The short version: we collect what we need to run our website, answer your inquiries, and do our work for clients. We don't sell your information for money. We use a small number of analytics and sales tools, which we name below, and we keep the executives we work with, and what they share with us, confidential.
1. Who We Are
This website, phantom-iq.com, is operated by Phantom IQ LLC ("Phantom IQ," "we," "our," or "us"), an executive thought leadership firm based in the United States. Phantom IQ LLC is the controller of the personal information described in this policy. Questions and requests go to tom@phantom-iq.com.
This policy covers our website, the free tools on it, and our communications with prospective clients. The work we do for clients is also governed by the client's services agreement; if that agreement conflicts with this policy, the agreement controls.
2. Information We Collect
Information you give us.
- Inquiry and "Get Started" forms: your name, email address, company, website, role, the number of executives involved, your goals, timeline, and anything else you write in the form.
- AI Visibility (AEO) Report: your name, email address, company domain, and the search phrases you choose. We also store the report we generate for you, including the answers AI assistants gave about your company and the competitors and sources they cited.
- Voice analysis tool: any text you paste in, or the public web page you point us to, so we can analyze the writing.
- Scheduling: when you book a call through Calendly, Calendly collects your name, email address, and any answers you give, and shares them with us.
- Correspondence: the contents of emails and messages you send us.
- Client materials: if you become a client, the interviews, recordings, transcripts, drafts, background documents, and account details you share with us for the engagement.
Information collected automatically. When you visit the site, we and our providers automatically collect your IP address, browser and device type, the pages you view, how long you stay, and the page that referred you. When you submit a form, we also record your IP address with the submission. See Section 7 for the tools that collect this.
Information from other sources. Our sales tool, Apollo.io, can match a visit to our site to a company and sometimes to a business contact, using your IP address and Apollo's own business-contact database. We may also look up publicly available professional information, such as your company website or LinkedIn profile, before or after we talk with you.
3. How We Use Your Information
- To answer inquiries, schedule and hold calls, and send you the reports and materials you request
- To deliver our services to clients, including research, interviews, drafting, editing, and publishing
- To run, secure, and improve the website and our free tools
- To understand which content and campaigns are working (analytics)
- For business-to-business marketing, such as following up with a company that has shown interest in our services. You can opt out at any time (see Section 9).
- To comply with the law and protect our rights
If you are in the EU, UK, or a similar jurisdiction, our legal bases for this processing are: performing a contract with you or taking steps you ask for before entering one; our legitimate interests in running and marketing our business (which we balance against your rights); your consent, where we ask for it; and compliance with legal obligations.
We do not make automated decisions about you that have legal or similarly significant effects.
4. How We Use AI
Artificial intelligence is part of how our tools and services work, so here is exactly how it touches your information:
- AEO Report: to see how AI assistants answer questions about your market, we send your search phrases and company domain to AI and search providers (currently Anthropic, OpenAI, Perplexity, and Serper, which provides Google search results). We do not send your email address to these providers.
- Voice analysis: the text you submit is sent to Anthropic to generate the analysis.
- Client work: we use AI tools to help with research and drafting. Every piece of client work is reviewed and edited by people.
We use these providers' business API services, which by default do not use the content we send to train their models. We do not use your information or client materials to train AI models.
5. Client Confidentiality
Ghostwriting and thought leadership depend on trust. We treat the identity of the executives we work with, and everything they share with us, as confidential. We do not publicly name clients or describe their engagements without permission. Interview recordings, transcripts, drafts, and other client materials are used only to deliver the engagement and are shared only with the team members and service providers who need them to do the work.
6. How We Share Your Information
We do not sell your personal information for money. We share it only as follows:
- Service providers, who process it for us under contract:
Provider Purpose Vercel Website hosting and server functions Redis (managed database) Storing form submissions and AEO reports Resend Sending reports and notification emails Calendly Scheduling calls Google (Analytics, Fonts) Website analytics; loading web fonts Apollo.io Identifying visiting companies; sales outreach OpenAI AI processing; measuring the results of our advertising Anthropic, Perplexity, Serper AI processing and search results for our tools - Report share links: every AEO Report has a link that anyone holding it can open. The shared page shows the name and company domain entered on the form, along with the report results. It does not show your email address. Share links work for 90 days.
