Chief StafferCHIEF STAFFER
Sign in
Legal

Privacy Policy

Last updated: September 25, 2026

This policy covers the personal information Chief Staffer handles: on this website, in the private rooms Chief Staffer runs for its members and for people considering working with us, in an engagement, and on our phone line. It states plainly what we collect, why, who can read it, how long we keep it, and what your rights are.

Chief Staffer, Inc. (“Chief Staffer”, “we”) is responsible for the personal information described here. Our person in charge of privacy is Sean Sullivan, founder, whom you can reach at sean@chiefstaffer.com or at Chief Staffer, Inc., PO Box 65, West Rockport, ME 04865.

What We Collect

When you use our website, apart from the website statistics and security logs described below, we collect only the information you provide directly:

  • Call requests / contact form: your name, email address, and message
  • Waitlist: your name, email address, and what you tell us about your work
  • No advertising trackers, and no purchased data

When your AI uses Chief Staffer, we record how the service was used: which feature was called, when, whether it worked, and the network address and name your AI reports. Those records of use do not hold what you or your AI put into it, and they never hold a credential: a sign-in token or code is kept only as a length and a fingerprint, never as its value. The content we may keep while “Help improve Chief Staffer” is on is kept separately, as described under How We Learn From Use, and none is kept until that setting is available in your room. The security logs described below can hold a web address used while your AI connects or while you accept an invitation, which can include a one-time code; such a code works only once, and expires shortly after it is issued (the code in an invitation, within 7 days).

Security logs. To keep Chief Staffer secure, our hosting provider, Google Cloud, keeps standard access logs of requests to our website and service for us: the time, the internet (IP) address a request came from, the web address requested (which can include the name of your room, the code in an invitation link, and the short-lived codes used to connect your AI), and whether the request succeeded. We keep them for 30 days and use them only to detect, investigate and stop attacks and misuse, and to diagnose faults in the service. When you sign up or open a room, we also record a coded (hashed) form of the internet address it came from; when you accept an invitation, we record a coded form of the internet address and the name of the web browser it came from. We keep these to prevent abuse such as automated sign-ups.

Who Receives Your Information

We do not sell your personal information, and we do not share it for advertising. We disclose it only:

  • to the service providers that run Chief Staffer for us, which may use it only to provide their service to us: Google Cloud and Google Firebase (hosting, sign-in by email link or text message, storage, and the security logs described above), Google Workspace (our email), Stripe (payments), Google Analytics (website statistics), the provider of our phone line (call recording and transcription), and, when we use one to help us study how Chief Staffer is used, an AI service bound not to keep or train on what it receives;
  • to your own AI, when it calls Chief Staffer for you (see Your Private Room);
  • when the law requires it, or when needed to protect the rights, property or safety of our members, the public or Chief Staffer; and
  • to a buyer or successor if Chief Staffer’s business is sold or reorganized, who will remain bound by this policy for information collected under it.

Where Your Information Is Kept

Chief Staffer is run from the United States. Your information is stored and processed in the United States, in Google Cloud’s us-central1 region, and by the service providers named above, some of which may process it in other countries. If you use Chief Staffer from outside the United States, including from Canada, the United Kingdom or the European Union, your information is transferred to and handled in the United States, where data-protection law differs from yours and where courts and authorities may be able to obtain it under U.S. law.

Where the law of your country requires a legal basis, we rely on: providing the service you asked for (performance of our contract with you); our legitimate interests in keeping the service secure, understanding how the website is used and running our business; your consent, where we ask for it; and our legal obligations. You may complain to your data-protection authority; we ask that you contact us first so we can try to put it right.

Your Private Room

A private room is an account. To open one you sign in, which means we hold the identity you signed in with (a phone number or an email address, verified through Google Firebase Authentication) and a record that says you are a member of that room. We do not hold your password; there is not one.

For a member, we keep:

  • Your sign-in identity and your membership of the room.
  • What you tell your room: your intake, your messages to us, and your business’s model: the roles, procedures, templates and vocabulary you set down, including the people, organizations and systems you record in it, which can include people from your personal life (see Other People in Your Room).
  • A record of how your room is used: which features were used and when, and whether they worked, not what you put in them. We keep this record for up to a year.
  • Your trial or subscription, if you have one: Stripe collects your card when you start a trial or subscribe, and processes your payments. We never receive or store your card number; we keep the identifiers Stripe gives your customer record and subscription, your plan, when your trial ends, and whether your subscription is active.

