1. Overview
This Privacy Policy explains how Kommon Poll collects, uses, discloses, and protects personal data when you visit our website, create an account, use the Kommon Poll platform, configure searches, receive alerts, generate reports, use Kommon Poll AI, contact support, or interact with our product, sales, and marketing activities.
Kommon Poll is built to monitor online conversations, mentions, sentiment, complaints, competitor activity, emerging trends, and public-source data. Because of that, this policy distinguishes between account and customer relationship data, Customer Data configured by users, and Public Source Data collected from online sources.
2. Who we are and our privacy roles
Kommon Poll is provided by Synapse Artificial Intelligence Labs (Pvt) Ltd. For account, billing, website, sales, marketing, support, security, and operational data, we generally act as a controller. For Customer Data processed on behalf of a customer through the Kommon Poll platform, we generally act as a processor or service provider under the customer's instructions.
Where the Data Processing Agreement applies, it governs our processor obligations for Customer Data.
3. Data we collect
We may collect the following categories of information:
- Account data: name, email address, phone number, organisation, role, login details, user permissions, workspace details, and account settings.
- Billing and commercial data: plan, subscription, invoices, payment status, billing contact, purchase history, tax details, order forms, and customer communications.
- Service configuration data: searches, keywords, competitors, brands, source selections, tracking links, tracked pages, profiles, groups, hashtags, channels, filters, alerts, schedules, reports, exports, prompts, and notes.
- Public Source Data: public posts, comments, reviews, news content, blogs, forums, public engagement metrics, public profile names or handles, public source URLs, timestamps, media metadata, and other online content relevant to configured searches or monitored sources.
- Kommon Poll AI data: prompts, questions, summaries, generated outputs, classification results, sentiment labels, intent labels, topics, translations, and report narratives.
- Usage and device data: pages visited, product actions, log data, browser type, device identifiers, IP address, approximate location, session data, feature usage, error logs, and security events.
- Communications and support data: emails, support chats, feedback, feature requests, survey responses, meeting notes, call details, and product update interactions.
- Cookies and similar technologies: information collected through cookies, pixels, local storage, analytics tags, and similar tools as described in the Cookie Policy.
4. Public Source Data and social listening
Kommon Poll is designed to help customers understand public and online conversations. We may collect and analyse Public Source Data from online sources depending on the search configuration, plan, source availability, and applicable platform rules.
Public Source Data may contain personal data where individuals have made content publicly available or where public platforms display names, handles, comments, reviews, reactions, public engagement, location cues, or other information. We process this data to provide social listening, brand intelligence, reputation monitoring, competitor analysis, alerts, reporting, search, filtering, deduplication, classification, translation, and AI-assisted analysis.
Customers are responsible for ensuring that their search configurations, tracking links, reports, exports, retention, and downstream use comply with applicable law and their own privacy obligations.
5. How we use information
We may use information to:
- provide, operate, secure, monitor, and improve Kommon Poll;
- create and manage accounts, subscriptions, invoices, support requests, and customer relationships;
- run configured searches, tracking links, dashboards, alerts, exports, and reports;
- analyse mentions, sentiment, intent, topics, competitor activity, trends, and public-source signals;
- operate Kommon Poll AI and generate summaries, classifications, recommendations, translations, and reports;
- communicate about product updates, support, billing, onboarding, security, and administrative matters;
- personalise product experience, documentation, training, and customer success;
- detect, prevent, and respond to fraud, abuse, security incidents, unlawful use, and policy violations;
- comply with legal obligations and enforce agreements; and
- develop aggregated, de-identified, or statistical insights that do not identify a customer or individual.
6. Legal bases and customer responsibility
Where applicable law requires a legal basis, we rely on bases such as performance of a contract, legitimate interests, consent, compliance with legal obligations, and protection of rights, safety, and security.
For Customer Data and customer-configured monitoring, the customer is responsible for identifying the appropriate legal basis, providing any required notices, obtaining required consents, respecting opt-outs, and ensuring that reports or exports are used lawfully.
7. How we share information
We may share information with:
- Service providers and subprocessors that support hosting, cloud infrastructure, AI processing, analytics, data processing, payments, email, support, security, logging, and product operations;
- Customer administrators and authorised users according to account permissions;
- Third-party integrations where you connect or request integration with external tools such as email, messaging, calendar, CRM, reporting, or collaboration systems;
- Professional advisers such as lawyers, auditors, accountants, insurers, and consultants;
- Authorities or third parties where required by law, court order, legal process, or to protect rights, safety, security, and integrity; and
- Business transaction parties in connection with a merger, acquisition, financing, restructuring, investment, or sale of assets.
We do not sell personal data to advertisers.
More information about operational providers is available on our Subprocessors page.
8. AI processing
Kommon Poll may use AI models and automated systems to classify, summarise, translate, cluster, enrich, rank, and generate insights from Customer Data and Public Source Data. AI outputs may be reviewed, corrected, or refined by users.
Where Customer Data is processed through AI systems on behalf of a customer, the Data Processing Agreement and applicable Order Form may include additional terms. We apply reasonable safeguards to protect Customer Data used in AI-assisted features, but customers must avoid submitting data they are not authorised to process.
9. Cookies and similar technologies
We use cookies and similar technologies to run the website and product, remember preferences, understand usage, improve performance, support security, deliver support and feedback tools, and measure marketing effectiveness. See the Cookie Policy for more detail.
10. Retention
We retain personal data for as long as necessary to provide the Service, maintain accounts, comply with legal obligations, resolve disputes, enforce agreements, support security, and meet legitimate business needs.
Customer Data retention may depend on the applicable plan, Order Form, account settings, export history, source availability, backup cycles, legal requirements, and DPA obligations. Public Source Data may also be affected by source deletion, platform restrictions, data refresh schedules, and search configuration changes.
For more detail, see our Data Retention and Deletion Policy.
11. Security
We use reasonable technical and organisational measures designed to protect information from unauthorised access, loss, misuse, alteration, and disclosure. Measures may include access controls, authentication, encryption in transit, logging, monitoring, backups, least-privilege access, staff confidentiality obligations, and vendor review.
No system is perfectly secure. You are responsible for protecting account credentials, configuring user access carefully, and notifying us promptly of suspected unauthorised access.
For a practical overview of safeguards, see our Security page.
12. International transfers
Kommon Poll may use cloud infrastructure, support providers, AI providers, analytics providers, and other vendors located in Sri Lanka or other countries. Where required, we use appropriate safeguards for cross-border processing and transfers.
13. Your rights and choices
Depending on applicable law and your relationship with us, you may have rights to request access, correction, deletion, restriction, objection, portability, withdrawal of consent, or complaint to a regulator.
If your request relates to data controlled by a Kommon Poll customer, we may direct you to that customer or handle the request under the customer's instructions. To exercise rights, contact us at help@kommonpoll.com.
14. Children
Kommon Poll is intended for business and professional use. It is not directed to children and should not be used by children to create accounts.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new Last updated date. If changes are material, we may provide additional notice.
16. Contact
For privacy questions or requests, contact:
Synapse Artificial Intelligence Labs (Pvt) Ltd
132/12, Hiripitiya, Pannipitiya, Sri Lanka
Email: help@kommonpoll.com