- Legal requirements: when required by law, legal process, or a government request, or to protect our rights, safety, or property.
- Business transfers: as part of a merger, acquisition, financing, or sale of assets, subject to confidentiality protections.
- With your permission: in any other case where you have asked us to share.
7. Cookies and Tracking Technologies
Our site uses the following:
- Google Analytics 4: cookies that measure traffic and how visitors use the site. You can opt out with the Google Analytics Opt-out Browser Add-on.
- Apollo.io website tracker: identifies the companies (and sometimes the business contacts) that visit our site, so we can follow up with businesses that may be interested in our services.
- OpenAI measurement pixel: helps us measure how well our advertising performs.
- Browser storage: small items saved in your browser so our tools work properly, such as keeping a report open while it generates.
You can block or delete cookies in your browser settings; the site will still work. Our site does not currently respond to "Do Not Track" or Global Privacy Control browser signals. To opt out of the tracking described above, email us (see Section 9).
8. How Long We Keep Information
- Inquiry and report form submissions: until you ask us to delete them, or until we no longer need them for the relationship.
- Full AEO Reports: 90 days. A short summary of each report (your name, email address, company domain, phrases, and scores) is kept so we can follow up and improve the tool, until you ask us to delete it.
- Analytics data: up to 14 months in Google Analytics.
- Client materials: for the length of the engagement, then as described in the client agreement or as needed for legal and accounting purposes.
9. Your Choices and Rights
Wherever you live, you can ask us to:
- Access: tell you what personal information we hold about you and give you a copy
- Correct: fix information that is inaccurate
- Delete: erase your information, unless we need to keep it by law
- Port: send you your information in a machine-readable format
- Object or restrict: stop or limit certain uses, including marketing
- Withdraw consent: where we rely on consent, at any time
To unsubscribe from marketing emails, use the unsubscribe link in the email or reply asking us to stop. For any other request, email tom@phantom-iq.com. We may need to confirm your identity first. We will answer within 30 days, or within any shorter period your local law requires, and we will not treat you differently for using your rights.
EU, EEA, and UK residents may also complain to their local data protection authority.
10. Notice for California and Other U.S. State Residents
Residents of California and other states with consumer privacy laws (including Colorado, Connecticut, Virginia, Texas, and Oregon) have the rights listed in Section 9. In the past 12 months, we collected these categories of personal information: identifiers (name, email address, IP address), professional information (company, role), internet activity (pages viewed, referrer), and the content you submit. We collected them from the sources and used them for the purposes described in Sections 2 and 3.
We do not sell personal information for money. However, the Apollo.io tracker and the OpenAI measurement pixel may count as "selling" or "sharing" personal information, or as "targeted advertising," under some state laws. To opt out, email tom@phantom-iq.com with the subject line "Do Not Sell or Share." You may use an authorized agent to make a request for you. If we deny your request, you may appeal by replying to our decision, and we will respond within the time your state's law allows. We do not knowingly collect sensitive personal information.
11. International Visitors
We are based in the United States, and our service providers process information in the United States and other countries. When we transfer personal information out of the EU, EEA, or UK, we rely on our providers' Standard Contractual Clauses or other legally recognized transfer mechanisms.
12. Security
We use reasonable administrative, technical, and physical safeguards. These include HTTPS encryption, access controls on our systems, and restricting client materials to the people working on the engagement. No method of transmitting or storing data is completely secure, so we cannot guarantee absolute security. If a breach affects your personal information, we will notify you as the law requires.
13. Children's Privacy
Our website and services are for business professionals and are not directed to anyone under 16. We do not knowingly collect personal information from children. If we learn that we have, we will delete it.
14. Third-Party Links
Our site links to third-party sites, such as LinkedIn and the publications our clients appear in. This policy does not cover those sites; please review their privacy policies.
15. Changes to This Policy
We may update this policy as our services change. When we do, we will update the "Last Updated" date above. If a change is significant, we will give more prominent notice, such as a notice on the website or an email to clients.
16. Contact Us
Phantom IQ LLC
Email: tom@phantom-iq.com
Website: phantom-iq.com