Privacy Policy

Who we are

Xenon Social (“Xenon Social”, “we”, “us”) is a social media publishing service operated by Xenon Information Technology. It lets people and teams connect social accounts, compose posts, have them approved by their team, publish them to Instagram, Facebook, Threads and LinkedIn and see how they perform, through a web dashboard and an API (together, the “Service”). Workspaces in early access can also use Xenon Listening to follow the comments and mentions their connected accounts receive, and public posts that match topics they choose. This policy covers the Service and this website. It also covers people who don’t use Xenon Social but whose posts or comments Listening collects.

Where your organization uses the Service, your organization decides which accounts are connected, what is published and, if it uses Xenon Listening, which topics Listening follows, and we process that content on its behalf.

Information we collect

Account information

When you sign in, our sign-in provider shares your name, email address, profile picture and whether your email address is verified. If your name or email address changes, we update it when you next sign in, or sooner if our sign-in provider tells us. We also store your time zone preference, your email notification choices, the organizations and workspaces you belong to and your role in each.

Before you use the dashboard, we ask you to accept our Terms of Service and this policy. We store the version you accepted and when. We also keep a record of each acceptance, with the IP address and browser user agent it came from, and add it, with the IP address, to the activity log of each organization you belong to. When we change the terms or this policy, we ask you to accept the new version.

If a workspace member invites you, they give us your email address. We store it on the invitation and in the workspace’s audit log, whether or not you already use Xenon Social. We may email you the invitation, with the inviter’s name, the workspace and organization names, your role and a link that works for 7 days. You can ignore it. If you sign in with that email address, once it’s verified, you join the workspace.

Connected social accounts

When you connect a social account, you approve access on that network’s own authorization screen. We never see or store your social network passwords. We receive and store:

• the account’s identifier, username, display name, profile picture and account type (for example, Business or Creator on Instagram, or a Facebook Page’s name and category);
• the network’s identifier for the person who connected the account (for example, the ID of the Google account used to connect a YouTube channel), which we use to act on requests Meta sends us about that person and to tell whether another account connected to Xenon Social uses the same login;
• the access tokens the network issues to us, the permissions we asked for or that the network reports you granted, and when the tokens expire. Tokens are encrypted before they are stored.

If your workspace uses Xenon Listening, we also collect the comments, replies and mentions your connected accounts receive, and use a connected Threads profile to search public Threads posts for your workspace’s topics (see Posts and comments Xenon Listening collects).

Content you create

Captions, per-network captions and settings, schedules and the media files you upload or import (with their file name, type, size, dimensions and, for imports, the website they came from). When a post is published we store the result: the post’s identifier and link on the network, its status, and any errors and attempts.

If your workspace requires approval before posts go out, we store each request: who asked, when, and the schedule they asked for. We also store each decision: who approved or rejected the post, when, and the reviewer’s note. They’re kept with the post.

If your workspace uses Xenon Listening, we also store its topics (each topic’s name and description, the keywords, hashtags and handles it follows or excludes, its languages and the networks it searches) and which posts and comments your team marks as done or assigns to someone.

Post statistics

For the accounts connected to a workspace, we read statistics from the network and show them on the workspace’s Analytics page and with each post. This is part of the Service and runs for every workspace. We read:

• for each post published through Xenon Social, the counts the network reports: on Instagram, views, reach, likes, comments, shares and saves; on Facebook, views, reach, reactions, comments, shares and clicks; on Threads, views, likes, replies, and reposts, quotes and shares; and on LinkedIn, for Page posts only, impressions, unique impressions, clicks, likes, comments and shares. For an Instagram Story, we read only views, reach and shares, during the 24 hours it’s live, and we don’t read statistics for Facebook Stories. We keep the latest figures for each post and when we read them;
• once a day, each connected account’s follower count, which we keep as a daily history. On LinkedIn, we read statistics only for Pages, where LinkedIn shares them with us, and not for personal profiles. We don’t read statistics for YouTube channels.

These are totals only. We don’t receive or store who viewed, liked, commented on or follows a post or account. We don’t read statistics for posts that weren’t published through Xenon Social. We refresh a post’s figures regularly, mainly in the 30 days after it’s published, and then keep the last figures we read. We stop reading when an account is disconnected or needs reconnecting. If a network refuses to share an account’s statistics, for example because the permission wasn’t granted, we store its message so we can show why the figures are missing.

