Cookie Policy

This Cookie Policy explains how AI Management Solutions LLC ("we," "us," or "our") uses cookies and similar tracking technologies on our website https://cioaim.com and api.cioaim.com ("Services"). This policy should be read alongside our Privacy Policy and Terms & Conditions.

1. What Are Cookies

Cookies are small text files that are placed on your device (computer, smartphone, tablet) when you visit our website. They help us recognise your device and store information about your preferences and activities on our Services.

1.1 Types of Technologies We Use

• Cookies: Small text files stored on your device
• Local Storage: Data stored in your browser's local storage
• Session Storage: Temporary data stored during your browser session
• Pixels/Beacons: Tiny graphics that help us track website usage
• Scripts: Code that collects information about your interactions

2. Why We Use Cookies

We use cookies and similar technologies to:

• Provide our AI coaching services and maintain your login session
• Remember your preferences and settings across visits
• Analyse how you use our Services to improve functionality
• Ensure security and prevent fraudulent activity
• Deliver personalised content and coaching recommendations
• Comply with legal obligations and maintain service records

3. Types of Cookies We Use

3.1 Essential Cookies (Always Active)

These cookies are necessary for our Services to function properly and cannot be disabled.

• session_id — User authentication and login session · Session · AI Management Solutions
• csrf_token — Security protection against cross-site attacks · Session · AI Management Solutions
• load_balancer — Technical functionality and server routing · Session · Cloudflare
• security_check — Fraud prevention and security monitoring · 24 hours · AI Management Solutions

3.2 Functional Cookies

These cookies enable enhanced functionality and personalisation.

• user_preferences — Store your coaching preferences and settings · 1 year
• language_setting — Remember your language selection · 1 year
• coaching_progress — Track your coaching session progress · 1 year
• ai_coach_selection — Remember your preferred AI coaches · 6 months
• theme_preference — Store your interface theme selection · 1 year

3.3 Analytics Cookies

These cookies help us understand how you use our Services.

• _ga — Google Analytics – unique user identification · 2 years
• _ga_* — Google Analytics – session and campaign data · 2 years
• _gid — Google Analytics – user and session distinction · 24 hours
• _gat — Google Analytics – request throttling · 1 minute
• cf_analytics — Cloudflare Analytics – performance monitoring · 30 days

3.4 Performance Cookies

• cdn_cache — Content delivery optimisation · 7 days · Cloudflare
• performance_monitor — Page load time and performance tracking · 30 days
• error_tracking — Technical error logging and debugging · 30 days

3.5 AI Service Cookies

These cookies support our AI coaching functionality.

• ai_session_context — Maintain context for AI coaching sessions · Session
• coaching_history — Store recent coaching interaction patterns · 30 days
• ai_model_preference — Remember your AI model preferences · 6 months
• voice_settings — Voice AI service preferences · 1 year · ElevenLabs / AI Management Solutions

3.6 Marketing Cookies (Optional)

• marketing_source — Track how you found our Services · 90 days
• campaign_tracking — Monitor marketing campaign effectiveness · 90 days
• referral_code — Track referral program usage · 1 year

4. Third-Party Cookies

4.1 Google Analytics

Purpose: Website analytics and user behaviour analysis. Data collected: page views, session duration, user demographics. Privacy Policy · Opt-out.

4.2 Cloudflare

Purpose: Content delivery, security, and performance optimisation. Data collected: IP address, request data, security information. Privacy Policy. Essential for website functionality.

4.3 Payment Processors

When you make purchases, payment processors may set cookies: Stripe (payment processing), PayPal (authentication and verification), and Google Pay, Apple Pay, and Klarna during checkout.

4.4 AI Service Providers

Our AI features may involve cookies from OpenAI, Anthropic, ElevenLabs, and other LLM providers as we expand our AI capabilities.

5. Managing Your Cookie Preferences

5.1 Cookie Consent Manager

When you first visit our website, you can accept all cookies, reject non-essential cookies, or customise preferences by category. You can change your settings at any time through our cookie preference centre.

5.2 Browser Controls

• Chrome: Settings > Privacy and Security > Site Settings > Cookies
• Firefox: Settings > Privacy & Security > Cookies and Site Data
• Safari: Preferences > Privacy > Manage Website Data
• Edge: Settings > Cookies and Site Permissions > Cookies

5.3 Opt-Out Links

• Google Analytics: tools.google.com/dlpage/gaoptout
• Cloudflare: Limited opt-out due to essential functionality
• Marketing Cookies: Use our preference centre or contact support

5.4 Mobile Device Controls

• iOS: Settings > Privacy & Security > Tracking
• Android: Settings > Privacy > Ads > Opt out of Ads Personalisation

6. Impact of Disabling Cookies

6.1 Essential Cookies

Disabling essential cookies will prevent you from logging into your account, using AI coaching features, maintaining session security, and processing payments.

6.2 Functional Cookies

Disabling functional cookies may result in loss of personalised settings, reduced AI coaching effectiveness, and the need to re-enter preferences repeatedly.

6.3 Analytics Cookies

Disabling analytics cookies will not affect your user experience but will prevent us from improving our Services based on usage data and identifying technical issues.

7. International Considerations

7.1 European Union (GDPR)

For EU users, we obtain explicit consent for non-essential cookies. You can withdraw consent at any time. Essential cookies are based on legitimate interest.

7.2 United Kingdom

UK users have similar rights under UK GDPR, including clear consent mechanisms for non-essential cookies and the right to withdraw consent without affecting service access.

7.3 Other Jurisdictions

• California (CCPA): Cookies are covered under personal information protections
• Canada: PIPEDA compliance for cookie data processing
• Australia: Privacy Act compliance for cookie usage

8. Cookies and AI Processing

Cookies help us maintain conversation context during AI coaching sessions, personalise recommendations based on your coaching history, optimise AI responses for your specific needs, and track coaching progress. Cookie data used for AI improvement is always anonymised and aggregated.

9. Children's Privacy

We do not knowingly collect cookies from children under 16 (or local age requirement). If you believe a child has provided cookie data to us, please contact us immediately at hello@cioaim.com.

10. Data Security

We protect cookie data through encryption of sensitive cookie information, secure transmission over HTTPS, access controls limiting who can access cookie data, and regular security audits. Cookie data is retained only as long as needed for stated purposes and in compliance with applicable laws.

11. Updates to This Policy

We may update this Cookie Policy to reflect changes in our cookie usage, new features, or legal requirements. We will notify you of material changes through a website banner on your next visit, email notification for significant changes, and an updated effective date at the top of this policy. Continued use of our Services after updates constitutes acceptance.

12. Contact Information

For questions about our Cookie Policy or to exercise your rights:

AI Management Solutions
Email: hello@cioaim.com
Phone: 248 390 1320

For cookie preference changes use our preference centre or email support. For legal questions email hello@cioaim.com with "Cookie Policy" in the subject line. You may also contact your local data protection authority with any concerns about our cookie practices.