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Privacy Policy
 

Women's AI Visibility Institute

Effective Date:  January 6, 2026

Introduction
The Women's AI Visibility Institute ("WAV," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website wwwWAVinstitute.com, purchase our services, or interact with us.

Please read this Privacy Policy carefully. By using our website or services, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not access the website or use our services.

Information We Collect
Personal Information You Provide
We may collect personal information that you voluntarily provide to us when you:

  • Purchase our services (AI Visibility Scans, State Reports, Schema Implementation)

  • Request information about our research or services

  • Subscribe to our newsletter or mailing list

  • Download our reports (such as the Colorado Women Attorneys AI Visibility Report)

  • Contact us via email, contact forms, or phone

  • Participate in surveys or research studies

  • Create an account on our website


This information may include:

  • Full name

  • Email address

  • Phone number

  • Business name and address

  • Bar association membership information

  • Law firm affiliation

  • Payment information (processed securely through third-party payment processors)

  • Professional website URL

  • State bar number (for verification purposes only)

  • Any other information you choose to provide

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Information Collected Automatically

When you visit our website, we automatically collect certain information about your device and usage, including:

  • Log Data: IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform

  • Usage Data: Pages visited, time spent on pages, click patterns, date and time of visits, referring website addresses

  • Device Information: Device type, unique device identifiers, mobile network information

  • Location Data: General geographic location based on IP address

  • Cookies and Similar Technologies: Information collected through cookies, web beacons, and similar tracking technologies (see our Cookie Policy below)

Information from Third-Party Sources

We may receive information about you from third-party sources, including:

  • Public legal directories (for research purposes in our AI visibility studies)

  • State bar associations (publicly available attorney information)

  • Business partners who refer you to our services

  • Social media platforms if you interact with our content

  • Payment processors (transaction confirmation only)

Research Data Note: When we conduct AI visibility research on attorneys, we collect only publicly available information from state bar websites, law firm websites, and AI platform responses. This research data is anonymized and aggregated in our published reports unless you are a paying client who has specifically requested an individual visibility scan.

How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery

  • Providing AI Visibility Scans, State Reports, and Schema Implementation services

  • Processing your orders and managing payments

  • Delivering purchased reports and research materials

  • Communicating with you about your service requests

  • Providing customer support and responding to inquiries

Research and Analysis

  • Conducting AI visibility bias research across AI platforms

  • Analyzing trends in attorney visibility on ChatGPT, Gemini, and other AI systems

  • Creating anonymized, aggregated reports on AI visibility patterns

  • Developing our proprietary 19-Point AI Visibility Framework

  • Improving our scoring methodologies and research processes

Marketing and Communications

  • Sending you information about our services, research findings, and reports

  • Providing newsletters, updates, and educational content about AI visibility

  • Notifying you about new state reports or research releases

  • Sending promotional offers (you may opt out at any time)

  • Informing you about the launch of new services or features

Website Improvement

  • Understanding how visitors use our website

  • Analyzing user behavior to improve navigation and content

  • Testing new features and functionality

  • Diagnosing technical problems

  • Ensuring website security and preventing fraud

Legal and Compliance

  • Complying with legal obligations and regulatory requirements

  • Protecting our rights, privacy, safety, and property

  • Enforcing our terms and conditions

  • Resolving disputes and preventing fraud or abuse

Business Operations

  • Managing our business relationships and partnerships

  • Processing contractor and team member information

  • Maintaining business records and analytics

  • Evaluating and improving our business processes

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HowWe Share your Information

We do not sell your personal information to third parties. We may share your information in the following circumstances:

Service Providers

We may share your information with third-party service providers who perform services on our behalf, including:

  • Payment processors (e.g., Stripe, PayPal) for secure payment processing

  • Email service providers (e.g., Mailchimp, ConvertKit) for newsletter and communication delivery

  • Website hosting providers for website infrastructure and maintenance

  • Analytics providers (e.g., Google Analytics) for website usage analysis

  • Technical implementation partners (for schema markup installation services)

  • Cloud storage providers for data backup and storage

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

Team Members and Contractors

We may share information with our team members and contractors (including our Sales Director, technical implementation specialists, and research assistants) who need access to perform their work for WAV. All team members are bound by confidentiality obligations.

