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CharacterOps Privacy Policy

Effective date: August 25, 2026

CharacterOps is a service brand operated by Topman Media LLC (collectively, “CharacterOps,” “we,” “us,” or “our”). This Privacy Policy explains how we collect, use, disclose, and retain personal information through characterops.io, related intake and scheduling experiences, and the services we provide.

1. Scope

This Privacy Policy applies to information collected through the CharacterOps website, project inquiries, scheduling and discovery activities, and communications related to prospective or active engagements.

Project-specific handling of client data may also be governed by a statement of work, services agreement, nondisclosure agreement, or data processing addendum. If a project agreement imposes stricter obligations for particular client data, those project-specific obligations control for that data.

2. Information We Collect

Information you provide

We may collect information you choose to provide, including:

  • Your name, company, job title, email address, and other business contact information
  • Your website and information about your business, audience, products, or workflows
  • Details about a proposed AI capability or project, including intended users, use case, data sources, budget range, timeline, integrations, and technical requirements
  • Files, examples, or other materials you provide for evaluation or delivery
  • Communications, feedback, and support requests
  • Billing contact information and transaction-related records

Please do not submit passwords, payment-card numbers, government identifiers, health information, regulated personal information, production credentials, or other highly sensitive or confidential data through an initial inquiry or intake form. Appropriate handling requirements must be agreed before CharacterOps receives sensitive project data.

Meetings and transcripts

With advance notice and participant consent, discovery calls, workshops, or project meetings may be recorded or transcribed. Recordings and transcripts may be used to document requirements, produce project materials, maintain decision history, and improve delivery. Participants may ask questions about the recording or transcription process before a meeting begins.

Information collected automatically

When you use the website, our hosting and platform providers may automatically create technical and security logs containing information such as:

  • Internet Protocol address
  • Browser, device, and operating-system information
  • Pages viewed, referring page, and time and date of access
  • Approximate location derived from an IP address
  • Diagnostic, performance, and security information

The website may use essential cookies or similar technologies required for security, hosting, and basic operation. CharacterOps does not currently use personal information for cross-context behavioral advertising. If we add non-essential advertising or analytics technologies, we will update this Policy and provide any choices or consent mechanisms required by applicable law.

Payment information

Payments may be processed by a third-party payment provider, such as Stripe. CharacterOps does not store full payment-card numbers or card security codes on its own systems. Payment providers process payment information under their own privacy policies and security practices.

3. How We Use Information

We may use personal information to:

  • Respond to inquiries and evaluate whether a project is a suitable fit
  • Conduct discovery, schedule meetings, and recommend an appropriate commercial offer
  • Prepare proposals, agreements, statements of work, and invoices
  • Select models, platforms, infrastructure, and other technical components
  • Design, build, test, deploy, monitor, support, and improve contracted services
  • Communicate about an inquiry or active engagement
  • Manage payments, accounting, taxes, and business records
  • Protect the website, our systems, clients, and service providers from misuse or security threats
  • Enforce agreements and comply with legal obligations
  • Improve CharacterOps services, processes, and website experience

We may also use information for another purpose that we disclose when it is collected or for which you provide consent.

4. AI, Cloud, and Service Providers

CharacterOps may use service providers to operate the website and deliver engagements, including providers of:

  • Website hosting and deployment
  • Business email and communications
  • Scheduling, transcription, and document collaboration
  • Payment processing and accounting
  • Cloud infrastructure, storage, databases, and monitoring
  • Proprietary or open-weight AI models, model hosting, inference, and evaluation
  • Software development, analytics, security, and technical support

Project information will be shared with these providers only as reasonably necessary for evaluation or delivery and subject to the selected provider’s contractual terms, security practices, retention settings, and technical capabilities. The model, infrastructure, and data-handling approach for a paid project may be specified in the applicable statement of work or data processing addendum.

CharacterOps does not promise that every third-party AI provider uses identical retention or model-training practices. We evaluate material provider terms for each engagement and configure available privacy and retention controls appropriate to the project.

5. How We Disclose Information

We may disclose information to:

  • Service providers and contractors working on our behalf
  • Professional advisers, such as accountants, insurers, and legal counsel
  • Government agencies, courts, or other parties when required by law or reasonably necessary to protect legal rights, safety, or security
  • A buyer, successor, or other relevant party in connection with a merger, financing, acquisition, reorganization, or sale of business assets, subject to appropriate confidentiality protections

CharacterOps does not sell personal information for money. We do not knowingly disclose personal information for unrelated third-party marketing or cross-context behavioral advertising.

We will not identify a client publicly, publish project details, or use a client’s name, logo, testimonial, or work as a case study without permission.

6. Data Retention

We retain information only for periods reasonably necessary for the purposes described in this Policy, including:

  • Inquiry and prospective-client information, ordinarily for up to 24 months after the most recent substantive interaction
  • Active project information for the duration of the engagement and any agreed support or transition period
  • Contracts, invoices, transaction records, and related business records for periods required by tax, accounting, insurance, and legal obligations
  • Technical logs and backups according to the ordinary retention schedules of the systems involved

For the Agent Persona Performance Check, raw persona specifications and submitted transcripts are ordinarily deleted 30 days after delivery, while transaction records and other required business records may be retained longer.

Project agreements may establish different retention and deletion requirements. We may retain information for longer when needed to resolve a dispute, enforce an agreement, prevent misuse, or comply with law.

7. Security

CharacterOps uses reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information and the services involved. These may include access controls, managed hosting, encrypted transmission, account security, provider review, and separation of project environments where appropriate.

No transmission, storage system, or AI service can be guaranteed completely secure. Clients should not provide sensitive project data until suitable handling, access, retention, and security requirements have been agreed.

8. Your Privacy Choices and Rights

Depending on where you live and the law that applies, you may have rights to request:

  • Access to personal information we maintain about you
  • Correction of inaccurate information
  • Deletion of information, subject to lawful retention requirements
  • A copy of certain information in a portable format
  • Restriction of or objection to certain processing
  • Withdrawal of consent where processing is based on consent

You may also unsubscribe from non-essential marketing communications at any time. Transactional and engagement-related communications may continue while needed to provide services or meet legal obligations.

To submit a request, email hello@characterops.io. We may need to verify your identity and authority before completing a request. Authorized agents may be required to provide proof of authorization. We will respond as required by applicable law.

9. International Access and Processing

CharacterOps is operated from the United States. If you access the website or engage our services from another country, information may be processed in the United States and in other locations where approved service providers operate. Where required for a specific engagement, international data-transfer requirements will be addressed in the applicable agreement or data processing addendum.

10. Third-Party Sites and Services

The website may link to or integrate with third-party websites and services. Their privacy practices are governed by their own notices and are not controlled by CharacterOps. You should review the relevant third-party policies before providing information directly to those services.

11. Children’s Privacy

The CharacterOps website and services are intended for businesses and adults at least 18 years old. We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, contact us so that we can review and delete it where appropriate.

12. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, services, providers, or legal obligations. The effective date at the top indicates when the Policy was last updated. Material changes will be communicated through the website or another appropriate method when required.

13. Contact

Questions or requests concerning this Privacy Policy may be sent to:

CharacterOps / Topman Media LLC
Email: hello@characterops.io