Activity and technical information

• An audit log of actions in each workspace (for example, who connected an account or scheduled a post), including the IP address the action came from. Changes that affect a whole organization, such as its plan, its API applications and keys, and deleted workspaces, go in the organization’s activity log, with who made them (a person’s email address or an API application’s name) and, where there is one, the IP address the change came from.
• Notifications, such as a failed post, an account that needs reconnecting or a post waiting for approval. We show them in the dashboard and may also email them.
• Records of the emails we send: which kind of email went to which person or invitation, when, and whether our email provider accepted it. They don’t contain the message text or the email address. For an invitation, we keep its link, encrypted, only until the email is sent or we stop trying to send it.
• Usage records that count activity (for example, posts published). They don’t contain your content.
• Event records for each workspace, such as a post being published or an account being disconnected, which we keep so we can send them to webhook endpoints. They include the post’s caption, any publishing error, the account’s username and name, and any approval note. If your workspace’s admins or your organization’s API applications set up webhook endpoints, we also keep delivery records: the receiving server’s response status and a short excerpt of its response.
• Your IP address and browser user agent when you sign in. We pass them to our sign-in provider to protect your account. We also keep them in a record of each browser signed in to your account, with when it signed in and when it was last active, so you can see your sessions and sign them out. In the dashboard, only you can see your sessions.
• Error reports, if enabled, which exclude cookies, request bodies and query strings.

This website

This website doesn’t set or read cookies, and doesn’t use analytics or advertising trackers. The servers that deliver it may keep standard request logs (such as IP address, browser and page requested) to operate and secure the site.

Data from social networks

We use the official APIs of Meta (Instagram, Facebook and Threads) and LinkedIn, and, for Xenon Listening, the YouTube Data API and Bluesky’s public services. We use data received from these networks only to provide the Service: connecting your accounts, publishing the content you or your team schedule, showing whether each post went live, showing the statistics of your posts and accounts and, if your workspace uses Xenon Listening, collecting the posts and comments described below. Depending on the network, we request permission to read your basic profile, list the Pages or accounts you manage, publish content on your behalf, read your posts’ and accounts’ statistics (for example, Instagram’s instagram_business_manage_insights, Facebook’s read_insights, Threads’ threads_manage_insights and, for LinkedIn Pages, rw_organization_admin) and, for Listening, read the comments, replies and mentions your accounts receive and search public Threads posts. We ask for the statistics permissions as part of connecting an account, not separately. For YouTube, we ask only for read-only access (youtube.readonly).

If a network doesn’t confirm whether a post was published (for example, after a timeout), we may read your account’s recent posts to check, so we don’t publish it twice. We use that information only for that check and don’t store it.

We don’t sell data from these networks, use it for advertising, or share it with data brokers, and we handle it in line with the Meta Platform Terms and LinkedIn’s API Terms of Use.

Xenon Social uses YouTube API Services. YouTube channels are connected for Xenon Listening only: we read each channel’s name and picture to show it in the workspace you connected it to, and we don’t publish to YouTube or read its statistics. If your workspace uses Xenon Listening, we collect the comments on those channels’ videos and search public YouTube videos for your topics. YouTube is run by Google, and the Google Privacy Policy explains how Google handles your information. Use your Google security settings to remove our access to your YouTube channel at any time. When you disconnect a channel in Xenon Social, we also ask Google to remove our access. We don’t ask if another account connected to Xenon Social uses the same Google login, or might because we don’t know which login connected it, or if we don’t know which login was used to connect the channel. If Google doesn’t confirm, we keep asking for up to 7 days (see our data deletion page). If you ask us to delete YouTube data, we delete it within 7 days. That doesn’t delete anything on YouTube itself. To delete your data on YouTube, use YouTube or another app you’ve authorized that can delete it.

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Posts and comments Xenon Listening collects

Xenon Listening helps a workspace follow what people say about it. If your workspace uses it, we collect posts and comments written by other people, who may not use Xenon Social. This section explains what we collect, where it comes from, why and for how long.

Where it comes from

• Comments and replies on the Instagram professional accounts, Facebook Pages, LinkedIn Pages and YouTube channels the workspace connects, and posts that tag its Facebook Pages.
• Replies to the workspace’s Threads posts, and Threads posts that mention its profiles.
• Public posts and videos that match the workspace’s topics (the keywords, hashtags and handles it follows), found by searching Threads, YouTube and Bluesky and by reading Bluesky’s public stream of new posts.

We collect them only through the networks’ official APIs and Bluesky’s public services, and we don’t read private or direct messages. We check each new public Bluesky post against workspaces’ topics as it arrives and keep only the ones that match. We don’t collect Bluesky posts by people who use Bluesky’s setting that discourages apps from showing their account to logged-out users. We check for it when we collect a post, so posts we collected before someone turned it on, or up to about an hour after, stay until another rule deletes them or the author asks us to delete them.