Business Transfers

If WAV is involved in a merger, acquisition, asset sale, or bankruptcy, your information may be transferred as part of that transaction. We will provide notice before your personal information is transferred and becomes subject to a different privacy policy.

Legal Requirements

We may disclose your information if required to do so by law or in response to:

  • Court orders, subpoenas, or other legal processes

  • Requests from government authorities

  • Legal claims or disputes

  • Situations involving potential threats to safety or security

  • Investigations of fraud or violations of our terms

Aggregated and Anonymized Data

We may share aggregated, anonymized data that cannot identify you personally, including:

  • Statistical reports on AI visibility trends across states

  • Industry analysis and research findings

  • Benchmarking data comparing visibility scores

  • Public reports on systemic AI bias affecting women attorneys

Important: Individual visibility scores and detailed scan results are only shared with the specific client who purchased that service, unless the data is fully anonymized and aggregated.

With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

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Published Research and Reports

State Reports
Our state-specific AI visibility reports (such as the Colorado Women Attorneys AI Visibility Report) contain:

  • Aggregated statistics and trends

  • Anonymized data analysis

  • General findings about AI visibility patterns

  • Recommendations for improving visibility

Individual attorneys are NOT identified by name in our public reports unless:

  • They have purchased an individual AI Visibility Scan and provided written consent, OR

  • The information is presented as anonymized case studies without identifying details

Data Security for Research Subjects
If you are an attorney included in our research database:

  • Your individual visibility score is kept confidential

  • Your data is stored securely and access is limited

  • Published reports use anonymized, aggregated data only

  • You may request removal from future research studies by contacting us

Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information:
Access and Portability

  • Request access to the personal information we hold about you

  • Receive a copy of your data in a structured, commonly used format

  • Request transfer of your data to another service provider

Correction and Updates

  • Request correction of inaccurate or incomplete information

  • Update your contact preferences and account information

  • Modify your communication preferences

Deletion

  • Request deletion of your personal information (subject to legal retention requirements)

  • Request removal from our marketing lists

  • Request exclusion from future research studies

Restriction and Objection

  • Request restriction of processing of your personal information

  • Object to processing based on legitimate interests

  • Opt out of marketing communications at any time

Withdraw Consent

  • Withdraw previously given consent for data processing

  • Unsubscribe from newsletters and marketing emails

  • Opt out of non-essential cookies

California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: What personal information we collect, use, and disclose

  • Right to Delete: Request deletion of your personal information

  • Right to Opt-Out: Opt out of the sale of personal information (Note: We do not sell personal information)

  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise these rights, contact us at [your email address].
European Privacy Rights (GDPR)
If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR):

  • Right to access, rectification, erasure, and portability

  • Right to restrict or object to processing

  • Right to withdraw consent

  • Right to lodge a complaint with your supervisory authority

Our legal basis for processing your data includes:

  • Consent: When you have given explicit consent

  • Contract: When processing is necessary to provide our services

  • Legitimate Interests: For research, analytics, and business operations

  • Legal Obligations: When required by law
     

  • How to Exercise Your Rights

  • To exercise any of these rights, please contact us at:

  • Email: Joy@WAVinstitute.com]
    Mail: 410 Tia Juana St.  Colorado Springs, CO  80909

  • We will respond to your request within 30 days (or as required by applicable law). We may require verification of your identity before processing your request.

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Cookies and Tracking Technologies

What Are Cookies?
Cookies are small text files placed on your device by websites you visit. They help websites remember your preferences and improve your user experience.
Types of Cookies We Use
Essential Cookies (Required)

  • Enable basic website functionality

  • Remember your session and preferences

  • Allow access to secure areas of the site

  • Cannot be disabled without affecting site functionality

Analytics Cookies (Optional)

  • Help us understand how visitors use our website

  • Collect information about page visits, traffic sources, and user behavior

  • Used to improve website performance and content

  • Example: Google Analytics

Marketing Cookies (Optional)

  • Track your browsing across different websites

  • Show you relevant advertisements

  • Measure the effectiveness of marketing campaigns

  • May be set by third-party advertising partners

Preference Cookies (Optional)

