Privacy Policy
Your privacy is important to us. This policy explains how we collect, use, and protect your information.
Last updated: 11/18/2025
1. Information We Collect
We collect information you provide directly to us, such as when you:
- Complete contact forms or AI Readiness Kit
- Communicate with us via email or other channels
- Schedule consultations or meetings
- Subscribe to our newsletter or updates
- Participate in our Austin AI Copilot Program
- Share business process data during AI Readiness Kit
This information may include your name, email address, company name, phone number, project details, business workflows, operational data, and technical requirements for AI implementation.
AI Data Protection: We do not use your business data, workflows, or proprietary information to train AI models or for any purpose other than providing you with custom AI solutions.
2. How We Use Your Information
We use the information we collect to:
- Provide AI consulting and custom development services
- Conduct AI Readiness Kit and analysis
- Deliver Austin AI Copilot Program services
- Communicate with you about our services and your projects
- Improve our tools and methodologies (using anonymized data only)
- Send you relevant content and updates (with your consent)
- Schedule and conduct consultations
- Protect your proprietary business information and maintain confidentiality
Confidentiality Commitment: All business data shared during AI Readiness Kit and pilot programs is treated as strictly confidential and is never used for training AI models or shared with third parties.
3. Information Sharing and Disclosure
We do not sell, trade, or otherwise transfer your personal information to third parties without your explicit consent.
We may share your information only in the following circumstances:
- With your explicit consent
- To comply with legal obligations
- To protect our rights and prevent fraud
- With trusted service providers who assist us in operating our business (under strict confidentiality agreements)
4. Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.
However, no method of transmission over the internet or electronic storage is 100% secure, so we cannot guarantee absolute security.
5. Your Rights (GDPR Compliance)
In compliance with GDPR and other privacy regulations, you have the right to:
- Access your personal information
- Correct inaccurate information
- Request deletion of your information (right to be forgotten)
- Data portability (receive your data in a structured format)
- Restrict processing of your personal data
- Object to processing based on legitimate interests
- Opt out of marketing communications
- Withdraw consent at any time
- Lodge a complaint with a supervisory authority
To exercise these rights, please contact us at hello@ctocopilot.com
GDPR Compliance: We fully comply with the General Data Protection Regulation (GDPR) and respect all individual privacy rights regardless of your location.
6. AI Data Protection & Third-Party Services
🚫 We Do NOT Train AI Models on Your Data
Your business data, workflows, proprietary information, and AI Readiness Kit results are NEVER used to train AI models. We maintain strict data isolation and confidentiality.
Third-Party Services We Use:
- Calendly: For scheduling consultations (subject to their privacy policy)
- Analytics Tools: For website performance (anonymized data only)
- Email Services: For communication (encrypted and secure)
All third-party services are carefully vetted and must meet our strict privacy and security standards. We never share your business data with these services.
7. Data Retention
We retain your personal information only as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required by law.
Specific Retention Periods:
- Contact Information: Until you request deletion
- AI Readiness Check Data: 3 years or until project completion
- Austin Copilot Program Data: 2 years for program evaluation
- Communication Records: 7 years for business purposes
8. Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any changes by posting the new privacy policy on this page and updating the "Last updated" date.
9. Contact Us
If you have any questions about this privacy policy, please contact us: