Privacy & Cookie Policy

1. Who we are

Publedia is a social media workspace: you connect the accounts you already run on X, Facebook, Instagram, Threads, LinkedIn, TikTok, YouTube and Bluesky, and plan, schedule and publish to them from one place. Cublya (“we”, “us”) is the controller for the personal data described here. You can reach us at [email protected] about anything in this policy.

Publedia publishes nothing you have not asked it to publish, and holds nothing about a platform account until you connect it.

2. What we process

• Account data: your email address and name, and your picture if you sign in with Google, which passes us your name, email address and picture and nothing else. A password is stored only as a hash, and if you sign in with Google there is no password at all.
• Preferences: your timezone, time format, and appearance choice.
• Connected platform accounts: for each account you connect, the platform, the account id on that platform, the handle, the display name, the profile picture, when it was connected, and whether its authorisation is still healthy. Who holds the access token depends on the platform. X, YouTube, LinkedIn and Bluesky are connected directly, and we store their tokens ourselves, encrypted with a key held outside the database. For Facebook, Instagram, Threads and TikTok the token is held by our publishing gateway, Outstand (section 6), not by Publedia.
• Post results and statistics: what a platform reports back about a post we sent for you, such as its id, link and status, and the views, likes, comments and similar counts it reports for posts published through Publedia.
• Comments and messages: on platforms where the inbox is available, the comments and direct messages people send to your connected accounts, with the sender's handle and picture, so your workspace can read and answer them.
• What you create: drafts, scheduled and published posts, per-channel variants, schedules, automations and their run history, channel groups, and brand settings.
• Media you upload: images and video, with file type, size, dimensions, duration, and any alt text you write. Whatever is visible in a file is in the file, including the people and places in it and any metadata you did not strip.
• AI prompts and generations: what you ask the assistant, what it returns, the conversation history, and an audit record of every tool call made on your behalf, with the workspace and the member who made it.
• Automation source connections: if you connect Notion, Slack, or Google Drive as a source for an automation, we store an access token encrypted with a key held outside the database, the scopes that system actually granted, and whatever a run read from it.
• Sign-in sessions: we record the IP address and browser string of each live session, which is what lets you see where your account is signed in and sign the other sessions out.
• Consent and acceptance records: which version of these documents you accepted when you created your account (or later, when we asked again), whether you created it with an email address or with Google, when, and the IP address, browser string and language of the request that recorded it. Those are evidence of the click, stamped by our server rather than reported by your browser. If you change your cookie settings while signed in, that answer is added too. A withdrawal is added as a new entry rather than erasing the old one.
• Abuse protection: counters of recent requests, keyed on your IP address, that slow down repeated sign-in attempts and other bursts.
• Referral links: when someone opens a referral link, we count the opening once a day using a hash of their IP address and the date, never the address itself. If you sign up through a link, we record whose link it was so both of you get the reward.
• Contact form: the email address you give and your message, sent to our support inbox.
• Technical data: IP address, browser and device type, processed by our hosting providers to deliver and secure the service. Our application logs record the address and method of requests (which can include account, workspace and post ids), background job outcomes and error messages.
• Usage data: page visits counted by Cloudflare Web Analytics and session recordings by OpenReplay, each only if you allow it (section 5).
• Communications: the content of any email you send us.

Content you schedule can carry more than it looks like it carries. A campaign brief, a customer photograph, or a reply drafted in the composer can contain personal data about other people, and you decide what to put there.

3. Why we process it, and on what basis

• Running the service (storing drafts and media, scheduling, delivering posts to the accounts you connected, showing you what happened): performance of our contract with you, Art. 6(1)(b) GDPR. This is not optional; without it there is no product.
• Creating and securing your account, including authentication, session management, rate limiting, and abuse prevention: performance of the contract, and our legitimate interest in keeping the service available and safe, Art. 6(1)(f).
• Keeping the service working: error logs, uptime and gateway health monitoring, and diagnosing failed deliveries. Legitimate interest in operating a reliable service, Art. 6(1)(f). You can object to this at any time, see section 11.
• Analytics and session replay: consent, Art. 6(1)(a) GDPR and § 25(1) TDDDG, given in the cookie banner and withdrawable at any time. Nothing loads until you allow it.
• Answering you when you write to us or use the contact form: legitimate interest in supporting our own users, Art. 6(1)(f).
• Counting referral link openings and crediting referrals: legitimate interest in running the referral programme, Art. 6(1)(f).
• Proving consent and acceptance: legal obligation, Art. 6(1)(c), read with Art. 7(1).