  • Remember your settings and preferences

  • Customize website features based on your choices

  • Enhance your user experience

Managing Cookies
You can control cookies through:

  • Browser settings: Most browsers allow you to refuse or delete cookies

  • Cookie consent banner: Manage your preferences when you first visit our site

  • Opt-out tools: Use tools like the Network Advertising Initiative opt-out page

Note: Disabling certain cookies may limit website functionality.
Do Not Track Signals
Some browsers include a "Do Not Track" (DNT) feature. Our website does not currently respond to DNT signals, but we provide you with cookie management options as described above.
Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.
Security Measures Include:

  • Encryption: SSL/TLS encryption for data transmission

  • Secure servers: Password-protected, secure server environments

  • Access controls: Limited access to personal information on a need-to-know basis

  • Regular security audits: Periodic assessment of our security practices

  • Secure payment processing: PCI-DSS compliant payment processors

  • Data backup: Regular encrypted backups of critical data

  • Employee training: Security awareness training for all team members

Important Limitations
While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data. You are responsible for maintaining the confidentiality of your account credentials.
Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
Retention Periods:

  • Client information: Retained for the duration of our business relationship plus 7 years for legal and tax purposes

  • Research data: Anonymized data may be retained indefinitely for research purposes; identifiable data is deleted or anonymized after research completion

  • Marketing data: Retained until you unsubscribe or request deletion

  • Website analytics: Typically retained for 26 months

  • Transaction records: Retained for 7 years for tax and legal compliance

  • Support communications: Retained for 3 years after resolution

When we no longer need your information, we securely delete or anonymize it.

Children's Privacy

Our website and services are not directed to children under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will promptly delete that information. If you believe we have collected information from a child under 18, please contact us immediately.

Third-Party Websites and Services

Our website may contain links to third-party websites, including:

  • State bar association websites

  • Law firm websites

  • Professional organizations

  • Social media platforms

  • Payment processors

  • Research resources

We are not responsible for the privacy practices of these third-party sites. We encourage you to read the privacy policies of any third-party sites you visit.

AI Platforms Referenced in Our Research

Our research analyzes how AI platforms (ChatGPT, Gemini, etc.) present attorney information. These platforms have their own privacy policies regarding how they collect and use data. WAVI does not control these platforms' data practices.

International Data Transfers

WAV is based in the United States. If you are accessing our website or services from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

By using our services, you consent to the transfer of your information to countries that may have different data protection laws than your country of residence.

For European visitors, we implement appropriate safeguards (such as Standard Contractual Clauses) to protect your data when transferred internationally.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

  • Posting the updated policy on our website with a new "Last Updated" date

  • Sending an email notification to registered users (for significant changes)

  • Displaying a prominent notice on our website

Your continued use of our website or services after any changes indicates your acceptance of the updated Privacy Policy. We encourage you to review this policy periodically.

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Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Women's AI Visibility Institute (WAVI)

Email: [your contact email]
Mailing Address: [your business address]
Phone: [your phone number]

Data Protection Contact: [designate a privacy contact if different from above]

We aim to respond to all inquiries within 5 business days.

Specific Questions About Our Research

If you are an attorney who has been included in our research studies and have questions about:

  • How your data was collected

  • Your visibility score or analysis

  • Removal from future studies

  • Purchasing your individual AI Visibility Scan

Please contact us at [research-specific email if you want one] and we will be happy to assist you.

Summary of Key Points

We collect: Information you provide, automatic usage data, and publicly available professional information for research

We use it for: Service delivery, research, marketing, website improvement, and legal compliance

We share with: Service providers, team members (as needed), legal authorities (when required). We do NOT sell your data.

Your rights: Access, correction, deletion, opt-out, and more depending on your location

Security: We use industry-standard security measures, but cannot guarantee 100% security

Cookies: We use essential, analytics, and marketing cookies; you can manage your preferences

Children: Our services are not for anyone under 18

Contact: Reach out with any questions or to exercise your rights

Thank you for trusting the Women's AI Visibility Institute with your information. We are committed to protecting your privacy while advancing our mission to address AI visibility bias affecting women attorneys.

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