What we store

For each post or comment: its text, link, language, when it was published, its engagement counts (such as likes and replies), the post or comment it replies to and which of the workspace’s topics it matched. For YouTube videos, we also store a link to the thumbnail. For its author: their identifier on the network, handle, display name and profile picture link, where the network provides them, and on Bluesky, their follower count. For LinkedIn comments, we store the commenter’s LinkedIn identifier but not their name or picture. We also store the AI labels described below, and whether the workspace’s team has marked a post as done or assigned it to someone.

How it’s used

Members of the workspace that collected a post can read, search and filter it, mark it as done, assign it to a teammate and see it counted in charts, such as how much people post about a topic, how they feel about it and who posts most. Topics can include handles, such as a brand’s account, so a workspace can follow posts by or about it. Other workspaces can’t see what a workspace collects, and we don’t sell it or use it for advertising. Our Terms don’t allow using Xenon Listening to track or profile individuals.

If you don’t use Xenon Social

If you posted publicly, or commented on an account that uses Xenon Social, a workspace may have collected your post or comment as described above. Xenon Information Technology is responsible for how Xenon Listening collects, stores and labels it, and the organization that uses the workspace decides which topics it follows. We collect and use it for our legitimate interest in providing Xenon Listening and for the legitimate interests of the organizations that use it: following and responding to public conversation about them and their brands, products and campaigns, and about the markets they work in. Unless it came from YouTube or LinkedIn, we may also send it to Anthropic to label it (see AI labels). We delete it about 365 days after it was posted, or sooner: LinkedIn comments within 48 hours, and YouTube comments and videos within 30 days, of our collecting them (see How long we keep it).

You have the right to object at any time to Xenon Listening collecting and using your posts and comments. To object, to ask what we have about you or to have it deleted, email info@tech-xenon.com with links to the posts or comments, or your handle or name on each network. We may ask you to show that an account is yours before we tell you what we have.

If you object or ask us to delete them, we’ll delete your posts and comments from every workspace that collected them, within 7 days for YouTube data and 30 days for everything else. That doesn’t remove them from the network, or delete copies already sent to Anthropic for AI labels, which Anthropic deletes on its own schedule (see AI labels). Listening finds posts automatically, so a post you publish later may be collected if it matches a topic. Tell us if that happens and we’ll delete it too.

You also have the other rights in Your choices and rights, including complaining to your local data protection authority. Our data deletion page explains more, including what happens when you delete a Bluesky post.

AI labels

If your workspace uses Xenon Listening, we may label the posts and comments it collects using Claude, an AI model made by Anthropic. The labels give the author’s apparent sentiment toward the topic or account (positive, neutral, mixed or negative, with a confidence score), whether the post is really about it, the author’s apparent intent (such as a question, complaint, praise or wanting to buy) and up to 3 themes. Labels help your team sort, filter and chart what Listening collects.

To label a post or comment, we send Anthropic its text (the first 1,500 characters, if it’s longer), its network, its type (post, comment or mention) and its author’s handle, with the name and description of a topic it matched or, for a comment on or mention of a connected account, that account’s name and handle. We don’t send authors’ names, account IDs, profile pictures or links, or any other information about your workspace. We never send YouTube or LinkedIn data to Anthropic, and we don’t label posts published more than 30 days ago.

Labels are created automatically and can be wrong, especially for short or sarcastic posts. They’re only shown to your team and used in filters and charts, and they never trigger any action on their own. They’re deleted with the post or comment they describe.

Anthropic processes this data for us as a service provider, under its commercial terms and data processing addendum. Those terms don’t allow Anthropic to use it to train its models. Anthropic says it deletes this data within 30 days, unless it’s flagged under Anthropic’s usage policy or the law requires it to be kept longer. Deleting a post or comment in Xenon Social doesn’t delete a copy already sent to Anthropic.

AI caption suggestions

In the composer, you can ask for caption suggestions (Suggest a caption or Improve). Applications your organization connects to our API can ask for them too. We create them using Claude, Anthropic’s AI model. Suggestions are created automatically and can be wrong, so check them before you post.

To create suggestions, we send Anthropic the draft you wrote (up to 5,000 characters) and the names and caption limits of the networks you selected. We don’t send media, your name or email address, or details of your workspace or connected accounts. We don’t store the draft or the suggestions. A suggestion is only saved if you put it in your post.

Anthropic processes this data for us on the same terms as AI labels: it can’t use it to train its models, and it says it deletes it within 30 days, unless it’s flagged under Anthropic’s usage policy or the law requires it to be kept longer.