Providing this data is a contractual requirement in the sense that Publedia cannot work without the accounts and content you choose to give it. There is no consequence to not providing them other than having nothing to publish.

4. Automated processing and AI

Publedia drafts and rewrites copy, suggests variants, and can run AI steps inside an automation. A language model reads your instruction and the content you point it at, and returns text that the app shows you before anything is published. Nothing is decided about you: this produces no legal or similarly significant effect and is not automated decision-making in the sense of Art. 22. You can edit or discard everything a model produces, and a scheduled post can be changed or cancelled until it is sent.

We do not train any model on your content, and nobody at Cublya reads your drafts or media to improve the product.

What a model provider does with a request while it processes it is governed by that provider's own terms. To be straight about a gap: Publedia does not currently set a no-training or zero-retention flag on those requests, and some routes in the fallback chain are free tiers whose provider may use prompts to improve their own models. If that matters for your content, an admin can switch the assistant off for the whole workspace in AI settings, and you can leave the AI blocks out of your automations.

We do not sell or share a profile of you, and we do not use your content to advertise to you.

5. Cookies and similar technologies

This covers anything stored on or read from your device, not only cookies: local storage and session storage count too.

Needed for what you asked for (no consent needed, § 25(2) TDDDG):

• Sign-in cookies on api.publedia.com (__Host-publedia.session_token and a short-lived copy of the session): keep you signed in until the session ends, at most seven days after you last used it. Signing in with Google also sets a cookie for the few minutes the round trip to Google takes.
• Your cookie choices (app.consent, local storage): what you allowed and when, for twelve months.
• Settings you choose in the app (local storage): theme, language, layout and dismissed notices, and the draft you are writing, kept on your device until you clear them.
• For one visit (session storage, gone when the tab closes): a referral code from the link you followed, the page to return to after connecting a channel, and an unfinished workspace setup.

Optional, each only after you allow it:

• Analytics: Cloudflare Web Analytics counts page visits. It sets no cookie; its script reads the page address, the referring page, your browser and page load times, and Cloudflare receives your IP address with them.
• Session replay: OpenReplay records the pages you use so we can see where something went wrong: what is on screen, including posts, comments and inbox messages, and your clicks, scrolling and page changes. What you type is hidden. It keeps an identifier for the recording in your browser, which is removed when you withdraw, and it stays off when your browser sends Do Not Track.

The banner offers Reject, Customize and Accept, and nothing is switched on in advance. Change your mind at any time from Cookie settings in the footer or in your privacy settings: withdrawing stops both at once. We ask again after twelve months and when this policy changes. If your browser sends a Global Privacy Control signal and you have not chosen, we treat it as a refusal of both and of any sale or sharing of personal information.

6. Who else processes your data

We do not sell your personal data and we do not share it for advertising. We do use service providers, who process it on our instructions:

• netcup (Germany): the server our web application, API, background workers and database run on. It holds your account, sign-in records and everything you create in Publedia, and handles the technical data in every request.
• Cloudflare: every request to Publedia passes through Cloudflare, which provides the domain names, the encrypted connection and protection from attacks, and so sees your IP address and the request. It also stores the media you upload and our encrypted database backups, in the EU (Cloudflare R2), and, only if you allow analytics, runs Cloudflare Web Analytics.
• Google: if you sign in with Google, Google confirms who you are and passes us your name, email address and picture.
• Outstand: our publishing gateway. It runs the connection to Facebook, Instagram, Threads and TikTok, holds the access tokens for the accounts you connect there, delivers your posts to them, and passes back what those platforms report. Your post text and media reach those platforms through it.
• OpenRouter and Google: the model providers behind AI features. What you send the assistant, and the content an AI automation step reads, goes to whichever route answers. OpenRouter may route a request onward to a further model host, currently Google or Amazon Bedrock.
• Grafana Labs (United Kingdom): receives our application logs and server metrics, for monitoring and fixing faults. The transfer relies on the European Commission’s adequacy decision for the United Kingdom.
• Resend: sends our emails: sign-up confirmation, password resets, invitations, the notifications you switch on, and what you send through the contact form. It sees the address and the content of each email.
• OpenReplay: session replay, only with your consent, and never with the media you upload.

