Privacy Policy
Cheeky Merlin is a multi-tenant software platform built and operated by Black X Marketing ("we," "us," "our") that marketing agencies subscribe to for running their own agency operations — managing their clients' accounts, campaigns, content, and connections to their clients' own advertising and social media accounts. This policy explains what information the platform collects, why, and how it's handled.
Each subscribing agency ("tenant") gets an isolated workspace — a tenant's data is never visible to another tenant. This includes agencies that subscribe directly, and businesses served through a White Label reseller's own branded Sub-Account (see below).
Who this applies to
- Tenants — agencies with a paid Cheeky Merlin subscription, including Black X Marketing's own use of the platform to run our agency.
- Team members — staff a tenant has invited into their workspace with a login.
- White Label Sub-Accounts — a White Label tenant may create branded Sub-Accounts for their own clients. A Sub-Account is its own isolated tenant workspace under the hood; its data is not visible to other Sub-Accounts, and the reseller (not Black X Marketing) is responsible for their relationship with that Sub-Account's users.
- Clients — the businesses a tenant works with. Clients generally don't have platform logins; when a tenant needs a client's sign-off (campaign approval, a contract, a project recap), the platform sends a private, single-use link. Clients who connect their own advertising or social accounts to the platform are covered by the section below on connected third-party accounts.
Information we collect
| Category | What it includes |
|---|---|
| Account & billing data | The name, email, and password (hashed, never stored in plain text) used to log in; subscription plan and billing history. Payment card details are handled entirely by our payment processor, Stripe — we never see or store full card numbers. |
| Team member data | Name, email, role, and (optionally) a phone number used only to text internal efficiency reports. |
| Client business data | Business name, industry, contact details, budgets, notes, and other information a tenant's team enters to run the account — provided by the tenant or by their client directly. |
| Campaign & content data | Campaigns, tasks, ad copy, social posts, brand assets, and performance figures generated or uploaded while working an account. |
| Connected third-party accounts | When a client or team member connects a Meta, Google, or TikTok account (see below), we store an access token and the minimum account data needed to use that connection — never the account's password. |
| Usage & activity logs | Internal records of actions taken in the platform (e.g. "campaign created," "post scheduled"), used for the activity feed and team efficiency reporting. |
Third-party account connections
Clients (or our team, on a client's behalf) can connect the following accounts. Each connection uses that platform's own official login (OAuth) — we never see or store the account password.
| Platform | What we access it for |
|---|---|
| Meta (Facebook & Instagram) | Publishing posts, reading Page/Instagram info needed to publish, and — where advertising access is granted — pulling ad account performance and audience data to report on and plan campaigns. |
| Google Business Profile | Publishing local business posts to a connected listing. |
| Google Ads & Google Analytics | Reading campaign performance and site analytics to report on results. |
| TikTok | Publishing video content to a connected account. |
| Gmail (team members only) | A team member may connect their own Gmail so the platform can send client communications (proposals, replies) as them and read relevant messages. This is opt-in, per person, and only that person's inbox — never a client's. |
How we use this information
- To run day-to-day agency operations: managing campaigns, tasks, content, and client communication.
- To publish content and pull performance data through the third-party accounts a client or team member has explicitly connected.
- To generate AI-assisted drafts (ad copy, reports, content ideas) using Anthropic's Claude — the platform's real client and campaign data is sent to Claude as context for that specific request, and is not used by Anthropic to train their models under our agreement.
- To send SMS notifications via Twilio (internal efficiency reports and, where enabled, client approval alerts) and email via a connected Gmail account.
- To identify new prospective clients via the Yelp Fusion API, when our sales team has that feature configured.
How we share information
We do not sell personal or business data. Information is shared only:
- With the specific third-party platform a client has connected (e.g. publishing a post to the Facebook Page that client authorized).
- With service providers that power the platform's features — Anthropic (AI drafting), Twilio (SMS), Stripe (billing/payments), and our hosting provider — solely to provide that functionality, not for their own marketing.
- When required by law.
Data security & tenant isolation
- Each tenant's data — including a White Label reseller's Sub-Accounts — is stored in its own isolated database, not a shared table filtered by account. One tenant's data is never queryable from another tenant's context.
- Third-party account access tokens are stored encrypted, never in plain text.
- Access within a tenant is role-based — team members only see what their role permits, and every sensitive action is logged.
- Client approval and contract-signing links use an unguessable, single-purpose token rather than a shared password.
Data retention & deletion
We retain a tenant's account and campaign data for as long as their subscription is active, and afterward only as needed for our own business records. If a subscription ends, we retain that tenant's data for 30 days (in case of resubscription) before permanently deleting it — you can request earlier deletion at any time. Disconnecting a third-party account immediately deletes its stored access token.
To request deletion of your data — including revoking a connected account's access or removing information we hold about your business — email us at the address below and we'll act on it promptly.
Children's privacy
Cheeky Merlin is a business-to-business tool and is not directed at, or knowingly used by, children.
Changes to this policy
If how we handle data changes meaningfully, we'll update this page and revise the date at the top.
Contact us
Questions about this policy, or a request to access or delete your data: jake@blackxmarketing.com