Privacy Policy

1. Introduction

AI Senior Manager, LLC is committed to protecting your privacy. This policy explains how we collect, use, disclose, and safeguard your information when you visit our website at aiseniormanager.com, engage our services, or interact with us.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you voluntarily provide to us, including:

Contact Information

• Name, email address, phone number
• Company name and business address
• Job title and role

Business Information (during scoping and engagement)

• Industry and business type
• Workforce size and organizational structure
• Operational priorities, goals, and KPIs
• Department and team structure

Account and Billing Information

• Authentication credentials for our systems
• Billing contact and payment information
• Service preferences and report recipient lists

Communications

• Content of emails, messages, and calls with our team
• Feedback, testimonials, and survey responses
• Support requests and inquiries

2.2 Information Collected Automatically

When you visit the Site, we automatically collect certain information:

Device and Usage Information

• IP address and approximate location
• Browser type and version
• Device type and operating system
• Pages visited and time spent
• Referring website or source
• Click patterns and navigation paths

Cookies and Tracking Technologies

• Session cookies for functionality
• Analytics cookies for site performance
• Functional cookies for preferences

See Section 6 for details.

2.3 Information from Third-Party Sources

We may receive information about you from:

Analytics Services

• Site analytics and advertising tools (Google Analytics, Meta (Facebook) Pixel)

Business Tools

• CRM and engagement-tracking platforms (HighLevel)
• Calendar and scheduling integrations

Public Sources

• Publicly available business information
• Professional networking profiles
• Industry databases and directories

2.4 Information from Client Systems

When we are engaged by a client, the client authorizes us to access data from their workforce tracking and operational systems via API or similar integrations. This typically includes:

• Employee activity data (login and active-time records, application and website usage, productivity scoring categories, focus time)
• Task and project data (assignments, completion status, time-in-status, throughput)
• Goal and KPI data, where applicable
• Organizational metadata (departments, roles, manager structure, headcount)
• Identifiers such as employee names, email addresses, and employee IDs as configured in the client's tools

We do not request, and do not need, sensitive identifiers such as Social Security numbers, financial account numbers, government identification numbers, protected health information, biometric data, precise geolocation, or compensation data.

3. How We Use Your Information

We use information for the following purposes:

3.1 Service Delivery

• Provide, manage, and refine our consulting services
• Extract, analyze, and report on workforce and operational data
• Generate periodic reports and dashboards, including AI-assisted narrative insights
• Communicate about engagements and deliverables
• Provide client support

3.2 Business Operations

• Process payments and manage billing
• Maintain, secure, and improve our systems and tools
• Develop new services and methodologies
• Conduct internal research and analysis
• Train and support our team

3.3 Communication

• Respond to inquiries and requests
• Send service-related notifications, including reports
• Provide engagement updates
• Send marketing communications (with consent or as permitted by law)
• Conduct surveys and gather feedback

3.4 Legal and Security

• Comply with legal obligations
• Enforce our Terms of Use and engagement agreements
• Protect against fraud and security threats
• Resolve disputes and prevent abuse
• Protect our rights and property

3.5 Improvement and Aggregate Analysis

• Analyze use of the Site and our services
• Develop aggregate, anonymized, or de-identified insights
• Improve our methodologies and report quality
• Create case studies and portfolio examples (only with explicit client permission)

3.6 Artificial Intelligence Processing

We use AI systems, including the Anthropic Claude API, to generate narrative sections of reports. Computed metrics and contextual information are sent to the AI provider via API, and the AI returns generated text, which we validate against source data before inclusion in reports. The AI provider acts as a service provider on our behalf and is contractually prohibited from using inputs to train its general-purpose models. We do not use AI systems to make automated decisions that produce legal or similarly significant effects on any individual. Employment and management decisions are made by our clients, not by AI systems and not by us.

4. Our Role with Client Data

When we process information about our clients' employees, we act as a service provider or processor on behalf of the client, who is the controller (or business) with respect to that data under applicable U.S. state privacy laws.

This means:

• The client decides what data is collected, why, and how it is used.
• The client is responsible for providing required notices to its employees and obtaining any consents required by applicable law, including state electronic monitoring statutes.
• Employees of our clients should direct privacy requests (access, deletion, correction) to their employer.
• We will assist our clients in responding to such requests as required by applicable law.

Where required, we and the client will execute a separate Data Processing Agreement.

5. How We Share Your Information

We do not sell your personal information for money. However, we use analytics and advertising cookies and pixels (including Google Analytics and the Meta (Facebook) Pixel) that share online identifiers (such as your IP address, device, and cookie identifiers) and information about your Site activity with those providers for analytics and advertising purposes. Under some U.S. state privacy laws, this kind of disclosure may be considered a "sale" or "sharing" of personal information, even though no money is exchanged. You can opt out as described in Sections 6 and 13.