Who can read it: you, and Chief Staffer staff, in order to help you (for example to answer a question you send us from inside the room) or to handle a request about a person recorded in it (see Other People in Your Room). Our service providers store it for us and do not use it for anything else, and your own AI receives what it asks for when it calls Chief Staffer. We keep it because the service needs it: your model is what your AI works from. We do not use what you put in your room to train AI models.

Chief Staffer works inside your AI application, under your own account with the AI provider you chose (for example Anthropic, OpenAI or xAI, or a model you run yourself). When your AI calls Chief Staffer, it receives content from your room in order to answer you. Your AI provider is your vendor, not ours: what it does with that content is governed by your agreement with it.

Other People in Your Room

Your room can hold other people: the people your work relies on and, if you choose, the people and organizations of your personal life, such as your family, your friends, or your children’s school and teachers. Your AI records a person from your personal life only when you ask it to. A parent or guardian may add a child’s name, for example to keep track of the child’s school and teachers.

What your room keeps about a person is a short record: their name, what they are to you or your work (for example a teacher, a supplier or a relative), how they relate to the rest of your model, where their details are kept (for example, in your phone’s contacts), and, optionally, a one-line description. You may include contact details such as an email address or a phone number; we do not govern what you record. These records are handled like everything else in your room: read only as described under Your Private Room, never sold, never shared for advertising, and never used to train AI models. We do not contact the people you record.

You are responsible for having the right to record the people you add, and for keeping what you record about them accurate. You can change a record, undo a change, or delete a person entirely at any time, as described under Data Retention.

If you believe a member has recorded you, or your child, and you want it removed, you can ask the member, who can have the record deleted at once, or email us at sean@chiefstaffer.com. A member’s room is theirs to control, so we pass your request to the member who recorded you: Chief Staffer does not edit or remove anything a member has put in their room, and either keeps a room or deletes it whole. The one exception is where the law requires us to act on, or to hold onto, specific content, such as a court order or a legal request to preserve it; we then do only what that requirement demands, for only as long as it lasts, and tell the member unless the law forbids it. We may ask for details to find the member and to confirm who you are.

How We Learn From Use

We improve Chief Staffer by studying how it is used. We learn in two ways, and only the second involves what you put in.

Records of use, for every room. We keep records of how the service is used: which features your AI called and in what order, when, how long they took, whether they worked, and the shape of each request (for example which of our options it used and how long each was). These records do not hold the words or content you or your AI send us, or what we send back. We keep them for up to a year and use them to run, fix and improve Chief Staffer. If you are in the European Union or the United Kingdom, you can object to this use by emailing us, and we will stop unless we need the records to run or secure the service.

“Help improve Chief Staffer”, on unless you turn it off. This is a setting in your room. It starts only when the setting is available in your room, which comes with a later update: until then we keep none of this content, and we will tell you in your room when the setting arrives. It is on unless you turn it off, and you can turn it off in your room at any time. While it is on, we may keep the content of the requests your AI sends to Chief Staffer and of our replies. Before we store it, we automatically remove passwords, keys, sign-in codes, card numbers, email addresses and phone numbers; this removal is automatic and may not catch every personal detail. Only Chief Staffer staff working on the product can read it, and each time they do is recorded. We use it only to find and fix problems and to improve Chief Staffer’s tools, instructions, documentation and general business content. We keep it for 90 days and then delete it; we may keep counts and findings that do not identify you, your business or anyone in it. When you turn it off, we stop at once and delete what we kept within 30 days. It does not apply to rooms of health-care practices, and please turn it off if your room will hold patients’ or clients’ health information.

What we never do. We never sell what we keep or learn from your use, never share it with anyone outside Chief Staffer except the service providers that store it for us, never copy your content into anything another member sees, and never use your content to train or fine-tune AI models, ours or anyone else’s. If we use an AI service to help us study these records, it works for us under a contract that forbids it from keeping the content or training on it. We do not study the security logs described above to learn how Chief Staffer is used; they are kept only for the purposes described there.

Engagements

If you engage Chief Staffer to work with you, we may hold and manage your business information for you as part of that work, or set Chief Staffer up on your own machines, as we agree with you at the start. Either way, what we hold is used to do the work you engaged us for, and is covered by the rest of this policy.

Where Chief Staffer runs on your own machines, what it keeps stays there, with two narrow exceptions you control: if you use the in-app “report a problem” feature, it assembles a report (your summary, any detail you add, and optionally a diagnostics snippet), shows it to you, and sends it to us only after you confirm; and if you turn on an optional integration with your own credentials (for example, looking up an entity name with Google’s Knowledge Graph Search API using your own Google API key), the information it sends is governed by your relationship with that third party, and we do not receive it.