X, YouTube, LinkedIn and Bluesky are connected directly: Publediatalks to them with its own app registration and no gateway in between.

The platforms themselves are not our processors. When you publish, you are sending your content to a platform you have your own relationship with, and what happens to it there is governed by that platform's terms and privacy policy.

We may also disclose data where the law requires it, or to establish or defend legal claims.

7. YouTube API Services

Publedia uses YouTube API Services to connect YouTube channels, upload videos to them, and read how those videos perform. By using our YouTube features you also agree to the YouTube Terms of Service, and Google's handling of your data is described in the Google Privacy Policy.

What we read and store. When you connect a channel, we read and store the channel's name, handle and picture, and its channel id. For each video we upload, we store the upload result: the video id, its link, and its status on YouTube. We then read and store the video's view, like and comment counts. YouTube is connected directly, so the access token Google issues is stored by Publediaitself, encrypted with a key held outside the database. We ask Google only for permission to upload videos and to view your YouTube account.

What we send. The video file, its title, description and audience, the visibility you chose, and the publish time if you scheduled it. We send only what you entered and do not add to it.

How we use and share it. Only to show you which channel a video goes to, to upload what you asked us to upload, and to show how your videos are doing. Members of the workspace you connect the channel to can see this data: connecting a channel to a workspace is how you approve them to. If a member asks the assistant about how posts are performing, the statistics it reads, YouTube's included, may be sent to the model providers listed in section 6 to produce that answer. That includes free routes whose provider may use prompts to improve its own models; section 4 explains this. Our service providers in section 6 store and process this data for us. We show no ads, we do not sell YouTube data or use it for advertising, and nobody at Cublya reads it except with your agreement, to keep the service secure, or where the law requires.

Withdrawing access and deleting the data. Removing or disconnecting a YouTube channel in Publedia revokes our access at Google and deletes that channel's YouTube data. Google withdraws access for the whole Google account at once, so any other channel you connected with the same Google account is disconnected too, and we say so before you confirm. You can also revoke our access on Google's security settings page. When you do, or when the access stops working, we delete that channel's YouTube data within 30 days. You can ask us to delete your YouTube data at any time by writing to [email protected], and we will do it within 7 calendar days. A channel belongs to the workspace it is connected to, so deleting your own account does not disconnect it: remove the channel, or delete the workspace, first. Deleting a workspace deletes its YouTube data at once, without waiting for the workspace's grace period. Deleting what Publedia stores does not change anything stored on YouTube itself: your videos stay on your channel until you delete them there.

Questions or complaints about how we handle YouTube data go to [email protected].

8. TikTok

Publedia reaches TikTok through Outstand, our publishing gateway, which holds the access token for the TikTok accounts you connect. We read and store the account's id, display name, username and profile picture, and the delivery status of each post we send. Posts go to TikTok as drafts that you finish in the TikTok app, and we do not read their statistics.

We use this only to show which TikTok account a post goes to and what happened to it. Members of the workspace you connect the account to can see it. We do not sell TikTok data, use it for advertising, or build profiles from it.

When you remove a TikTok account from Publedia, we ask Outstand to disconnect it and delete its picture. Its name stays with the posts you wrote, so they keep their history and a reconnect finds them again; it goes when you delete the workspace. If our access to TikTok ends, we delete all the TikTok data we hold, including from our servers. You can also withdraw access from the TikTok app's settings at any time.

9. International transfers

Some of the providers above are established outside the EEA, mainly in the United States. Where personal data is transferred there, we rely on the European Commission’s Standard Contractual Clauses, which form part of our agreements with those providers, together with technical measures such as encryption in transit and at rest. Write to [email protected] for the safeguards covering a particular provider.

