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AI Operator LLC Privacy & Cookie Policy

Last updated 5 November 2026.

This policy explains what AI Operator LLC collects, what we do with it, and which companies process it on our behalf. It covers three places:

  • Our website, aioperator.com, including the AI Audit and the diagnostics.
  • The AI Operator app, app.aioperator.com, where the people in our training programmes learn, take part and stay in touch afterwards.
  • Our surveys, surveys.aioperator.com, which the app uses to ask programme questions.

Sections 1 to 3 are about the website. Section 4 is about the app and the surveys. Sections 5 to 11 apply to all three.

1. Information We Collect on the Website

1.1 Information you give us

Your name, email address, company, and anything you write in a form. If you run the AI Audit or one of the diagnostics, that also includes the answers you select and the web address of the company you enter.

1.2 Usage data

Information about how you interact with the website, including IP address, device and browser information, and access times.

1.3 Cookies

We use cookies to remember your preferences and to measure how the site is used. You can refuse them in your browser without losing access to the content.

1.4 Information from third parties

Where you give us a company web address, we read the public text of that page so the document we generate is specific to your business. We do not buy personal data and we do not enrich your record from data brokers.

2. How We Use Website Information

  • To answer your enquiry and, where relevant, to contact you about working together.
  • To generate the report, framework or plan you asked for, and to email it to you.
  • To send you the newsletter and related emails, if you opted in. Every one of them carries an unsubscribe link.
  • To improve the website and understand which pages are useful.
  • To meet our legal obligations.

We do not sell your personal information, and we do not share it for anybody else's advertising.

3. AI Processing on the Website

This is the part most privacy policies leave out, so we are stating it plainly. What reaches the model depends on which form you used.

The AI Audit and the diagnostics

The answers you selected, the company web address you entered, and the public text of that web page are sent to the model, which generates your document. Your name and your email address are not sent.

The contact form

Your message is sent to the model twice, together with your name, email address and company: once to judge whether the enquiry is genuine, and once to draft the reply you receive. We cannot write you a personal answer without the model reading what you wrote.

Which provider

Anthropic's Claude generates this. If Anthropic is unavailable the same request goes to OpenAI instead, so both should be treated as processors of that data. Nothing about your submission is used by us to train any model.

Submissions we refuse

Where a form is refused because the address is a personal mailbox, because the domain does not exist, or because we have reached our own daily limit, we keep what you wrote for thirty days so a person here can read it and answer you. A refused submission never reaches a model, and no email is sent to you automatically. After thirty days it is deleted.

4. The AI Operator App and Surveys

The app is a private, invite-only space for a training programme your organisation has arranged with us. Your organisation decides who is invited.

4.1 What we collect

  • From your invitation. Your name and work email, given to us by your organisation when it adds you to a programme.
  • What you create. Posts, comments, messages, quiz attempts, your practice log, and anything you add to your profile, such as a headline, bio, photo or links.
  • Programme data. Your progress, session attendance, survey answers, assignments and our feedback on them, your certificate, and the ratings and comments you give on sessions, lessons, quizzes, the programme and the app.
  • Live sessions. From the meeting service that runs each session (Zoom or Microsoft Teams): when you joined and left, how often and how long you spoke, and what you typed in its chat. Sessions are recorded, and the recording and its transcript are shared with the people in your programme.
  • Operational records. Sign-in events, email delivery records, and basic request data such as IP address and browser, kept for security and support.

Please leave health and other sensitive details out of posts, comments and messages. If one includes them, you can ask us to delete it.

The app's cookies keep you signed in and remember a few of your choices. It sets no advertising or analytics cookies.

4.2 How we use it

We use it to run your programme: to deliver the app, send the emails your account needs (sign-in links, invitations and session reminders), issue your certificate, and show your organisation's programme leads how the programme is going.

Programme leads see each person by name and email address: session attendance, lessons and Knowledge Checks completed, certificate, survey answers, the ratings and comments you give, your assignments and our feedback on them, the days you logged your practice, how often and how long you spoke in a live session, and what you typed in its chat. They also see a ranking of the group built from attendance, Knowledge Check scores and how often each person spoke up, and can save what they see as a file (a spreadsheet, an image or a PDF).

If your organisation agrees, we also add you to our newsletter, The AI Operator Weekly. Every issue carries an unsubscribe link, and once you unsubscribe we do not add you again.

We do not sell your data, and we do not use it for advertising.