Phone Calls

Calls to Chief Staffer’s phone line begin with the announcement “This call may be recorded and transcribed.” We may keep recordings and transcripts of those calls.

Analytics

We use Google Analytics 4 to understand how visitors use this website: the pages visited, time on the site, the kind of device and browser, and an approximate location (city or region) that Google works out from the visitor’s internet address. Google Analytics sets cookies that give each browser a random identifier; it does not give us your name, email address or phone number. Google processes this data for us as our service provider. We do not use Google Analytics for advertising. You can opt out with Google’s browser add-on at https://tools.google.com/dlpage/gaoptout.

Cookies

Our website uses cookies that are needed to sign you in and keep you signed in, and Google Analytics cookies for the website statistics described above. We use no advertising cookies.

Do Not Track

Some browsers send a “Do Not Track” signal. There is no common standard for responding to it, so this website does not change what it does when it receives one. Apart from Google Analytics as described above, we do not allow other companies to collect information about your activity on this website over time or across other websites.

Data Retention

Contact and call-request submissions (including an inquiry your AI assistant sends us) and any support report you send us, are kept until you ask us to delete them. What is in your private room is kept for as long as the room: there is no timer on it, because it is your work.

The people and other parts of your business or life recorded in your room are kept, with every earlier version, for as long as the room, so that you can see what changed and undo it. Undoing a change restores the version before it; it does not erase anything. To erase a person entirely, delete their record: it is erased at once, including their name, every link recorded on it, and where their details are kept. What remains is a marker (a coded key, the kind of record it was, and when it was forgotten), so that other records that pointed to it read as “a person who has been deleted”, and our own note that a delete was asked for and done: the coded key, who asked, and when, never the person’s name. Deleting cannot be undone. It erases that record only: if the person’s name also appears elsewhere in your room, for example in a draft or a note you wrote, you can change it yourself, and its earlier versions are kept with your room like every other record. Chief Staffer never edits or prunes what you have put in your room: we keep your room, or, when you ask, delete it whole. While “Help improve Chief Staffer” is on, the text of your AI’s requests, which can include a person’s name, is also kept for up to 90 days as described under How We Learn From Use; deleting a person does not reach that copy, but you can ask us to delete it. Backup copies are gone within 30 days.

We keep records of how the service was used for up to a year. Content kept while “Help improve Chief Staffer” is on is deleted after 90 days, or within 30 days after you turn the setting off.

Security logs are deleted automatically after 30 days. The coded internet address recorded when you signed up, and the coded internet address and browser name recorded when you accepted an invitation, are kept with our account records.

Nothing is deleted automatically when you stop using a room or close it. To have your information deleted, ask us: we delete your room whole, with everything you put in it, and write back to confirm when it is done. The one exception is where the law requires us to hold what is in your room instead of deleting it, such as a legal request to preserve it or a report the law requires us to make: we then hold only what that requirement covers, for only as long as it lasts. We keep only the records we need to run the business (your account and billing, our correspondence with you, and a note that your request was made and carried out), and none of them holds what you put in your room. Backup copies are replaced on their normal schedule and are gone within 30 days.

Your Rights

You have the right to:

  • Request access to your personal data
  • Request correction or deletion of your data
  • Withdraw consent for data processing
  • Request a copy of your data in a portable format
  • Ask us to delete your private room, whole; we confirm back when it is done
  • If a member has recorded you or your child in their room, ask that member to have the record deleted; we pass your request to them (see Other People in Your Room)

To exercise any of these rights, contact us at sean@chiefstaffer.com.

Children

Chief Staffer is for adults. It is not directed to children, and no child may be a member or hold an account: you must be 18 or older to sign in and use it. We do not knowingly collect personal information directly from anyone under 18. A member who is a parent or guardian may record a child’s name in their own room, as described under Other People in Your Room; that record is the member’s, is kept in their room only, and is never sold, shared for advertising or used to train AI models. If you believe a child has signed in or given us information directly, email us and we will delete it. To have a record of your child removed from a member’s room, see Other People in Your Room.

Changes to This Policy

If we make a material change to this policy, we will tell you at least 14 days before it takes effect: by email to the address you signed in with or gave us, or, if we have no email address for you, in your room, where your AI shows it the next time it connects. The date at the top of this page shows when it last changed.

Contact

For privacy-related questions or concerns, email sean@chiefstaffer.com.