Privacy Policy

We collect what you type into our forms and very little else. The free check stores your practice name, industry, specialty, city, website, email and any note you add, plus the question we put to AI and the answer it gave. We never store your raw IP address, we sell nothing to anyone, and we run no advertising trackers on this site.

Last updated July 19, 2026.

This is a working draft. It describes how the service actually runs today, verified against the code, and it is pending review by our attorney before we treat it as final. Questions go to legal@aeoptim.com.

Who we are

AEOptim, 675 Purdy St, Birmingham, MI 48009. We are the controller of the information described here. Write to legal@aeoptim.com or call 646-388-2960.

This policy covers aeoptim.com and the services delivered through it. Note that our customers are practices, not patients or clients: we do not ask for, want, or knowingly accept patient records, client files, health information or anything else covered by HIPAA or by privilege. Please do not send it to us.

What the free AI Visibility Check collects

When you run the free check, we store what you entered:

  • Industry and specialty
  • Practice or firm name
  • City
  • Website address, if you give one
  • Your email address
  • Anything you type into the optional notes field

We also store what the check produced: the exact question we put to the AI engine, the answer it returned, and the verdict, meaning whether your practice was named.

Alongside that, our host passes us a small amount of context about the visit: the country, region and city your connection appears to come from, the data center that served you, your time zone, your network provider, the page that referred you, and a utm_source value if the link you followed carried one. Your IP address is never stored with your record. We hash it, keep only a fragment of that hash to enforce rate limits, and drop those rate-limit rows automatically after two days.

What an Answer Kit order collects

To run the $399 kit we take your practice name, your specialty, your city, the website address you want us to work from, your name and your email. Our crawler, which identifies itself as AEOptimBot, then reads up to twelve public pages of that website. It reads only what any visitor could read.

Payment goes through Stripe. Your card number is entered into Stripe's own fields and never reaches our servers. We see the confirmation that a payment succeeded and the order details attached to it.

When you email or call

If you write to us or book a call, we keep the message and your contact details so we can answer and follow up. That is it.

Why we hold any of it

  • To run the thing you asked for and send you the result.
  • To reply to you, and to follow up about the check you ran. Every email we send carries a way to stop them, and replying with "stop" is enough.
  • To keep the service standing up: rate limits, bot verification, fraud prevention, and diagnosing what broke.
  • To meet our own tax, accounting and legal obligations.

What we send to AI engines, exactly

This is the part people most want specifics on, so here they are.

The free check sends one sentence to Perplexity, which searches the live web to answer it. That sentence contains only your city, your specialty, and the kind of practice it is (a practice, a firm, or an advisory). It does not contain your practice name, your email, your website or your notes. We are asking the engine an open question about your field and your town, then reading the answer to see whether you show up in it. Sending your name would defeat the point.

The Answer Kit sends your practice name, specialty and city, plus the text of the public pages we crawled, to OpenAI, which drafts the questions and answers grounded in that text. We use a model that does not search the web, so it works only from the pages you pointed us at.

Neither engine is given your email address.

The providers who process data for us

These are all of them. If a company is not on this list, it does not receive your data from us.

  • CloudflareHosting and delivery, the Workers runtime our site and check run on, the D1 database where check records are stored, the KV store that holds kit records, and Turnstile, the challenge that tells a person from a bot on our forms. Turnstile receives your IP address to make that judgment.
  • PerplexityThe AI engine the free check queries. Receives the one-sentence question described above.
  • OpenAIThe model that drafts The Answer Kit content. Receives your practice details and the crawled page text.
  • StripeCard processing for paid products. Receives your payment details directly, plus the order information and your email for the receipt.
  • ResendSends our transactional email: your check result, your kit delivery. Receives your email address and the contents of the message.
  • GoogleThree things. The city field on our forms uses Google Maps Places autocomplete, so what you type there is sent to Google to return suggestions. Our typeface is served by Google Fonts, so loading a page makes a request to Google that reveals your IP address and browser. And, only with your consent, Google Analytics 4 records aggregate usage with your IP masked, gated by the cookie banner described in our Cookie Policy.

Beyond consent-gated Google Analytics 4, we use no other analytics provider, no advertising network, no data broker, no customer data platform and no session recording tool.

What we never do

We do not sell your information, and we do not share it for cross-context behavioral advertising. We do not rent or trade email lists. We do not build advertising profiles. We do not track you across other websites. There is no exception to any of this that we are quietly hoping you will not ask about.

How long we keep things

  • Free check records stay in our database until you ask us to delete them.
  • Rate-limiting records are deleted automatically after two days.
  • The Answer Kit records and reports expire automatically one year after the run.
  • Email and billing records are kept as long as our tax and accounting obligations require.

Your choices

Ask us to show you what we hold, correct it, or delete it, and we will do it. Email legal@aeoptim.com from the address you used, or tell us which address you used, and we will confirm when it is done. There is no charge and no form to fill out. If you live somewhere that gives you formal rights over your data, such as California, Colorado, Connecticut, Virginia or the European Economic Area, exercising them here is the same email. We will not treat you differently for asking.

To stop hearing from us, reply "stop" to any email we send. That is enough.

Security

The site runs over HTTPS. Secrets and API keys live in the platform's encrypted storage, not in our code. Forms are rate limited and bot verified. Access to customer records is limited to the people who need it to do the work. No system is perfect, and anyone who tells you theirs is should worry you.

Where the data sits

We are a US company and our providers are largely US based, so assume your information is processed in the United States. If you are writing to us from outside the US, that is the transfer you are consenting to.

Children

This service is sold to professional practices. It is not directed at children, and we do not knowingly collect information from anyone under 16. If you think we have, tell us and we will remove it.

Changes to this policy

If we add a provider, change what we collect, or change what we do with it, this page changes and the date at the top changes with it. Anything meaningful gets said in plain words rather than buried in a clause.

Questions

Write to legal@aeoptim.com or call 646-388-2960. A person reads it.

AEOptim, 675 Purdy St, Birmingham, MI 48009. Related pages: Terms & Conditions, Cookie Policy, Accessibility.