Privacy Policy

InsightRoom Privacy Policy

Last Updated: July, 2026
Company: CEREBRUM LLC
Product: InsightRoom

1. Introduction

InsightRoom is an AI-powered media intelligence and analytics platform designed to help organizations monitor, analyze, and understand media content across sources such as television, radio, podcasts, newspapers, digital press, social media, and other publicly available or customer-authorized channels.

This Privacy Policy explains how InsightRoom collects, processes, stores, uses, shares, and protects personal data when customers, users, administrators, or authorized stakeholders access or use the platform.

By using InsightRoom, you acknowledge that your organization is responsible for ensuring that its use of the platform complies with applicable privacy, data protection, media monitoring, and regulatory requirements.

2. Scope of This Policy

This Privacy Policy applies to:

  • Authorized users who access the InsightRoom platform.

  • Customer representatives who administer or configure the platform.

  • Individuals whose information may appear in media content processed by InsightRoom, such as public speakers, presenters, guests, callers, journalists, influencers, social media users, or persons mentioned in monitored content.

  • Usage data generated through the use of InsightRoom.

This policy does not apply to third-party websites, platforms, social media networks, broadcasters, publishers, or external data sources that are not owned or controlled by InsightRoom or CEREBRUM LLC.

3. Our Role in Processing Personal Data

Depending on the deployment and contractual arrangement, CEREBRUM LLC may act as:

  • Data Processor / Service Provider: When InsightRoom processes data on behalf of a customer according to the customer’s instructions.

  • Data Controller: When CEREBRUM LLC determines the purposes and means of processing certain information, such as account management, billing, security monitoring, platform improvement, and customer support data.

The customer remains responsible for determining which media sources, keywords, entities, topics, users, and data categories are configured for monitoring and analysis within InsightRoom.

4. Types of Data We May Process

InsightRoom may process the following categories of information:

4.1 Platform Account Data

This may include name, email address, organization name, job title, phone number, user role, login information, access permissions, and account activity.

4.2 Media and Content Data

InsightRoom may process content from customer-approved or publicly available media sources, including:

  • TV and radio broadcasts.

  • Audio and video recordings.

  • Podcasts.

  • Newspaper and digital press articles.

  • Social media posts and comments.

  • Publicly available web content.

  • Customer-uploaded media files or documents.

  • Transcripts, translations, captions, images, screenshots, and metadata.

4.3 Personal Data Appearing in Media Content

Depending on the monitored source, media content may include names, voices, faces, images, opinions, affiliations, usernames, public statements, topics discussed, sentiment, location references, or other information that may identify or relate to an individual.

4.4 Analytics and AI-Generated Data

InsightRoom may generate analytical outputs such as:

  • Transcripts and summaries.

  • Topic classification.

  • Keyword and entity extraction.

  • Sentiment analysis.

  • Speaker identification or diarization.

  • Engagement and reach analytics.

  • Trend analysis.

  • Media mentions.

  • Compliance indicators.

  • Risk flags.

  • AI-assisted recommendations or alerts.

These outputs are generated to support media intelligence and decision-making and should be reviewed by authorized users before being used for formal action.

4.5 Technical and Usage Data

We may collect technical information such as error logs, API usage, configuration changes, and security events.

5. Sources of Data

InsightRoom may receive data from:

  • Public media broadcasts.

  • Licensed or authorized media feeds.

  • Social media platforms and APIs.

  • News publishers and digital press sources.

  • Customer-provided files, links, keywords, taxonomies, watchlists, or source lists.

  • Customer systems integrated with InsightRoom.

  • Authorized users interacting with the platform.

Customers are responsible for ensuring that they have the necessary rights, authorizations, licenses, notices, or legal basis to connect, upload, or monitor specific sources through InsightRoom.

6. Purposes of Processing

InsightRoom processes data for the following purposes:

  • Providing media monitoring and analytics services.

  • Capturing, indexing, transcribing, translating, and analyzing media content.

  • Detecting mentions of configured keywords, entities, topics, people, countries, organizations, brands, or campaigns.

  • Producing dashboards, reports, alerts, summaries, and insights.

  • Supporting customer service, technical support, and platform administration.

  • Maintaining security, access control, audit trails, and operational integrity.

  • Improving platform performance, reliability, and user experience.

  • Complying with applicable legal, regulatory, contractual, or security obligations.

  • Preventing misuse, unauthorized access, fraud, or abuse of the platform.

7. Legal Basis for Processing

Where required by applicable law, the legal basis for processing may include one or more of the following:

  • Performance of a contract with the customer.

  • Compliance with legal or regulatory obligations.

  • Legitimate interests, such as media monitoring, public communications analysis, security, service improvement, and business operations.

  • Consent, where required for specific processing activities.

  • Public interest or lawful customer mandate, where the customer is a public sector or regulated entity and has the appropriate legal basis.

The applicable legal basis may vary depending on the customer, jurisdiction, deployment model, data source, and purpose of processing.

8. AI Processing and Automated Analysis

InsightRoom uses artificial intelligence and machine learning technologies to analyze media content and generate insights. These technologies may support transcription, translation, classification, summarization, sentiment detection, topic modeling, speaker separation, entity recognition, image analysis, and other analytics.

