Privacy policy
Last updated: 27 April 2026
Apps 365 Ltd, registered in England and Wales, operates the LLM Submitter service at llmsubmitter.com. This policy explains what personal data we collect, why we collect it, how long we keep it, and what your rights are under the UK GDPR and the Data Protection Act 2018.
1. The data we collect
1.1 Account data
When you sign up we collect your email address, name, password (stored as a bcrypt hash, never plaintext), and IP address at signup for fraud prevention. If you upgrade we additionally collect billing address and VAT number - those go to Stripe (see Subprocessors); we never see card data.
1.2 Site data
For each domain you monitor we store the domain string, your audit results (scores, fetched HTML metadata, generated llms.txt / schema content), and a log of submissions you've made via our IndexNow integration. We do not store the full HTML of pages we crawl beyond what's needed to score the audit.
1.3 Crawler analytics data (Solo and above)
If you install our tracking snippet, we collect bot user-agent strings, IP addresses, requested paths and HTTP status codes. We do not set cookies, fingerprint, or in any way identify your site's human visitors - only the bots.
1.4 Citation tracking data (Pro and above)
For prompts you set up, we send the prompt to ChatGPT, Claude, Perplexity and Gemini and store the response, your brand mention status, and competitor mentions. The prompt itself is not personal data unless you put personal data in it - please don't.
2. Legal bases (UK GDPR Article 6)
- Contract: account, billing, audit and submission data are processed to deliver the service you've subscribed to.
- Legitimate interests: security logs, abuse detection, IP-based rate limiting.
- Consent: marketing email (off by default; opt-in at signup; revocable from /app/notifications).
- Legal obligation: retention of invoices for HMRC (6 years from end of accounting period).
3. How long we keep it
| Data | Retention |
|---|---|
| Account record (active) | Until you close the account. |
| Account record (closed) | 30 days, then hard-deleted. |
| Audit results, free tier | 6 months, then auto-purged. |
| Audit results, Solo | 12 months. |
| Audit results, Pro / Agency | Unlimited; deletable on request. |
| Crawler visits | 13 months (rolling) by default. |
| Invoices | 6 years (HMRC). |
| Audit log (security) | 2 years. |
4. Your rights
You have the right to access, rectify, port, restrict or erase your data. Use /app/export for a one-click JSON export of everything we hold. Use /app/account/delete for a 30-day pending deletion you can cancel within the window. For complex requests, email privacy@llmsubmitter.com.
5. International transfers
Some of our subprocessors are based outside the UK. Where that is the case we rely on UK International Data Transfer Agreements (IDTA) or, for EU-recognised destinations, EU Standard Contractual Clauses (SCCs). See the Subprocessor list for specifics.
6. Complaints
You can complain to the UK Information Commissioner's Office (ICO) at any time. We'd prefer you raise the concern with us first - privacy@llmsubmitter.com - but we won't stand in the way.
7. Contact
Apps 365 Ltd, registered in England.
privacy@llmsubmitter.com