Privacy Policy

Last updated: April 19, 2026

This Privacy Policy describes how AI Executives OS (“we”, “us”, or “our”) collects, uses, and shares information when you use our website (theaiexecutives.com) or application (app.theaiexecutives.com) (collectively, the “Service”).

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Information We Collect

1.1 Information You Provide Directly

  • Account information: email address, name, password (hashed), company name, role
  • Billing information: billing address, payment method (processed by Stripe)
  • Calendar and meeting data: calendar events you grant access to, meeting participants, meeting titles and times
  • Meeting content: meeting transcripts, recordings, summaries, action items, and derived insights
  • Phone numbers: for SMS notifications and voice agent functionality (via Twilio)
  • Communications with the AI executive personas: messages, decisions, and feedback you exchange with Marcus, Ethan, Priya, Alex, Eve, or other personas
  • Settings and preferences: persona configurations, notification preferences, and workflow settings

1.2 Information Collected from Integrations

When you connect third-party services to the Service (such as Google Calendar, Microsoft 365, Recall.ai, Twilio), we collect:

  • OAuth tokens (encrypted at rest)
  • Calendar events and attendee information (as authorized)
  • Meeting transcripts and audio (from Recall.ai-connected meetings)

1.3 Information Collected Automatically

  • Usage data: features used, interactions with personas, time spent, session activity
  • Device and log data: IP address, browser type, operating system, timestamps
  • Cookies and similar technologies: see our Cookie Policy

1.4 Meeting Participant Data

When you use AI Executives OS in meetings that include third parties (for example, a meeting bot joining a call), those third parties may be visible to the Service through the meeting content. By using the Service in meetings with third parties, you represent that you have appropriate notice, consent, or legal basis to record, transcribe, or process the meeting in your jurisdiction.

Many jurisdictions require all-party or one-party consent to record meetings. You are responsible for compliance with recording laws applicable to your meetings.

2. How We Use Your Information

We use collected information to:

  • Provide, maintain, and improve the Service, including the AI executive personas
  • Generate meeting summaries, action items, and insights
  • Orchestrate persona workflows and automation
  • Send transactional communications (notifications, SMS alerts, meeting summaries)
  • Process payments and manage subscriptions
  • Improve persona performance and accuracy
  • Detect and prevent fraud and abuse
  • Comply with legal obligations

3. AI and Machine Learning

3.1 How We Use AI

The Service uses third-party large language models and AI services to power the executive personas and derived insights. When you interact with the Service, your content may be processed by these AI services to generate responses and insights.

3.2 AI Service Providers

We use AI services including (but not limited to) Anthropic, OpenAI, Deepgram (speech-to-text), and ElevenLabs (text-to-speech). We select providers that offer data processing terms suitable for business use and do not train foundation models on customer content by default.

3.3 Your Content and Model Training

We do not use your content to train general-purpose foundation AI models. Your content may be used in aggregated, anonymized form to improve Service features internally.

4. How We Share Information

4.1 Service Providers

We share information with service providers who help us operate the Service:

  • Hosting and backend: Vercel, Supabase, Fly.io
  • Payment processing: Stripe
  • Communications: Twilio (SMS and voice), Resend (email)
  • AI services: Anthropic, OpenAI, Deepgram, ElevenLabs
  • Meeting integration: Recall.ai, Daily.co
  • Calendar: Google, Microsoft (through the integrations you enable)

4.2 Third-Party Integrations

When you connect third-party services, data is exchanged with them based on the scope you grant.

4.3 Legal Requirements

We may disclose information if required by law, subpoena, or legal process.

4.4 Business Transfers

In a merger, acquisition, or sale of assets, information may be transferred.

4.5 We Do Not Sell Personal Information

AI Executives OS does not sell personal information to third parties.

5. Data Retention

  • Meeting transcripts and summaries: retained as long as your account is active, or as configured in your retention settings
  • Account data: retained while your account is active; deleted within 90 days of account closure
  • Billing records: retained for seven (7) years for tax and compliance purposes
  • Audit logs: retained for up to 13 months

You may request deletion of specific meetings, persona interactions, or other content at any time.

6. Your Rights

You have the right to:

  • Access personal information we hold about you
  • Correct inaccurate information
  • Delete your data
  • Export your data
  • Object to or restrict processing
  • Withdraw consent

6.1 California Residents (CCPA)

California residents have additional rights under the CCPA. Contact privacy@theaiexecutives.com to exercise them.

7. Data Security

We implement industry-standard security measures:

  • Encryption in transit (TLS 1.2+) and at rest (AES-256)
  • OAuth tokens encrypted with application-layer encryption
  • Row-level security at the database layer
  • Access controls and audit logging

For more details, see our Security page.

8. International Data Transfers

AI Executives OS operates from the United States. Some voice and AI services operate in additional regions. Data may be transferred to and processed in the United States and other jurisdictions where our service providers operate.

9. Children's Privacy

The Service is not intended for individuals under 16. We do not knowingly collect personal information from children.

10. Meeting Recording and Consent Reminders

Because AI Executives OS supports meeting transcription and analysis, we remind users:

  • Recording laws vary by jurisdiction (one-party vs. all-party consent)
  • You are responsible for obtaining appropriate consent before recording
  • The Service may display notices to meeting participants when recording is active
  • Do not use the Service in a manner that violates applicable recording laws

11. Changes to This Privacy Policy

We may update this Privacy Policy. Material changes will be communicated via email or through the Service at least 30 days before taking effect.

12. Contact Us