Apart from that, we may share information in the following circumstances:

5.1 Service Providers

We share information with trusted third-party service providers who assist us in:

• Hosting and infrastructure (cloud compute and storage)
• AI inference (Anthropic Claude API)
• Email and communication delivery (Resend, Google Workspace)
• Analytics and data analysis
• CRM, billing, and payment processing (HighLevel, Stripe)
• Cloud storage and backup
• Security and credential management
• Error monitoring

These providers are contractually obligated to protect information and use it only for specified purposes.

5.2 Client-Designated Recipients

We deliver reports and other deliverables to the recipients designated by our clients.

5.3 Business Transfers

If AI Senior Manager is involved in a merger, acquisition, sale of assets, financing, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any such change.

5.4 Legal Requirements

We may disclose information when required to:

• Comply with legal obligations, court orders, or subpoenas
• Enforce our Terms of Use or engagement agreements
• Protect the rights, property, or safety of AI Senior Manager, our clients, or others
• Prevent fraud or security threats
• Respond to lawful government requests

5.5 With Your Consent

We may share information for other purposes with your explicit consent, for instance, by including a client engagement in our portfolio, creating a case study, or sharing a success story in marketing materials.

5.6 Aggregate Information

We may share aggregate, anonymized, or de-identified information that cannot reasonably be used to identify you for research, marketing, or business purposes.

5.7 Mobile Information Restrictions

No mobile phone information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories of personal information shared exclude text-messaging originator opt-in data and consent; this information will not be shared with any third parties.

5.8 Analytics and Advertising Partners

We share online identifiers and Site-activity information with analytics and advertising providers, specifically Google (Google Analytics) and Meta (Meta Pixel), to measure Site performance and support marketing. These providers may use the information for their own purposes under their own privacy policies. This sharing is subject to the opt-out options in Sections 6 and 13.

6. Cookies and Tracking Technologies

6.1 What Are Cookies?

Cookies are small text files placed on your device that help websites function and collect information about your visit.

6.2 Types of Cookies We Use

Strictly Necessary (Required)

• Session management
• Security and fraud prevention
• Basic Site functionality

Analytics (Optional)

• Site traffic and usage statistics
• Performance monitoring
• Navigation patterns

Functional (Optional)

• Preference and language settings

6.3 Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to view and delete cookies, block third-party cookies, clear cookies on close, and set per-site preferences. Disabling certain cookies may limit Site functionality.

6.4 Third-Party Tracking

The Site includes tracking from Google Analytics and the Meta (Facebook) Pixel. These services have their own privacy policies governing their use of information.

We do not respond to "Do Not Track" browser signals at this time. However, we treat the Global Privacy Control (GPC) signal as a valid request to opt out of the sale or sharing of personal information where required by applicable law.

7. Data Security

7.1 Security Measures

We implement reasonable technical and organizational measures to protect information, including:

• Encryption of data in transit (TLS/HTTPS) and at rest
• Secure cloud infrastructure
• Access controls and multi-factor authentication
• Logical isolation of client data (separate workspaces, schemas, or storage locations per client)
• Regular review of security practices and access logs
• Secure storage of API credentials and similar secrets
• Vendor security requirements

7.2 Limitations

No method of transmission or storage is 100% secure. While we strive to protect information, we cannot guarantee absolute security. You are responsible for:

• Maintaining the confidentiality of any credentials we issue
• Using secure networks for sensitive communications
• Promptly reporting any suspected security incident

7.3 Data Breach Notification

In the event of a security incident affecting personal information, we will notify affected parties and relevant authorities as required by applicable law.

8. Data Retention

8.1 Retention Principle

We retain information for as long as necessary to:

• Fulfill the purposes described in this Privacy Policy
• Provide ongoing services
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain reasonable business records

8.2 Retention Guidelines

• Active Client Data accessed via API: Duration of the engagement; deleted within thirty (30) days following termination, except for backups in standard rotation, aggregate data, and information we are required to retain by law.
• Client business records and communications: Three (3) years following the end of the engagement.
• Financial records: Seven (7) years from the date of transaction.
• Marketing materials and consents: Until consent is withdrawn or the data is no longer needed.
• Site analytics: Aggregate data may be retained indefinitely; individual-level analytics data for up to twenty-six (26) months.
• Server logs: Up to ninety (90) days.

8.3 Deletion Requests

You may request deletion of your personal information (subject to legal retention requirements) by contacting us using the details in Section 14. We will respond within thirty (30) days.

9. Your Rights and Choices

9.1 Access and Correction

You have the right to:

• Access personal information we hold about you
• Request correction of inaccurate information
• Request a copy of your data in a portable format
• Update your contact preferences

9.2 Marketing Communications

You may opt out of marketing emails by clicking "unsubscribe" in any marketing email. You may opt out of marketing text messages by replying STOP to any message. You may also contact us directly with any opt-out request.

You cannot opt out of essential service communications related to active engagements.

9.3 Cookies and Tracking

You can manage cookie preferences through:

• Browser settings
• Cookie consent management tools on the Site (where applicable)
• Third-party opt-out mechanisms

9.4 Deletion and Objection

You may request:

• Deletion of your personal information (subject to legal requirements)
• Restriction of certain processing activities
• Objection to specific uses of your data

9.5 Data Portability

You may request a copy of your personal data in a structured, commonly used, machine-readable format.

