01Who we are
Genius is run by the Fixed Ops Roundtable
Fixed Ops Genius is the AI assistant of the Fixed Ops Roundtable®, an initiative of the Center for Performance Improvement. In this policy, "we" means the Roundtable. Chamberlin Design builds and maintains Genius for the Roundtable.
This policy covers Genius. Your membership account and the Roundtable newsletter are also covered by the Fixed Ops Roundtable Privacy Policy (opens in a new tab). Also see our Terms of Use and How your chats are used.
02What we collect
What Genius collects
Your account. Genius has no separate accounts. You log in with a free Fixed Ops Roundtable membership, which holds your email address, your name, and your password. Our login provider, Supabase, stores the password only as a secure hash, and Genius itself never saves it. You can also sign in with a one-time code emailed to you, or with Google or Apple, which share your name and email address with your membership. If you create a membership from Genius, the form also saves your name, your newsletter choice and your text reminder choice (both boxes start unchecked, and a checked newsletter box adds your email to the newsletter list), your mobile number, and when you accepted the terms. These are saved to your Roundtable membership. Genius also keeps a consent record: the exact wording you agreed to, the choices you made, when, how you signed in, a scrambled form of your IP address, and your browser type. Genius does not send text messages.
- Your chats. Each question you ask, the answer, the chat title (the start of your first question, or a name you give it), and when it was asked.
- Details about each answer. The videos and web pages it used, how many searches ran, which AI model wrote it, how much text the model processed, how long it took, what it cost to produce, which sponsor box, if any, appeared with it, and a flag when the answer may promote a Certified Partner.
- A guest ID. If you ask without logging in, a random ID stored in a cookie links your chats to this browser. It does not contain your name or email.
- A scrambled form of your IP address. With each answer we save a salted hash of your IP address, never the address itself. This happens whether or not you are logged in.
- Ratings. A thumbs up or thumbs down you give an answer.
- Files and photos you attach. PDFs, text and CSV files, and photos you add to a question, with their names. They are stored privately with the chat so follow-up questions can use them, and only you can see them. Large photos are resized in your browser before upload.
- Web search choice. Whether you turned on Web search for a question.
- Voice input. If you use the microphone, your browser turns your speech into text. Genius receives only the text, the same as a typed question.
Genius does not run analytics tools, advertising trackers, or tracking pixels.
03How we use it
What we use it for
- To answer your questions and show the sources behind each answer.
- To save your chats so you can come back to them, and, when you are logged in, open them on any device.
- To move the chats you asked as a guest into your account when you log in or create an account on the same browser.
- To enforce question limits and prevent abuse.
- To improve Genius, for example by fixing wrong or weak answers and improving its instructions and sources.
- To pick the sponsor box. The pick is based on your question (on a short follow-up, also your previous question) and on the Roundtable's sponsor settings. It never uses the answer, your name, your email, or your account.
- To reply when you contact us.
- To follow the law and protect the safety, rights, or property of the Roundtable, its members, or the public.
We do not use your chats to train AI models.
04Who can see your chats
Private to you in Genius, readable by the team
In Genius, your chats are shown only to you: to your account when you are logged in, or to your browser when you are not. Other people cannot open them in Genius unless they use the same browser (see Security for shared computers).
Every chat is saved in our database, including chats asked without logging in. People at the Roundtable and at Chamberlin Design who run Genius can read saved chats, and may do so to fix answers, improve Genius, look into abuse or errors, or handle a request from you. How your chats are used explains this in more detail.
05Work mode
Files you work with in Work mode
Work mode is for Fixed Ops Roundtable members the Roundtable turns it on for. In Work mode you can upload spreadsheets (Excel and CSV), Word files, PDFs, text files and photos, and Genius works out the numbers from them in code. It can also make files for you, such as a forecast workbook to download.
- Private to you. Your Work files, and the files Genius makes for you, are kept in private storage that only your account can download from. Other members never see them.
- Numbers only on the dashboard. The dashboard the Roundtable team uses shows Work only as numbers: how many Work questions each person asked and how much of their monthly Work limit they used. It does not show your Work files, your Work questions or the answers. Chamberlin Design, which maintains Genius, opens stored Work chats or files only to fix a problem or to handle a request from you.
- Sent to Anthropic only while a question runs. For each Work question, Genius copies the chat's files into a locked workspace at Anthropic, where code reads them and works out the numbers. Genius deletes Anthropic's copies when the question ends, and the workspace closes on its own soon after. Anthropic handles what it received under its commercial terms, which do not let it train its models on it.
- Deleted after 30 days. Genius deletes each Work file 30 days after it was uploaded or made, or right away when you delete the chat it is in.
- The chat itself, your Work questions and the answers, is saved like any Genius chat, as this policy describes.
Upload reports, such as hours by month, by pay type or by technician. Leave customer names, phone numbers, addresses and VINs out of your files. If a file holds them, Genius works with totals and does not repeat those details.
08How long we keep it
What deleting actually does
Apart from Work mode files, Genius has no set time limit for keeping data. It stays until it is removed in one of these ways:
- Deleting a chat removes it from your chat list. It is not erased from our database: the chat, its answers, and any ratings stay stored. To have it erased, email us.
- Removing a rating deletes that rating.
- Deleting your membership at fixedopsroundtable.com/account (opens in a new tab) erases the chats, answers, and ratings saved to your account from our database, including chats you had deleted from your list.
- Chats asked without logging in are not part of any membership, so deleting a membership does not remove them. They stay stored unless you log in or create an account on the same browser, which moves them into your account, or you ask us to erase them.
- Work files (files uploaded in Work mode and files Genius made there) are deleted 30 days after they were uploaded or made, or right away when you delete the chat they are in.
Erasing data from our database does not erase copies kept elsewhere. Database backups may still hold a copy, server logs are kept under our providers' own rules, and Anthropic keeps what it received under its own terms.
09Your choices
What you control
- Ask without an account, or log in so your chats follow you.
- Rename a chat, or delete it from your chat list. Deleting hides it but does not erase it (see How long we keep it).
- Give, change, or remove a rating.
- Change your name, password, and newsletter choice, or delete your membership, at fixedopsroundtable.com/account (opens in a new tab).
- Log out from Settings at any time.
- Clear this browser's cookies and storage to remove the guest ID and your saved preferences.
You can ask for a copy of the information Genius holds about you, ask us to correct it, or ask us to erase it, including chats you deleted from your list. Email ted@fixedopsroundtable.com and we will respond within 30 days. For chats asked without logging in, tell us roughly when you asked and what, so we can find them.
If a Genius answer says something false about you, email us and we will look into it.
10Children
Built for the automotive retail industry
Genius is a business tool for people who work in automotive retail. It is not meant for anyone under 16, and we do not knowingly collect information from anyone under 16. If you believe a child has used Genius, email ted@fixedopsroundtable.com so we can remove their information.
11Security
Be careful what you paste in
Genius shows chats only to the account or browser they belong to, never saves your password itself, and saves your IP address with your chats only as a salted hash. No system is fully secure, so we cannot promise that information will never be exposed.
Do not put passwords, customer names or contact details, or confidential financial numbers into a question.
On a shared computer, log out when you finish. Chats asked on that browser without logging in can move into the next account that logs in there, so log in before you ask, or clear cookies when you are done.
12Changes
When this policy changes
If we change how Genius handles information, we will update this page and the date at the top.
13Contact
Questions or requests
Email ted@fixedopsroundtable.com with any question about this policy or your data. For your membership account and the newsletter, also see the Fixed Ops Roundtable Privacy Policy (opens in a new tab).