Trackbase / Trackbase.ai — a service operated by Clarius AI B.V.
Last updated: 21 July 2026
1. Who we are
This Privacy Policy applies to the processing of personal data by Clarius AI B.V. (trading as Trackbase / Trackbase.ai), registered office at Hinthamerstraat 134 B, 5211 MT 's-Hertogenbosch, Nederland, registered with the Dutch Chamber of Commerce (KvK) under number 99663015. Trackbase is the data controller within the meaning of the General Data Protection Regulation (GDPR) for the data described below.
2. Who this policy applies to
This Privacy Policy applies to: (a) visitors of our website, (b) customers and users of the Trackbase platform (account holders and team members with access on behalf of a customer organisation), and (c) contacts of leads and business relations.
The Service is a business-to-business (B2B) service and is not directed at individuals under the age of 16. We do not knowingly collect personal data from minors.
3. What personal data we process
Depending on how you interact with Trackbase, we may process:
Account data: name, business email address, phone number, job title, company name and billing details;
Usage data: login timestamps, in-platform click behaviour, configured monitoring projects, selected competitors and search terms;
Technical data: IP address, device and browser information, cookie identifiers (see our Cookie Policy);
Communication data: correspondence via email, support chat or contact forms;
Payment data: invoicing and payment data processed via our payment processor, Stripe (we do not process full card details; these are handled directly by Stripe).
Trackbase does not, in principle, process special categories of personal data (such as health, race or religious belief). We ask customers not to enter such data as Content into the platform.
4. Processing through Third-Party AI Models
The core functionality of the platform consists of querying and analysing output from AI models offered by third parties (for example, providers of large language models). When you enter search terms, brand names or competitor data, these may be transmitted as part of automated queries to these third-party AI model providers.
For these queries we use, as far as possible, business-related, non-personal search terms (brand and product names). Please do not enter personal data about yourself or others as part of monitoring queries unless functionally necessary and permitted.
These third-party AI model providers may be located outside the European Economic Area (EEA). See Article 7 for further information on such transfers.
We only transmit data that is necessary to provide the Service and, where possible, use API services under terms ensuring that customer data is not used to train AI models.
5. Purposes and legal bases for processing
Performance of the contract: creating and managing your Account, providing the Service including visibility and competitor monitoring and advisory functionality, invoicing and customer support (legal basis: performance of a contract, Art. 6(1)(b) GDPR);
Legitimate interest: platform security, fraud prevention, product improvement and anonymised/aggregated analytics, direct marketing to existing business contacts about similar services (legal basis: legitimate interest, Art. 6(1)(f) GDPR);
Consent: non-essential cookies and marketing communications to new leads (legal basis: consent, Art. 6(1)(a) GDPR), see our Cookie Policy;
Legal obligation: complying with tax and accounting record-keeping obligations (legal basis: legal obligation, Art. 6(1)(c) GDPR).
6. Retention periods
We retain account and usage data for the duration of the agreement and for up to twelve (12) months thereafter, unless a longer retention period is legally required (for example, the seven-year Dutch tax record-keeping obligation).
We retain data of leads who did not become customers for up to twenty-four (24) months after the last contact moment, unless you request earlier deletion.
Anonymised or aggregated measurement data may be retained for longer periods for benchmarking and product development purposes, as it no longer qualifies as personal data.
7. Sharing with third parties and transfers outside the EEA
We share personal data with carefully selected processors and service providers, including:
hosting providers and the builder/hosting provider of our website (Framer);
providers of AI models we query for the purposes of the Service;
Stripe as our payment processor for invoicing and collections;
a CRM system for sales follow-up and customer management (currently Pipedrive; this may change in the future, for example to HubSpot or a similar system, in which case this Privacy Policy will be updated accordingly);
email and support tools;
analytics and product-improvement tools, including Google Analytics, Microsoft Clarity and PostHog (the latter hosted within the EU).
We enter into data processing agreements with these parties where required.
Some of these parties are located outside the EEA, including in the United States. For such transfers we ensure appropriate safeguards, such as the European Commission's Standard Contractual Clauses, where necessary supplemented with additional technical and organisational measures, or we rely on a valid adequacy decision, such as the EU-U.S. Data Privacy Framework.
We actively monitor developments regarding international transfers of personal data (including any changes to, or legal challenges against, the EU-U.S. Data Privacy Framework) and adjust our safeguards where necessary.
We never sell personal data to third parties.
8. Security
We implement appropriate technical and organisational measures to protect personal data against loss or unlawful processing, including encryption of data in transit, role-based access control, and periodic security reviews. Despite these measures, no system can guarantee absolute security.
In the event of a security incident, we act in accordance with the GDPR and notify affected individuals and supervisory authorities where legally required.
9. Your rights
Under the GDPR you have the right to access, rectify, erase and restrict the processing of your personal data, the right to data portability, and the right to object to processing based on legitimate interest, including direct marketing.
Where processing is based on your consent (for example, for non-essential cookies or marketing communications), you have the right to withdraw that consent at any time, without affecting the lawfulness of processing prior to withdrawal.
You can exercise these rights by contacting us at bodrik@trackbase.ai. We will respond within one month of your request, with the possibility of extending this period by two months for complex requests.
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl) or your local supervisory authority if you believe we are not processing your personal data in accordance with the GDPR.
10. Automated decision-making
The platform's advisory module generates automated recommendations based on measurement results. These recommendations relate to business content and visibility strategy, have no legal effect on individuals, and are not used for automated decision-making within the meaning of Article 22 GDPR affecting you as an individual.
11. Cookies
For information about the use of cookies and similar technologies on our website and within the platform, see our separate Cookie Policy.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. In case of material changes, we will notify registered users by email or via a notice within the platform. The date of the last update is shown at the top of this document.
13. Contact
For questions about this Privacy Policy or the processing of your personal data, please contact Clarius AI B.V., Hinthamerstraat 134 B, 5211 MT 's-Hertogenbosch, Nederland, email: bodrik@trackbase.ai.