ZurĂŒck zur Startseite

Rechtliches

Privacy Policy

AI Management Solutions LLC

Zuletzt aktualisiert: July 5, 2026

Last Updated: 5 July 2026
Effective Date: 5 July 2025

Your privacy is important to us. This Privacy Policy explains how AI Management Solutions LLC ("Company," "we," "us," or "our") collects, uses, and protects your personal information when you use our website and AI coaching services ("Service").

1. Information We Collect

1.1 Information You Provide

Registration Information: When you create an account, we collect:

  • Name and email address

  • Password and security information

  • Job title and company information (optional)

  • Phone number (optional)

  • Billing address and payment information

Profile Information: You may provide:

  • Professional background and experience

  • Coaching goals and preferences

  • Uploaded documents and files

  • Assessment responses and feedback

Communications: When you contact us, we collect:

  • Email correspondence

  • Support ticket information

  • Survey responses and feedback

  • Chat messages and interaction data

1.2 Automatically Collected Information

Usage Data: We automatically collect:

  • IP address and device information

  • Browser type and version

  • Pages visited and time spent

  • Click patterns and navigation data

  • Session recordings and heatmaps

AI Interaction Data: When using AI features, we collect:

  • Prompts and queries submitted to AI systems

  • AI-generated responses and recommendations

  • Coaching session data and progress metrics

  • Voice recordings (when voice features are used)

Technical Information: We collect:

  • Device identifiers and specifications

  • Operating system and software versions

  • Network and connection information

  • Error logs and diagnostic data

1.3 Third-Party Information

We may receive information from:

  • Social media platforms (if you connect accounts)

  • Payment processors and financial institutions

  • Analytics and marketing service providers

  • Business partners and integrations

1.4 Information Collected via Messaging Channels

If you use AI coaching through a supported third-party messaging platform (WhatsApp, Telegram, or Threema), we receive the content of the messages you send us through that platform, along with identifiers needed to deliver responses (such as your phone number or platform-specific user ID). The messaging platform provider processes this data as it transits their infrastructure and may independently collect metadata (such as delivery status) under their own privacy policy. See our Terms and Conditions, Section 9.2, and our Cookie Policy for more detail on each platform's role.

2. How We Use Your Information

2.1 Provide and Improve Services

  • Deliver AI coaching and management training

  • Personalise your learning experience

  • Generate AI-powered recommendations

  • Track progress and measure outcomes

  • Provide customer support and assistance

2.2 AI Processing and Enhancement

·      Process your prompts through third-party LLM and voice providers to generate coaching content and recommendations

·      Analyse aggregated, statistical usage patterns to enhance AI performance
Develop new AI-powered features

·      We do not use your individual prompts, coaching content, or interaction data to train our own AI models. Our third-party AI and voice providers process this data under their own terms, which may permit them to use submitted data for their own model training depending on the provider and account configuration. We work to select providers and settings that exclude your data from such training, but we cannot guarantee this for every provider we use. See our Cookie Policy for current information on individual providers.

2.3 Business Operations

  • Process payments and manage subscriptions

  • Send service-related communications

  • Conduct analytics and performance monitoring

  • Ensure security and prevent fraud

  • Comply with legal obligations

2.4 Marketing and Communications

  • Send newsletters and product updates

  • Provide promotional offers and recommendations

  • Conduct market research and surveys

  • Analyse user behaviour for marketing purposes

3. Third-Party Services and Data Sharing

3.1 Service, AI and LLM Providers

When you use AI features, your prompts and inputs may be processed by these third-party providers. We recommend reviewing their privacy policies and terms of service. Some of these providers, including Eden AI and OpenRouter, act as aggregation or routing services and may engage their own subprocessors, including other AI providers, to deliver their services. See our Cookie Policy, Section 7.3, for details. Where you use a Messaging Channel (WhatsApp, Telegram, or Threema) to access coaching features, the relevant messaging platform provider also processes data as described in Section 1.4 above and in our Terms and Conditions.

3.2 Data Processing Agreements

We maintain data processing agreements with all service providers to ensure appropriate protection of your information.

4. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. Full details are available at cioaim.com/cookie_policy.

5. Data Security

We implement appropriate technical and organisational measures to protect your information:

  • Encryption in transit and at rest

  • Regular security assessments and updates

  • Access controls and authentication

  • Secure data centres (Hetzner)

  • Network security through Cloudflare

A full list of the technical safeguards and sub-processors involved in securing your data is maintained in our Cookie Policy. However, no electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

6. Data Retention

We retain your information for as long as necessary to provide our Services, comply with legal obligations, and resolve disputes. Retention periods for specific categories of information are set out below.

