Privacy Policy
Effective June 16, 2026. Last updated November 7, 2026.
The short version
- We collect what we need to answer you and to run the services you buy, and no more.
- We do not sell personal information, and we do not use client security data for advertising.
- Website analytics run through Google Analytics with cookies; you can block them in your browser or with Google's opt-out add-on.
- Client security data stays under the service agreement; we act on the client's instructions.
- Mobile numbers are used to reach you about what you asked for. They are not shared with third parties or affiliates for marketing or promotional purposes.
- Questions and requests about your data: team@caiberops.com or (202) 602-6035.
Who we are and what this policy covers
cAIberOps LLC ("cAIberOps", "we", "us") is a managed security service provider in McLean, Virginia. We provide managed email security, managed endpoint protection and managed AI security to businesses and organizations in the United States. This policy covers two things: our website, caiberops.com, and the information we receive while providing services to clients.
We wear two hats. For website visitors, prospective clients and business contacts, we decide how and why personal information is used, and this policy governs it. For clients, we process data on the client's behalf and on the client's instructions, under the service agreement and, where it applies, a data processing agreement or a business associate agreement. In that second role the client's own privacy policy governs the data; ours describes how we handle it as the client's provider.
Our website and services are directed to businesses in the United States. They are not directed to consumers, to children, or to people in the European Union or the United Kingdom.
We store and process information in the United States. The providers listed below operate mainly in the United States and may hold copies in other locations under their own safeguards and our contracts with them.
Giving us information is voluntary. If you choose not to, we may be unable to answer an inquiry, run an assessment or provide a service, but nothing else changes.
What we collect, and where it comes from
| What | Where it comes from | Why |
|---|---|---|
| Identity and contact details: name, company, work email, phone | You, through our forms, email, calls or onboarding | To answer you, schedule calls, send quotes and run the services |
| Inquiry details: number of users or devices, the quote you hold, your message, an attached quote file | You | To scope and price the service you asked about |
| Website and technical data: IP address, device and browser type, pages viewed, referring site | Collected automatically by our hosting provider and by Google Analytics, with cookies | To keep the site working, prevent abuse and understand which pages are used |
| Form protection data: a hashed version of the IP address and email on each submission | Generated by our website when a form is sent | To stop automated spam and to cap the number of submissions per address |
| Client service data: security telemetry and metadata from protected mailboxes, devices and AI usage, such as alerts, held emails, file hashes, process events, logs, and the account and device information needed to investigate | The client's own email tenant, the endpoint agent and the AI security client, through the security platforms we operate; the tenant stays the client's | To detect, investigate and respond to threats and to produce the client's reports |
| Business records: contracts, invoices, correspondence | You, and our own records | To run the account, bill and meet tax and legal obligations |
We do not ask for and do not want government identifiers, payment card numbers or health information through our website. For AI security clients, the content of ordinary AI use is not stored on the platform; only prompts that match the client's policy are kept, visible only to the client's named administrators and to us. We occasionally receive business contact details from marketing or business-information providers; we use those only to reach businesses that fit the services we offer.
How we use information
We use information to provide, operate, support and improve our services; to detect, investigate and respond to threats and incidents for clients; to produce the monthly reports clients receive; to answer inquiries and provide support; to send service communications and, where permitted, occasional business updates you can opt out of; to protect our own website and systems; and to meet legal, tax and accounting obligations.
Our services use detection technologies, including behavioral and AI-based analysis, to find phishing, malware and risky AI use. These tools support decisions made by our engineers. We do not use them to make automated decisions that produce legal or similarly significant effects on individuals.
Cookies and analytics
Our website uses a small number of cookies. Essential cookies from our hosting provider keep the site working. Google Analytics 4 cookies help us understand how the site is used. Google Analytics 4 does not log or store IP addresses, and we do not send personal information to it. Google describes how it collects and processes this data at How Google uses information from sites or apps that use our services. You can block or delete cookies in your browser settings, and Google's opt-out browser add-on stops Google Analytics from collecting your visits. The site works without analytics cookies.
Our website does not track visitors across other sites for advertising, and we do not sell or share personal information for targeted advertising. For that reason the site does not change its behavior in response to browser Do Not Track or Global Privacy Control signals; there is no sale or sharing to opt out of.