10. How long we keep it

• Posts, drafts, automations, and everything derived from them: until you delete them or their workspace is deleted. They belong to the workspace, not to your account.
• Media you upload: until you delete it from Files or its workspace is deleted.
• Connected platform account records: until the account is disconnected or its workspace is deleted.
• YouTube data: deleted when you remove or disconnect the channel, and within 30 days after access is revoked at Google, as section 7 describes.
• TikTok data: the account's name until you delete the workspace, and everything at once if our access to TikTok ends, as section 8 describes.
• Assistant conversations: 30 days after the last message in the thread, removed by a daily sweep.
• AI tool-call audit records: 400 days. They are the answer to “the assistant did something odd”, so they outlive the conversation that caused them.
• Account data: for as long as your account exists. Deleting the account removes it at once, with your profile pictures, sign-in records and sessions; copies stay in the backups below until they rotate out.
• Consent records: for the life of the account, and deleted with it. Once the relationship ends there is nothing left to demonstrate consent for.
• Sign-in sessions: until the session expires (at most seven days after you last used it) or you end it; expired sessions and used or expired email links are deleted within ten minutes.
• Abuse protection counters: sign-in counters one day after their last use, other request counters within ten minutes of their window ending.
• Referral link openings: the daily hash, two days.
• Application logs and metrics: sent to Grafana Labs; how long they are kept there is TO BE CONFIRMED.
• Backups: the database is backed up, encrypted, to Cloudflare R2, where backups are kept for about four to five weeks, and a nightly copy stays on the server for 14 days. Deleted data, a deleted account included, remains in them until they rotate out. A one-off encrypted copy of the database, taken when we moved to our current server, is also kept in Cloudflare R2; how long it is kept is still to be decided.
• Support email: 12 months after the conversation ends.

To be straight about a gap: the AI sweeps, the session, link and counter purges and the referral counts above are the retention periods Publedia enforces in code today. The rest describe how long we intend to keep things, and depend on us and our providers acting on them rather than on an automated deletion job.

11. Your rights

Wherever you live, you can ask us to:

• give you a copy of your data (access)
• correct anything wrong (rectification)
• delete it (erasure)
• hand it over in a portable format (portability)
• pause processing while a dispute is resolved (restriction)
• stop processing based on legitimate interests (objection), which you can do at any time and for reasons particular to your situation
• withdraw a consent you gave, without affecting what happened before you did

Some of this you can do yourself: edit or delete any post, draft or media file in the app, disconnect a platform account from channel settings, revoke YouTube access from Google's security settings page, sign every other session out from security settings, change your cookie settings from the footer, and, in your privacy settings, download your account's data as a JSON file or delete your account once you have left or deleted your workspaces.

For the rest, including an export of a workspace's posts and media, write to [email protected]. We answer within one month.

If you are unhappy with how we have handled your data, you can complain to your local data protection supervisory authority. You do not have to come to us first, though we would rather you did.

12. If you are in the United States

We do not sell your personal information and we do not share it for cross-context behavioural advertising, as those terms are used in US state privacy laws. We honour the Global Privacy Control signal as an opt-out request. The rights listed in section 11 cover the access, correction, deletion and portability rights those laws give you, and we will not discriminate against you for exercising them.

13. Security

Data is encrypted in transit and at rest, and access to production systems is limited to the people who need it. The access tokens we store, for the platforms we connect directly and for optional automation sources, are encrypted with a key held outside the database and stored under a key version, so a key can be rotated without a plaintext window. Workspace boundaries are enforced on every request, so one workspace’s content cannot be read from another. No system is perfect; if a breach affects you and carries a high risk, we will tell you.

14. Children

Publedia is not for anyone under 16. We do not knowingly collect data from children, and we delete it if we find we have.

15. Changes to this policy

We update this page when our practices change, and revise the “Last updated” date above. When a change is material we will not simply post it: you will be asked to read and accept the new version the next time you sign in, and until you do, the version you accepted is the one that applies to you.

16. Contact

Questions about this policy or our data practices go to [email protected]. See also our Terms of Use.