Privacy Policy

Operant Solutions LLC (“Operant,” “we,” “us,” or “our”) values your privacy and is committed to protecting personal information entrusted to us. This Privacy Policy explains how we collect, use, store, and disclose information when you access or use our websites, applications, and services.

1. Scope of This Policy

This Privacy Policy applies to all products and services operated by Operant Solutions LLC, including:

Operant – login-only web application for government and public sector users
Operant Transcription – login-only transcription web application for government and public sector users
Operant Assistant
- Public-facing embedded chat widget
- Login-only administrative dashboard for government and public sector users

This Policy applies to information collected through our websites, applications, embedded widgets, and related services (collectively, the “Services”).

2. Information We Collect

2.1 Information You Provide Directly

We may collect the following information when you create an account, interact with our Services, or submit content:

Name
Email address
Organization or employer
Job title
Files, documents, or other materials you upload
Chat messages, prompts, and form submissions
Audio and video content submitted for processing

2.2 Automatically Collected Information

When you access or use the Services, we may automatically collect certain technical and usage information, including:

IP address
Device and browser information
Operating system
Log files and timestamps
Cookies and similar tracking technologies
Usage analytics and interaction data
Session recordings and event data collected via PostHog

3. How We Use Information

We use the information we collect to:

Provide, operate, and maintain the Services
Authenticate users and manage accounts
Process uploaded content and user requests
Improve functionality, performance, and reliability
Monitor usage, detect abuse, and ensure security
Communicate service-related notices and updates
Comply with legal and regulatory obligations

4. AI and Machine Learning Processing

Our Services use artificial intelligence and machine learning models provided by third-party vendors, including OpenAI, Anthropic, Google Gemini, Grok, and Llama-based models.

User prompts, inputs, and generated outputs may be stored for service operation, auditing, debugging, and security purposes.
Customer data and content are not used to train our own machine learning models.
We do not permit third-party model providers to use customer data to train their models where contractual controls are available.
At this time, customers cannot opt out of log or data retention required for service operation and security.

5. Cookies and Analytics

We use cookies and similar technologies to operate our Services and understand usage patterns. Analytics data may be collected using tools such as PostHog to improve performance and user experience.

You may control cookies through your browser settings, though disabling cookies may affect certain functionality.

We do not sell personal information.

We may share information only in the following circumstances:

With service providers that support our operations (e.g., hosting and analytics providers)
To comply with legal obligations, lawful requests, or government orders
To protect the rights, safety, and security of Operant, our users, or the public
In connection with a merger, acquisition, or sale of assets

7. Data Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. However, no method of transmission or storage is completely secure.

8. Data Retention

We retain personal information and customer content for as long as necessary to operate the Services, comply with legal obligations, resolve disputes, and enforce agreements.

9. Children’s Privacy

The Services are not intended for children under the age of 13, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can take appropriate action.

10. Your Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal information, including the right to request access, correction, or deletion. Requests may be subject to legal and contractual limitations.

To submit a privacy request, contact us at the email address below.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last Updated” date. Continued use of the Services after changes become effective constitutes acceptance of the updated Policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

Operant Solutions LLC
184 Settlement Ln
Rockwall, Texas 75032
privacy@operantsolutions.com