9.6 Exercising Your Rights

To exercise any of these rights with respect to information about you, contact us using the details in Section 14. We will respond within thirty (30) days and may require identity verification.

To exercise rights with respect to data we process on behalf of one of our clients (for example, your employer), please contact your employer in the first instance.

10. Children's Privacy

Our services and Site are not directed to individuals under 18 years of age. We do not knowingly collect personal information from individuals under 18. If we become aware that we have collected information from someone under 18, we will take steps to delete it promptly. If you believe we have collected information from a person under 18, please contact us immediately.

11. Third-Party Links and Services

11.1 External Links

The Site may contain links to third-party websites, services, or resources. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party services you visit.

11.2 Integrated Services

We integrate with third-party platforms that may include:

• AI inference (Anthropic)
• CRM, scheduling, and billing platforms (HighLevel, Stripe, calendar tools)
• Analytics and advertising tools (Google Analytics, Meta Pixel)
• Email delivery (Resend, Google Workspace)
• Cloud hosting and code platforms (AWS, GitHub)
• Productivity tools (Google Workspace, Microsoft 365)

When acting on behalf of clients, we also connect to client-administered tools such as workforce analytics platforms (e.g., ActivTrak) and project management tools (e.g., Asana, Monday.com) at the client's direction.

These services have their own privacy policies. Your use of any such platform is subject to those policies in addition to ours.

11.3 Social Media

The Site may include links or widgets to social media platforms. These features may collect your IP address and the pages you visit, and may set cookies. Social media features are governed by the privacy policies of the companies providing them.

12. Data Location

AI Senior Manager is based in the United States (Wyoming), and our service providers operate primarily in the United States. Information we collect is stored and processed in the United States. We do not target our Site or services to individuals in the European Union or United Kingdom. If you access the Site from outside the United States, please be aware that your information will be transferred to and processed in the United States, which may have different data protection laws than your country of residence. We take reasonable measures to protect information in accordance with this Privacy Policy and applicable law.

13. State Privacy Rights

13.1 California (CCPA / CPRA)

California residents have specific rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act:

• Right to Know: Request disclosure of categories and specific pieces of personal information collected, used, and shared.
• Right to Delete: Request deletion of personal information, subject to legal exceptions.
• Right to Correct: Request correction of inaccurate personal information.
• Right to Opt Out of Sale or Sharing: We do not sell personal information for money, but our use of analytics and advertising cookies (Google Analytics, Meta Pixel) may constitute a "sale" or "sharing" of personal information for cross-context behavioral advertising under California law. You may opt out at any time through our cookie preferences tool, the "Your Privacy Choices" / "Do Not Sell or Share My Personal Information" link on our Site, or by enabling a Global Privacy Control (GPC) signal, which we honor.
• Right to Limit Use of Sensitive Personal Information: We do not collect or use sensitive personal information for purposes that would trigger this right.
• Right to Non-Discrimination: Exercise privacy rights without discrimination in service or pricing.

Categories of Information Collected (past 12 months)

• Identifiers (name, email, phone, IP address)
• Commercial information (transaction history, services purchased)
• Internet or other electronic activity (Site interactions)
• Professional or employment-related information (company, role, industry)
• Inferences drawn from the above (preferences, characteristics)

Categories "sold" or "shared" for cross-context behavioral advertising (past 12 months): identifiers (IP address, device and cookie identifiers) and internet or other electronic activity. We share these categories with analytics and advertising providers (Google and Meta). We do not "sell" or "share" any other categories, and we do not knowingly sell or share the personal information of consumers under 16.

To exercise California rights, contact us using the details in Section 14. We will verify your identity and respond within forty-five (45) days.

13.2 Nevada

Nevada residents have the right to opt out of the sale of personal information. We do not sell personal information as defined by Nevada law. Contact us using the details in Section 14 with any questions.

13.3 Other States

Residents of other states with comprehensive privacy laws (including Virginia, Colorado, Connecticut, Utah, Texas, Oregon, and others) may have similar rights. We will honor verifiable requests in accordance with applicable law.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

We will respond to inquiries within thirty (30) days.

15. Changes to This Privacy Policy

15.1 Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, legal or regulatory requirements, new services or features, or feedback from users.

15.2 Notification

We will notify you of material changes by:

• Posting the updated policy on the Site with a new "Last Updated" date
• Sending email notification to active clients
• Providing prominent notice on the Site

15.3 Continued Use

Your continued use of the Site or our services after changes become effective constitutes acceptance of the updated Privacy Policy.

16. Dispute Resolution

Any disputes arising from this Privacy Policy or our privacy practices will be resolved in accordance with the dispute resolution provisions in our Terms of Use or applicable engagement agreement, including good-faith negotiation, binding arbitration in Teton County, Wyoming, and Wyoming state law governance.