are subscribed to |
| Usage records | Your personal API usage and cost records |
| Alert rules | Alert configurations you created |
How to export
- Go to Settings > Profile.
- Scroll to the Data & Privacy section.
- Click Export My Data.
- A JSON file downloads immediately.
Note: The export contains all your data with no artificial limits. Data retention policies (see below) naturally bound the volume.
Account Deletion (Right to Erasure)
Permanently delete your account and all associated personal data with a 30-day cancellation window.
How to request deletion
- Go to Settings > Profile.
- Scroll to the Danger Zone section.
- Click Delete Account and confirm.
- Your account enters a 30-day grace period.
- During the grace period, you can still log in and cancel deletion.
- After 30 days, an automated daily process permanently removes your data.
What gets deleted
The deletion cascade follows 7 steps:
- Sole-member organizations — If you are the only member of an organization, the entire organization and all its child data (projects, prompts, snapshots, analytics, reports, webhooks, etc.) are cascade-deleted across 31 related tables.
- MCP tokens — All your MCP API tokens are deleted.
- Scheduled reports — All reports you created are removed.
- Memberships — You are removed from all organization and project memberships.
- Consent records — All your consent records are deleted.
- Usage records — Your
user_idis set to null (anonymized) to preserve aggregate billing data. - Auth account — Your authentication record is deleted, which cascades to your profile.
Cancelling deletion
During the 30-day grace period, go to Settings > Profile and click Cancel Deletion. Your account returns to normal status immediately.
Consent Management
All consent events are recorded server-side for compliance audit trails.
Consent types
| Type | When recorded |
|---|---|
terms_acceptance | On signup |
privacy_notice | On signup |
age_confirmation | On signup |
cookie_analytics | When accepting/rejecting cookies |
marketing_email | When opting in/out of marketing emails |
Each consent record stores: user ID (or anonymous cookie ID), consent type, granted/denied status, notice version, IP address, user-agent, and timestamp.
Cookie Preferences
First visit
On your first visit, a cookie consent banner appears with two options:
- Accept All — Enables analytics cookies (Google Analytics / GA4).
- Reject Non-Essential — Only essential cookies are set. GA4 is not loaded.
Changing preferences
Click Cookie Settings in the page footer at any time to reopen the consent banner and change your preferences.
Cookie expiry
Cookie consent preferences expire after 365 days, at which point the banner re-appears automatically.
What's gated behind consent
Google Analytics (GA4) tracking scripts only load if you have accepted analytics cookies. No tracking occurs without explicit consent.
Data Retention
An automated weekly process permanently deletes data older than the following retention periods:
| Data Type | Retention Period | Reason |
|---|---|---|
| Snapshots | 365 days | Analytics data lifecycle |
| Audit logs | 730 days (2 years) | Legal/compliance audit trail |
| Webhook deliveries | 90 days | PII in payload/response body |
| GA4 traffic data | 365 days | Analytics sync data |
| Alert history | 180 days | Alert notification records |
| Consent records | 730 days (2 years) | Legal proof of consent (IP, user-agent) |
| Usage records | 365 days | Cost/billing analytics |
| GSC search data | 365 days | Search Console sync data |
Why retention matters: Records like consent events and webhook deliveries contain PII (IP addresses, user-agents, email addresses). Automated retention ensures this data is not stored indefinitely, reducing compliance risk.
Legal Pages
The following legal pages are available from the footer on every page:
| Page | URL | Content |
|---|---|---|
| Privacy Policy | /privacy | Full privacy notice covering data collection, processing, and rights |
| Terms of Service | /terms | Platform usage terms and conditions |
| Cookie Policy | /cookies | Cookie types, purposes, and user controls |
| Acceptable Use | /acceptable-use | Usage restrictions and prohibited activities |
| Data Processing Addendum | /dpa | DPA with sub-processor table (6 vendors with locations) |
| Contact | /contact | Contact form, grievance officer, SLAs, category-specific emails |
Email Unsubscribe
All emails from AEO Optima include:
- One-click unsubscribe (RFC 8058) — Works natively in Gmail, Apple Mail, and other modern email clients.
- Browser unsubscribe — Click the unsubscribe link in the email footer for a styled confirmation page.
- Signed tokens — Unsubscribe links use HMAC-signed tokens with 90-day validity to prevent unauthorized requests.
Plan Availability
All privacy and data rights features are available on every plan, including Free. These are fundamental rights, not premium features.