4.3 AI in the app

We use Anthropic's Claude to help prepare programme materials, such as session summaries and quizzes. A person on our team reviews anything it writes about people before it reaches you. One exception: a programme lead can ask an AI assistant about what their dashboard shows them, and gets its answer directly. It reads only that dashboard and cannot change anything. Our administrators can also connect Claude, and our own internal tools, to the app while they run your programme. Each one signs in as themselves, and only administrators can connect. Through it they can look up programme information, such as names, attendance and forum posts, and make changes for the programme, such as editing a lesson or replying to a comment. They confirm each change. Anything you would see, or be emailed about, is saved as a draft and only reaches you once an administrator publishes it in the app. They can also connect Viktor, an AI assistant from Zeta AI, Inc., which can only read programme information and cannot change, post or send anything. Nothing from the app is used to train any model.

4.4 Who can see your data

The app is partitioned by organisation. You see your own organisation's spaces and the shared community spaces, and people at other organisations do not see your programme data. Our own team can see it, to run the programme and to support you.

4.5 Testimonials

If you send us a testimonial, we publish it on our website and in our materials with your name, job title, company and photo, and the video if you recorded one, as you agreed when you sent it. You can change or remove it at any time: email hello@aioperator.com.

5. Who Processes Your Data

We use the following providers. Each one only receives what it needs to do its job.

  • Vercel, for hosting the website, the app and the surveys, and for files you upload to the app.
  • Neon, for the databases behind the website, the app and the surveys.
  • Resend, for sending email, including sign-in links, the document you asked for and any follow-up sequence.
  • Anthropic, whose Claude model generates the audit report, the diagnostic documents and the contact form reply, as described in section 3, helps prepare programme materials in the app, and lets our administrators look up and update programme information in the app, as described in section 4.3.
  • Zeta AI, Inc. (Viktor), an AI assistant our administrators can connect to the app to read programme information, as described in section 4.3.
  • OpenAI, which serves the website requests in section 3 if Anthropic is unavailable.
  • Zoom and Microsoft Teams, which run our live sessions and report attendance, talk time and chat.
  • Bunny.net, which hosts session recordings in the app.
  • beehiiv, for the newsletter.
  • Notion, where an enquiry is recorded so our team can act on it.
  • Slack, where our team is notified that an enquiry arrived.
  • TypeSafe, whose Jev model reads an enquiry and tells our team how likely it is to be a genuine one. It is advice for a person here, and it never decides what you see or whether we reply to you.
  • ElevenLabs, for generating audio where a page offers it.
  • Google Analytics and Vercel Analytics, for usage measurement on the website.
  • Calendly, if you book a call with us.

Several of these providers are based in the United States, which means your data is transferred outside the United Kingdom and the European Economic Area. If you want to know the specific safeguards a particular provider relies on for that transfer, email hello@aioperator.com and we will send them to you.

6. Data Retention and Security

  • Client data, including app accounts and programme records, is kept for up to five years after the work ends, unless you or your organisation ask us to delete it sooner. After that we anonymise it: we remove names, email addresses and anything else that identifies a person, and keep only the anonymous records.
  • Enquiries and tool submissions that do not become client work are kept while they are still commercially relevant, and deleted on request.
  • Submissions we refused are kept for thirty days, then deleted automatically.
  • Access to our databases and our email tooling is restricted to the people who need it.

7. Your Rights and Choices

You can ask us what we hold about you, ask us to correct it, or ask us to delete it. In the app you can also download your data or delete your account yourself, under Settings, then Privacy.

You can unsubscribe from any marketing email using the link in it. The app's account emails (sign-in links, invitations and session reminders) still reach you while you have an account.

If you are in the United Kingdom or the European Economic Area, you also have the right to object to processing and the right to complain to your data protection authority.

Email hello@aioperator.com and we will handle it.

8. Children

Our website, the app and the surveys are for business use and are not directed to anyone under 18. We do not knowingly collect information from children.

9. Third-Party Links

Our website links to other sites. We are not responsible for their privacy practices, and this policy does not cover them.

10. Changes to This Policy

We update this policy when what we do changes. The current version is always on this page, with the date it was last updated at the top. For a material change to how the app uses your data, we also give app members notice.

11. Contact

AI Operator LLC, 447 Broadway, 2nd Floor Suite 2723, New York, NY 10013, United States. Questions about this policy, or about the data we hold on you, go to hello@aioperator.com.