AI-generated results may not always be complete, accurate, or contextually perfect. Customers and authorized users should apply human review before relying on outputs for official decisions, legal action, public communication, escalation, or reporting.

InsightRoom does not use customer data to train public AI models unless expressly agreed in writing with the customer.

9. Sensitive Personal Data

InsightRoom may incidentally process sensitive information if such information appears in monitored public content, uploaded files, broadcasts, or customer-configured sources. Sensitive information may include data relating to political opinions, religious views, health, biometric information, ethnicity, or other protected categories depending on applicable law.

Customers should avoid configuring monitoring activities that unnecessarily collect or expose sensitive personal data unless they have a valid legal basis, appropriate authorization, and necessary safeguards.

10. Data Sharing and Disclosure

We may share personal data only where necessary and appropriate, including with:

  • Authorized customer users and administrators.

  • Cloud hosting providers.

  • Technology service providers.

  • AI, transcription, translation, analytics, or infrastructure providers.

  • Support and professional services teams.

  • Legal, regulatory, or government authorities where required by law.

  • Sub-processors approved or disclosed under the applicable customer agreement.

We do not sell personal data.

11. Cloud Hosting and International Transfers

InsightRoom may be hosted on cloud infrastructure such as Microsoft Azure or other approved hosting environments, depending on the customer agreement and deployment model.

Data may be stored or processed in the country selected by the customer or in other regions where approved service providers operate. Where personal data is transferred internationally, appropriate contractual, technical, and organizational safeguards will be applied as required by applicable law and customer agreements.

12. Data Retention

InsightRoom retains personal data only for as long as necessary to provide the service, meet contractual obligations, support security and audit requirements, comply with legal obligations, or fulfill the purposes described in this Privacy Policy.

Retention periods may vary depending on:

  • Customer configuration.

  • Type of media source.

  • Contractual requirements.

  • Legal or regulatory requirements.

  • Backup and disaster recovery policies.

  • Audit and security obligations.

Customers may request deletion or export of their data according to the applicable agreement and platform capabilities.

13. Security Measures

InsightRoom applies technical and organizational security measures designed to protect personal data against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

These measures may include:

  • Role-based access control.

  • User authentication.

  • Encryption in transit and, where applicable, encryption at rest.

  • Audit logging.

  • Network and application security controls.

  • Secure cloud infrastructure.

  • Administrative access restrictions.

  • Monitoring and incident response procedures.

  • Backup and recovery controls.

  • Separation of customer environments where applicable.

No system can guarantee absolute security, but we take reasonable measures to protect the confidentiality, integrity, and availability of data processed through InsightRoom.

14. User Access and Customer Responsibilities

Customers are responsible for:

  • Managing authorized users and access permissions.

  • Ensuring that only approved personnel access InsightRoom.

  • Configuring monitored sources, keywords, dashboards, alerts, and reports lawfully.

  • Reviewing AI-generated outputs before action is taken.

  • Handling any data subject requests relating to customer-controlled data.

  • Ensuring their own users comply with applicable policies, laws, and contractual terms.

Authorized users must not use InsightRoom to monitor individuals unlawfully, conduct unauthorized surveillance, collect unnecessary sensitive information, or misuse analytics outputs.

15. Data Subject Rights

Depending on applicable law, individuals may have rights relating to their personal data, including the right to:

  • Request access to personal data.

  • Request correction of inaccurate data.

  • Request deletion of personal data.

  • Object to certain processing activities.

  • Request restriction of processing.

  • Request data portability, where applicable.

  • Withdraw consent, where processing is based on consent.

  • Lodge a complaint with the relevant data protection authority.

Where CEREBRUM LLC acts as a processor, requests relating to customer-controlled data should be directed to the relevant customer organization. We will support customers in responding to valid requests where required by contract and applicable law.

16. Cookies and Platform Tracking

InsightRoom may use cookies or similar technologies for authentication, session management, security, user preferences, performance monitoring, and analytics.

Users may control certain cookie settings through their browser. However, disabling essential cookies may affect platform functionality.

17. Children’s Data

InsightRoom is intended for use by organizations and authorized professional users. It is not intended for direct use by children. Customers should not configure InsightRoom to intentionally collect children’s personal data unless they have the appropriate legal basis, permissions, and safeguards.

18. Third-Party Sources and Platforms

InsightRoom may process data from third-party sources such as social media platforms, broadcasters, publishers, content providers, and APIs. These third parties have their own privacy policies, terms of use, and data handling practices.

CEREBRUM LLC is not responsible for the privacy practices of third-party platforms or publishers.

19. Data Breach and Incident Response

If we become aware of a security incident affecting personal data processed through InsightRoom, we will assess the incident and notify affected customers or relevant parties as required by applicable law and contractual obligations.

Customers are responsible for notifying regulators or affected individuals where they act as data controller, unless otherwise agreed in writing.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the platform, legal requirements, business operations, or security practices.

The updated version will be published with a revised “Last Updated” date. Continued use of InsightRoom after updates means the customer or user acknowledges the revised policy.

21. Contact Us

For questions about this Privacy Policy or the processing of personal data through InsightRoom, please contact:

CEREBRUM LLC
Email: hello@cerebrum.net
Website: www.inisghroom.ai