How we use information

• To provide the Service: publishing and scheduling posts, handling approvals, showing their status and statistics and, if your workspace uses Xenon Listening, collecting, organizing and labeling posts and comments.
• To suggest captions when you ask for them, and the best times to post from your workspace’s own post statistics.
• To keep it secure: authenticating you, preventing abuse and investigating incidents.
• To support you, and to tell you in the dashboard and by email about invitations, approvals and problems that need your attention.
• To understand usage at an aggregate level and improve the Service.
• To meet legal obligations and enforce our terms.

We don’t sell personal information, we don’t use it to target advertising, and we don’t use your content, your social account data or the posts and comments Xenon Listening collects to train AI models.

How we share information

• Social networks you publish to receive your content when it’s published. They download your media from short-lived private links we generate.
• Networks we search. If your workspace uses Xenon Listening, we send the keywords, hashtags and handles in its topics to Threads, YouTube and Bluesky as searches. Threads searches run through a Threads profile connected to your workspace.
• Service providers who process data for us under contract: our sign-in provider (WorkOS), our AI provider (Anthropic, for AI caption suggestions and Xenon Listening’s AI labels), cloud hosting, database and file storage and, if enabled, an email delivery provider and error monitoring. Our email delivery provider receives each email’s recipient address and its full content, which can include people’s names or email addresses, workspace, organization and account names, a short excerpt of a post’s caption, a reviewer’s note, the text of a publishing error and an invitation link.
• Applications your organization connects. The applications your organization connects to our API, and the webhook endpoints it or its workspaces set up, receive information about the posts and accounts in the workspaces they’re granted. Applications also receive each post’s statistics, its latest approval request and note, and the names and email addresses of the people who created, submitted and reviewed it. Webhook events can include approval notes. They don’t receive follower counts or Xenon Listening data, and webhook payloads never include access tokens or statistics.
• Other members of your workspace see the accounts, posts, media, approval requests and notes, any Xenon Listening data and audit log of that workspace, according to their role. Every member, in any role, can see its post statistics and follower counts, and your name and email address.
• Owners and admins of your organization see its activity log, including entries about workspaces they don’t belong to.
• Legal and safety. When required by law, or to protect the rights, safety and security of our users, the public or the Service.
• Business transfers. As part of a merger, acquisition or sale of assets, with this policy continuing to apply.

Cookies and storage

The dashboard uses these cookies to keep you signed in, protect sign-in and account connections, and open the workspace you last used. None is used for analytics or advertising. Your browser keeps all of them except sp_last_workspace out of reach of the page’s scripts.

Your browser’s local storage also keeps your light or dark theme choice and an unsent post draft. These stay on your device. Profile pictures in the dashboard load straight from the social network or service that hosts them, so your browser requests them from there.

