Privacy Policy

Who we are

AEOptim is a brand of Web Everything, 950 Ann St. #103, Birmingham, MI 48009. We decide what happens to the information described here. Write to human@aeoptim.com or call 313-395-8171.

This policy covers aeoptim.com and the services that run under it at other addresses: orders are taken and run at app.aeoptim.com, finished reports are read at report.aeoptim.com, AEOptim Visibility lives at growth.aeoptim.com, and documents or proposals we send you may open at docs.aeoptim.com or proposal.aeoptim.com. Our own staff tools sit on a separate, restricted address.

Patient and client information

Our customers are practices and firms, not their patients or clients. AEOptim doesn't need patient records, client files, health information or anything covered by HIPAA or privilege, and we don't ask for it. Please don't send it, in a form, an email or a request to the assistant. If it arrives by mistake, tell us and we'll remove what we can and tell you plainly what we couldn't. We sign a Business Associate Agreement whenever our work touches PHI.

Contact and other site forms

Our forms post to our own server, and each submission is saved in our database before anything else happens. We store what you typed (for example your name, email, phone, practice or firm, website, topic and message, depending on the form), the page it came from, the time, your browser's user agent, and a keyed hash of your network address that we use only for rate limits. Our forms use a bot check from our hosting provider, and a submission that fails it isn't accepted. We use what you send to answer you. You get a copy of your message by email, and our office gets a note with a reference number.

The Free AI Check

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

• Field 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 question we asked, the answer that came back, and whether your practice was named.

Our host also passes us a little 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 your link carried one. Your IP address is never stored with your record. We keep only a hash of it to enforce rate limits, and those rate-limit records are deleted automatically within 2 days.

Orders: the Workup and the Answer Kit

To run an order we take your practice or firm name, field, specialty, city and any extra office locations, the website you want us to work from, your name and your email. Our crawler then reads public pages of that website, only what any visitor could read.

Payment goes through Stripe. You type your card into Stripe's own payment fields, and your card number never reaches our servers. We see that a payment succeeded and the order details attached to it. The checkout uses a bot check from our hosting provider.

Your report or kit is delivered by a private link and an access code. Anyone with both can open it, so keep them to your practice or firm.

AEOptim Visibility

Setting up AEOptim Visibility at growth.aeoptim.com takes your practice or firm name, website, specialty, locations, your name and your email. Our crawler reads your homepage and a few more public pages, and a model writes a plain summary of what your site says you do. That summary, your market research and your dashboard are what the assistant works from.

After setup, some work runs on a schedule:

• Each night, a model reviews your recent requests and drafts and adds at most two short lessons to the assistant's working notes for your account. It reads the request you wrote, an excerpt of what came back and your recent activity.
• Each month, we read your site again and ask the AI engines your questions to measure whether you're named. Some of those questions name your practice on purpose, as described below.
• Each month, we look for AEOptim reports bought under your email address or for your website, and add their findings to your research so the assistant can use them.

Every two days, we ask an AI engine that searches the web what's new in your field, using the summary of your practice built from your public pages.

AEOptim Visibility runs inside ChatGPT or Claude. When you use it that way, what you type goes first to OpenAI or Anthropic, under their terms. We receive only the requests they pass to us. We keep a log of those requests (which tool was used, whether you confirmed it, and the first 160 characters of what you asked) and hold the most recent 120. Your dashboard also keeps a trail of your most recent 100 requests and notes, so you and we can see what was asked. The nightly review reads the request log.

Every draft waits in your review queue until you approve it, with a dated record of what was drafted, changed and approved. That record is kept with your account.

Your account. We store the email address your account was set up with and the security details that keep your dashboard private, in a form we can't read back. Your dashboard uses one cookie, kg_sess, described in our Cookie Policy.

Notifications. If you switch on browser notifications, your browser's own notification service delivers them to your devices. We send it only an encrypted notice that something is ready.

When you email or call

If you write or call, we keep the message and your contact details so we can answer and follow up.

Why we hold any of it

• To do what you asked for and send you the result.
• To answer you, and to follow up about a check you ran. Every email we send that isn't needed for an order, a payment or your account has an unsubscribe link, and one click stops them. Emails about something you ordered, such as a delivery, a receipt or a billing notice, still come while the order or plan is active.
• To keep the service running: rate limits, bot checks, fraud prevention and fixing what broke.
• To meet our tax, accounting and legal duties.

What we send to AI engines and AI services

The Free AI Check sends one question to one AI engine that searches the live web. The question contains your city, your specialty and the kind of practice it is. It doesn't contain your practice name, email, website or notes.

The Search & Ask Workup and AEOptim Visibility's monthly measurement ask your clients' questions on the AI engines named on their product pages. Each engine is told your approximate location so it answers locally. Most questions are built from your specialty and city and don't name you. Some name your practice on purpose: whether it offers a service, what its address and phone number are, what the engine can tell us about it and whether it would recommend it, and, if you choose those add-ons, who its doctors are and what its reviews say. There's no honest way to learn what an engine says about you without saying your name to it. Every question and answer is kept with your report or account, so you can see what was asked and what came back.

