Privacy Policy

This Privacy Policy explains how Oliphant Digital LLC, doing business as AI Freelancer (“we,” “us,” or “Company”), collects, uses, and protects information in connection with our managed AI agent services and the ManagedOpenClaw.com website.

1. Information We Collect

1.1 Information You Provide Directly

When you contact us, engage our services, or use our website, you may provide:

• Contact information: name, email address, phone number, company name.
• Service configuration details: desired agent use case, channel preferences, model provider preferences, and business context needed to configure your agent.
• Credentials (temporary): During setup, you may provide API keys, OAuth tokens, or server access credentials. These are used solely for the purpose of configuring your deployment and are not stored in our systems after deployment is complete. See Section 3 for details.
• Payment information: billing address and payment details necessary to process invoices. We do not store full credit card numbers; payment processing is handled by third-party payment processors.
• Communications: emails, chat messages, support requests, and other correspondence with us.

1.2 Information in Your Deployment

When we deploy and manage your OpenClaw instance, data is created and stored in the deployment environment used for your project. Depending on scope, that environment may be in a cloud account you control, a cloud account we administer, or another agreed environment. Deployment data may include:

• Agent configuration files, personality settings, and skill definitions;
• Conversation history and session data;
• Agent memory and workspace files;
• Server logs, health check logs, and backup logs;
• OAuth credentials and API keys stored in the deployment configuration.

This deployment data belongs to you. We do not copy, transfer, or store it outside the deployment environment except as needed to provide the services you requested, create backups, troubleshoot issues, complete transition assistance, or comply with legal obligations. We access it only during active service delivery and only for the purposes you have engaged us to perform.

1.3 Website Analytics

Our website uses Google Analytics / Google Tag Manager to understand traffic patterns and improve the site. The site also loads Google Fonts, uses Fillout for scheduling links, Formspree for contact form submissions, and YouTube-nocookie for the optional embedded intro video. These services may receive standard request metadata such as IP address, browser information, referring page, and interaction events needed to provide their services.

You can limit analytics and third-party scripts through your browser settings, privacy extensions, or network controls. Disabling scripts may affect forms, booking links, video playback, or site analytics, but it will not prevent you from contacting us directly by email or phone.

2. How We Use Information

We use the information we collect to:

1. Provide, configure, and maintain the services you have engaged us to deliver;
2. Communicate with you about your service, including support, updates, and billing;
3. Process payments and maintain billing records;
4. Respond to your inquiries and requests;
5. Comply with legal obligations;
6. Protect our rights and the security of our services.

We do not use your information for marketing to third parties. We do not sell, rent, or share your personal information with any third party for their marketing purposes.

3. Credentials and Server Access

This section addresses how we handle the sensitive access required to deliver our services.

3.1 API Keys and OAuth Tokens

During setup, you may share API keys or complete OAuth handshakes while we have screen-share or SSH access. These credentials are entered directly into the deployment configuration. We do not copy them to our own systems, store them in our records, or retain them after deployment except as required to operate an agreed managed provider setup. If we need to access the deployment for managed care, the required credentials are already in the deployment environment; we do not need you to re-share them.

3.2 SSH Access

Managed care services require SSH access to the deployment server. This access is established during initial setup by installing an SSH public key on the server or by using another access method described in the project scope. We use this access exclusively for the services you have engaged us to provide: maintenance, updates, troubleshooting, and backups.

If the deployment runs in a client-controlled environment, you may revoke our SSH access at any time by removing the authorized key from the server. Doing so will prevent us from providing managed care services until access is restored.

Upon termination of services, we will remove our SSH access within 7 days, or you may remove it immediately at your discretion.

3.3 What We Can See

When connected to the deployment server via SSH, we have the same level of access as the service user account on that server. This means we can technically view configuration files, conversation logs, and other deployment data. We access this data only when necessary to deliver the services you have requested (e.g., diagnosing an issue, verifying backup integrity, applying an update). We do not browse, read, copy, or retain your conversation data, agent memory, or end-user information for any purpose beyond delivering the specific service task at hand.

4. Information Sharing

We do not sell or share your personal information with third parties for their own purposes. We may share information only in the following limited circumstances:

1. Service providers. We may use third-party tools for invoicing, email, analytics, scheduling, form handling, video embeds, or project management (e.g., payment processors, email providers, Google Analytics, Fillout, Formspree, and YouTube-nocookie). These service providers receive only the information necessary to perform their function and are expected to protect information according to their own terms and privacy commitments.
2. Legal requirements. We may disclose information if required to do so by law, regulation, legal process, or governmental request.
3. Protection of rights. We may disclose information to enforce our Terms of Service, protect our rights or safety, or protect the rights or safety of others.
4. Business transfer. If Oliphant Digital LLC is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email before your information becomes subject to a different privacy policy.

5. Data Retention

1. Client contact information and communications are retained for the duration of our business relationship and for up to 3 years after termination for legal and accounting purposes.
2. Billing records are retained as required by applicable tax and accounting laws (generally 7 years).
3. Deployment data is yours. Retention depends on the hosting arrangement, backup configuration, and transition terms for the engagement. If services are terminated, we will provide reasonable export or transition assistance as described in our Terms of Service.
4. Credentials are not retained by us after deployment. See Section 3.

6. Data Security

We take reasonable measures to protect the information we handle, including:

• Using encrypted connections (SSH, HTTPS) for all remote access and communications;
• Not storing client credentials on our own systems;
• Limiting access to client information to personnel who need it to deliver services;
• Using strong, unique passwords and key-based authentication for all server access.

No method of transmission over the internet or method of electronic storage is completely secure. While we strive to use commercially reasonable means to protect your information, we cannot guarantee absolute security.

7. Your Rights

Depending on your jurisdiction, you may have rights regarding your personal information, including:

1. Access. You may request a copy of the personal information we hold about you.
2. Correction. You may request that we correct inaccurate personal information.
3. Deletion. You may request that we delete your personal information, subject to legal retention requirements.
4. Portability. You may request your personal information in a structured, machine-readable format.
5. Objection. You may object to certain processing of your personal information.

To exercise any of these rights, contact us at hello@aifreelancer.co. We will respond within 30 days.

Note: If the deployment runs in a client-controlled environment, deployment data is already accessible through that environment. If the deployment runs in infrastructure we administer, contact us to request access, export, correction, or deletion where applicable.

8. Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us and we will take steps to delete such information.

9. International Transfers

We are based in the United States (Ohio). If you are accessing our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States. By using our services, you consent to the transfer of your information to the United States.

The deployment server may be provisioned in any region offered by the selected cloud provider. The physical location of the server and deployment data is determined by the datacenter selected during setup or agreed in the project scope.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active managed care clients of material changes by email at least 14 days before they take effect. The “Last Updated” date at the top of this page indicates when the most recent changes were made.

11. Contact

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

Oliphant Digital LLC
d/b/a AI Freelancer
Cleveland, OH
Email: hello@aifreelancer.co
Phone: (440) 941‑1785