How long we keep it

• Account information, including your email notification choices, for as long as you use the Service, or until you ask us to delete it. If our sign-in provider tells us your sign-in account was deleted, we deactivate your Xenon Social account and sign you out everywhere, but keep its information until you ask us to delete it.
• Records of your acceptance of our terms and this policy, including the IP address and browser user agent, for as long as we keep your account information. The entries in organizations’ activity logs stay with those logs.
• Sign-in sessions, including the IP address and browser user agent they record, while the session lasts. We delete them about 30 days after the session ends, for example when you sign out, sign it out from another browser, or it expires.
• Access tokens until you disconnect the account or, for Instagram, Facebook and Threads, until Meta tells us you removed our access. Disconnecting deletes the tokens immediately. If we ask Google to remove our access to a YouTube channel and it doesn’t confirm, we keep a copy of the channel’s token, encrypted, only so we can keep asking, for up to 7 days. LinkedIn and Google don’t tell us when you remove our access in their settings, so those tokens, like any token that stops working, stay stored (encrypted) until the account is disconnected.
• Profile details of a connected account stay with the account, so your post history remains readable, until you ask for them to be deleted, the network sends us a data deletion request or the workspace is deleted. A YouTube channel’s username, name and picture are the exception: we erase them from the account in Xenon Social when you disconnect the channel, or when we find that our access to it has stopped working, and remove them from notifications, webhook records and the audit log. While the channel is connected, we refresh them about once a day, and erase them if we haven’t been able to for 29 days. Emails already sent can still show the channel’s username or name.
• The identifier of the person who connected an account stays with the account, even after it’s disconnected, until you ask us to delete it, the network sends us a data deletion request or the workspace is deleted.
• Posts and media until the workspace is deleted, or until you delete them sooner. Deleting media removes the stored files. A post that was published to any network can’t be deleted in Xenon Social, so it stays, with its approval history, until the workspace is deleted or you ask us to delete it. Deleting a post doesn’t remove copies of its caption, or an excerpt of it, or of reviewers’ notes, in the workspace’s notifications, event records and audit log.
• Post statistics and follower counts. LinkedIn’s are deleted 365 days after we last refreshed them. Instagram, Facebook and Threads statistics and follower history stay until the workspace is deleted, Meta sends us a data deletion request for the account, or you ask us to delete them. Disconnecting an account stops new reads but doesn’t delete statistics already stored.
• Posts and comments Xenon Listening collects until about 365 days after they were published, or sooner: we keep LinkedIn comments for no longer than 48 hours and YouTube comments and videos for no longer than 30 days, as those networks require. We also delete an account’s comments and mentions when you disconnect it, or when Meta tells us its owner removed our access or asked for its data to be deleted, and public posts when your workspace changes or deletes its topics so that no topic matches them anymore.
• Bluesky posts are also deleted when Bluesky reports that their author deleted them, or that the author’s account was deleted or deactivated. We apply these reports as Bluesky’s live stream sends them, so we can miss a change made while we weren’t reading the stream. We don’t detect posts or comments deleted on other networks, so our copy stays until one of the rules above deletes it.
• Xenon Listening topics until your workspace deletes them. AI labels are deleted with the post or comment they describe.
• Audit logs and usage records for as long as your organization uses the Service, for security and accountability. Deleting a workspace deletes its own audit log, but the organization’s activity log, including its record of the deletion and of the accounts it disconnected, and usage records stay with the organization.
• Notifications, invitations and event records, including an invited person’s email address, until the workspace is deleted. We may delete older event records sooner. Webhook delivery records are kept no longer than their events, and are deleted with their endpoint.
• Email records for about 30 days after the email is sent or we stop trying to send it. We stop trying if it hasn’t gone out within a day. Emails already sent stay in the recipient’s inbox, and our email provider may keep copies, which deleting data in Xenon Social doesn’t reach.
• Temporary records, such as account connections in progress, are deleted automatically within minutes to days.

Security

Access tokens are encrypted at rest with AES-256-GCM and are never sent to your browser. Each workspace’s data is isolated in the database with row-level security. Images are re-encoded with location and camera metadata removed, media is stored privately and shared with networks only through short-lived links, and webhooks are signed. No system is perfectly secure, but we work to protect your information and will notify you of a breach where the law requires.

Your choices and rights

Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, and to object to or restrict how we use it. You can:

• disconnect any social account from the dashboard at any time, which also deletes the comments and mentions Xenon Listening collected from it and, for a Facebook Page or YouTube channel, asks Facebook or Google to remove our access, unless another account connected to Xenon Social uses the same login, or might, or we don’t know which login was used;
• remove Xenon Social’s access in your Instagram, Facebook, Threads or LinkedIn settings, or in your Google security settings for YouTube;
• switch off emails about publishing failures, account problems and approvals under Email notifications in the account menu. Your choice applies in every workspace, and notifications stay in the dashboard. Invitation emails, and any notice to organization owners about a failed payment, can’t be switched off;
• see the browsers signed in to your account under Your sessions in the account menu, and sign out any of them, or all but the one you’re using;
• as a workspace owner, delete a workspace, with its posts, media, connected accounts and statistics (see what is deleted and what stays);
• follow the steps on our data deletion page;
• email info@tech-xenon.com to make any other request.

We’ll respond within 30 days, and we delete YouTube data within 7 days of a request. If your organization manages your workspace, we may refer your request to it. You can also complain to your local data protection authority.

International transfers

We and our service providers may process information in countries other than yours. When we do, we use appropriate safeguards, such as standard contractual clauses, as required by law. For example, Anthropic, which creates AI caption suggestions and Xenon Listening’s AI labels, stores data in the United States and may process it in other countries, and its data processing addendum includes standard contractual clauses. Email info@tech-xenon.com for a copy of the safeguards we rely on.

Children

The Service is meant for businesses and professionals and isn’t directed to children under 16, and we don’t knowingly collect personal information from them. Xenon Listening may collect public posts or comments by younger people without knowing their age. If you think it has collected a child’s posts, email info@tech-xenon.com and we’ll delete them.

Changes to this policy

We’ll post any changes here and update the date at the top. If a change is significant, we’ll let you know in the dashboard or by email before it takes effect. When we change it, the dashboard asks you to accept the new version before you keep using it.

Contact us

Xenon Information Technology is responsible for your information as described in this policy. Send questions or requests about privacy to info@tech-xenon.com.