We capture Google's AI Overview and Google search data through a search-data provider. It receives the question and keyword text, your practice name with your city, and your website's domain.

The Answer Kit sends your practice name, specialty and city, plus the text of the public pages we read, to an AI service that drafts the questions and answers from that text. The model we use for this doesn't search the web. AEOptim Visibility uses AI services the same way to write your practice summary, draft the work you ask for, and run the nightly review.

No AI engine or AI service is ever given your email address, and the free check's notes field never goes to one. Two things do travel that people don't always expect. When we read your site, the text we send is the text on your pages, including any contact details published there. And when you ask the AEOptim Visibility assistant for work, your request goes to an AI service to do it.

The providers who process data for us

We use a small number of providers to run AEOptim. Each receives only what its job needs.

• Cloudflare: hosting for every AEOptim site and app, our database and storage, the queues that run scheduled work, site search, the bot check on our forms and checkout, and email delivery. The bot check receives your IP address to make its call.
• Stripe: card payments and subscription billing. Receives your payment details directly, plus the order details and your email for the receipt.
• AI engines we measure: the engines named on each product page. They receive the questions described above.
• AI services that draft our work: your practice details, the text of the public pages we read, and your requests to the assistant.
• A search-data provider: search and AI Overview results and search data. Receives the text described above and your website's domain. Never your email or notes.
• Google: the typeface on our order pages, reports and dashboard; city suggestions on our order and setup pages, where what you type goes to Google; a lookup of your practice's public business listing in paid reports; and Google Analytics 4, only if you allow it.
• Our email inbox provider: holds the messages you send us and copies of what we send you.
• Your browser's notification service: only if you switch on notifications.

Analytics and your choice

Google Analytics 4 is the only analytics tag aeoptim.com loads. It runs only on aeoptim.com addresses, and only if you allow it: a banner asks on your first visit, and nothing loads until you click Accept. You can change your choice at any time from "Your Privacy Choices" at the bottom of every page, which opens our preference panel. If your browser sends a Global Privacy Control signal, analytics stays off unless you switch it on. It never runs on the order, run, result or report pages, and it's told not to use advertising storage.

Before Google Analytics receives the address of a page, we remove private links and anything typed into the address, so search words and form entries never reach it. For site search it learns only that a search happened and whether it found results.

If you allowed analytics and later buy something, our server may send Google Analytics a purchase event tied to the analytics ID in your browser, so we can tell which pages led to a sale. It carries the product, the amount and a payment reference, never your card, your name or your email. If you didn't allow analytics, or you've since turned it off, nothing is sent.

We use no advertising network, remarketing tag, data broker, customer data platform or session recording tool.

What we never do

We don't sell your information, and we don't share it for cross-site behavioral advertising. We don't rent or trade email lists, build advertising profiles or track you across other websites.

How long we keep things

• Contact messages and Free AI Check records are kept for 12 months, then deleted automatically.
• Rate-limit records are deleted automatically within 2 days.
• Workup and Answer Kit orders and the reports themselves are kept for 3 years after delivery, so your report link keeps working, unless you ask us to delete them sooner.
• Every free check and paid run also saves an untouched copy of what we asked and what the engines answered, so we can show you later exactly what an engine said on a given day. The copy doesn't include your email or name. A free check's copy is kept for 12 months and a paid run's for 3 years, then deleted automatically.
• AEOptim Visibility accounts keep your research, every monthly measurement, every draft and the review record while your account exists. Comparing this month with last month is the point, so we keep the history. If you close your account, we delete it and everything in it within 30 days, except records the law requires us to keep.
• The request log holds your 120 most recent requests, and the dashboard trail your 100 most recent. Older ones drop off as new ones arrive.
• Dashboard sessions end after 90 days without a visit, or when you end the session.
• Email and billing records are kept as long as tax and accounting rules require.
• If you unsubscribe, we keep your email address on a do-not-send list, so we don't email you again.

Your choices

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

To stop our follow-up emails, use the unsubscribe link at the bottom of any of them. It takes one click, and you can undo it on the same page. You can also switch Visibility report and measurement emails off in your dashboard under Settings, Notifications.

Security

Every AEOptim site runs over HTTPS. Keys for our providers live in our host's encrypted storage, not in our code. Forms are rate limited and bot checked. Only the people who need customer records to do the work can reach them. No setup is perfect, and anyone who says theirs is should worry you.

Where the data sits

We're a US company and our providers are mostly US based, so assume your information is processed in the United States.

Children

AEOptim is sold to practices and firms. It isn't meant for children, and we don't knowingly collect information from anyone under 16. If you think we have, tell us and we'll 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 so does the date at the top. We say what changed in plain words.

• October 1, 2026: Analytics now run only if you allow them, wherever you are. Providers are described by what they do, and our hosting provider now delivers our email. Added how long we keep each kind of record, the unsubscribe link, the questions that name your practice, and the AEOptim Visibility request trail and notifications.

Questions

Write to human@aeoptim.com or call 313-395-8171. A person reads every message.

AEOptim, a Web Everything company. 950 Ann St. #103, Birmingham, MI 48009. Related pages: Terms & Conditions, Refund Policy, Cookie Policy, Accessibility.