Specific Retention Periods:

  • Account data: Duration of account plus 3 years

  • AI interaction data: 2 years, to maintain coaching continuity and allow you to review your history

  • Payment data: 7 years for tax and legal compliance

  • Marketing data: Until you unsubscribe plus 1 year

7. Your Rights and Choices

7.1 General Rights

You have the right to:

  • Access your personal information and receive an explanation of how we use it

  • Correct inaccurate information about you

  • Delete your account and personal information (subject to legal exceptions)

  • Export your data in a portable, machine-readable format

  • Restrict processing of your information in certain circumstances

  • Object to processing based on legitimate interests

  • Opt-out of marketing communications at any time

7.2 Exercising Your Rights

To exercise your rights, use your account settings dashboard or email hello (at) (dot) com.. We will respond within 30 days, or within 45 days for California residents exercising CCPA/CPRA rights, or as otherwise required by local law.

7.3 Identity Verification

Before fulfilling requests, we may ask for account email verification, additional identifying information, or government-issued ID for sensitive requests.

7.4 AI Data Processing Rights

Regarding AI features, you can:

·     Request deletion of AI interaction history

·     Access AI-generated content and recommendations

·     Correct profile information that influences AI recommendations

·     Contact us to ask which AI/voice providers process your data and, where available, request that we apply provider-level settings to exclude your data from third-party training

8. California Privacy Rights (CCPA/CPRA)

California residents have additional rights under the CCPA/CPRA, including the right to know, the right to delete, the right to correct, and the right to opt out of the "sale" or "sharing" of personal information. We do not sell personal information. To opt out of the sharing of personal information for cross-context behavioural advertising, use the cookie preference centre described in our Cookie Policy, or contact us using the details in Section 13. We are working to support the Global Privacy Control (GPC) browser signal as an automated opt-out mechanism; this policy will be updated once that capability is live. We will not discriminate against you for exercising your privacy rights.

9. International Data Transfers

9.1 Data Processing Locations

You may select your data processing region — the European Union or the United States — under "Compliance" in your account settings. If you do not make a selection, your data is processed in the United States by default. Your selected region determines which AI/LLM providers process your coaching content, in order to support applicable data residency requirements. A current list of providers used in each region is maintained in our Cookie Policy and is available on request at hello (at) (dot) com. CDN and security services are provided globally by Cloudflare; core infrastructure is hosted via Hetzner (Germany) and other providers depending on your selected region.

9.2 Safeguards for International Transfers

For transfers from the EEA to third countries, we implement Standard Contractual Clauses approved by the European Commission, adequacy decisions where applicable, and binding corporate rules for certain service providers. For transfers from the UK to third countries, we implement the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, as applicable, alongside adequacy decisions where they apply.

10. European Economic Area (EEA) and UK Rights

10.1 Legal Bases for Processing

Under GDPR and UK GDPR, we process your information based on:

  • Consent: Marketing communications, optional AI features, and cookies where required. You may withdraw consent at any time.

  • Contract Performance: Providing our AI coaching services, processing payments, and maintaining your account.

  • Legitimate Interests: Improving our services, ensuring security, and analysing aggregated usage patterns.

  • Legal Compliance: Tax and accounting obligations, responding to legal requests, and meeting regulatory requirements.

10.2 Enhanced EEA/UK Rights

In addition to general rights, EEA and UK residents have the right to restriction of processing, the right to object to processing based on legitimate interests or for direct marketing, and the right to data portability in a structured, machine-readable format.

10.3 Supervisory Authority Complaints

You have the right to lodge a complaint with your local data protection authority. For UK residents: Information Commissioner's Office (ICO). For EU residents: your national data protection authority.

10.4 Automated Decision-Making

Where we use automated decision-making or profiling that produces legal effects, you have the right to obtain human intervention, express your point of view, contest the decision, and request manual review of AI-generated coaching recommendations.

11. Children's Privacy

Our Service is intended for adults aged 16 and over. At registration, you are required to confirm that you meet this age requirement. We do not offer a pathway for individuals under 16 to use the Service, including with parental or guardian consent. If we become aware that an account holder is under 16, we will suspend the account and delete the associated personal data, consistent with our Terms and Conditions. If you believe a minor has accessed our Services, please contact us at hello (at) (dot) com.

12. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated through email notification to registered users, a prominent notice on our website, and in-app notifications. Continued use of the Service after changes constitutes acceptance of the updated policy, except where applicable law requires a different process.

13. Contact Information

For privacy-related questions or to exercise your rights, contact us:

AI Management Solutions LLC
Email: UK (at) domain (dot) com

14. Disclosures

14.1 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

14.2 Legal Requirements

We may disclose your information when required by law, court order, or government request.

14.3 Emergency Situations

We may disclose information to protect the safety of our users or the public.