Who we share information with
We do not sell personal information. We share it only with the providers that make our website and services work, under contracts that limit what they may do with it, and in the limited situations listed below.
| Provider | Role | What they handle |
|---|---|---|
| Wix | Website hosting, content delivery, forms | Website and technical data, form submissions, attached quote files |
| Website analytics (Google Analytics 4) | Analytics cookies and usage data | |
| Email and productivity provider | Our own email, calendar and document storage | Our correspondence and business records |
| Check Point Software Technologies | The security platforms we operate for clients: email security, endpoint security and workforce AI security | Client service data |
| Professional advisors | Legal, accounting, insurance | Business records, as reasonably necessary |
We may also disclose information when required by law, a subpoena or a court order, or to protect the rights, safety and security of cAIberOps, our clients or others; and to a successor if cAIberOps is involved in a merger, acquisition or sale of assets, in which case the recipient must honor this policy. Clients can request a current list of the providers that handle their data.
Phone and text messages
If you give us your phone number, we use it to respond to your inquiry and to communicate about the services you asked for. Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. We do not run text message marketing. If we ever send a text message about your service, message and data rates may apply, message frequency varies, and you can reply STOP to opt out or HELP for help.
How we protect information
Protecting data is our business, and we hold our own handling of it to the same standard. We use administrative, technical and physical safeguards appropriate to the sensitivity of the information: encryption in transit and at rest, multi-factor authentication on our systems, role-based and least-privilege access, logging and monitoring, hardened website forms with rate limits and private storage for uploaded files, and ongoing security review. Client security data is handled by a US-based team. No system is perfectly secure; we use recognized industry practices and keep improving them.
How long we keep information
| Category | How long |
|---|---|
| Website form submissions and attached files | Up to 24 months after our last contact with you, then deleted |
| Form protection data (hashed IP and email) | 90 days |
| Google Analytics data | 14 months, Google's retention setting for our account |
| Correspondence with prospects and clients | For the life of the relationship and up to 3 years after it ends |
| Client service data on the security platforms | The retention set in the service agreement and the platform configuration; removed or returned at the end of the agreement |
| Contracts, invoices and tax records | 7 years, to meet legal and tax obligations |
When information is no longer needed, we delete it or de-identify it.
If something goes wrong
If a security incident affects personal information we are responsible for, we act to contain and investigate it, and we notify affected individuals and authorities as required by the laws that apply, including Virginia's breach notification law. When the information belongs to a client, we notify the client without undue delay under our agreement so the client can meet its own obligations.
Your rights and choices
Depending on where you live and which laws apply to you, you may have the right to know what personal information we hold about you, to access it, to correct it, to have it deleted, to receive a copy, to restrict or object to certain uses, and to opt out of marketing. We extend the core of these rights to anyone who asks, whether or not a law requires it.
To make a request, email team@caiberops.com with "Privacy request" in the subject, or call (202) 602-6035. Someone you authorize may make the request for you with your written permission. We verify that the request comes from you or your agent, respond within 45 days, and tell you if we need more time. There is no charge for a reasonable request. If we decline a request, we explain why, and you can appeal by replying to our response; we answer the appeal within 60 days. If the information is something we process on a client's behalf, we forward the request to the client and help them respond. We do not treat anyone differently for exercising these rights.
To stop business updates by email, use the unsubscribe link in the message or write to us; we honor opt-outs within ten business days.
Children, third-party sites and changes
Our website and services are for businesses and are not directed to anyone under 18. We do not knowingly collect personal information from children under 13; if you believe a child has given us information, contact us and we will delete it.
Our website links to sites we do not operate, such as Google Maps and LinkedIn. This policy does not cover them.
We may update this policy. When we do, we change the "last updated" date at the top and, for material changes, give additional notice on the website or by email to clients. Continued use of our website or services after an update means you accept the revised policy.
Contact
cAIberOps LLC, 1400 Chain Bridge Rd, Unit 200, McLean, VA 22101. team@caiberops.com, (202) 602-6035. Privacy requests are handled by the Managing Director, who is also the person responsible for this policy; write "Privacy request" in the subject line and it reaches that desk directly.