Terms & Privacy
Last Updated: March 24, 2025
1. Introduction
At OptimaAI, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our AI chatbot services, website (www.optimaai.com), or interact with us in any other way. By using OptimaAI, you agree to the terms outlined in this policy. If you do not agree, please do not use our services.
2. Information We Collect
We collect information to provide, improve, and personalize our services. The types of data we collect include various user interactions, preferences, and feedback that help us enhance your experience.
Personal Information:
Name, email address, phone number, name when you sign up, contact us, or use our services.
Billing information (e.g., credit card details) if you a paid plan, collected via our secure payment processor.
Chat Data:
Conversations between you and the OptimaAI chatbot, including messages, queries, and responses.
Metadata about chat interactions, such as timestamps, user IDs, and session duration.
Usage Data:
Information about how you interact with our website and services, such as IP address, browser type, device information, pages visited, and time spent on our site.
Analytics data collected through cookies and similar technologies (e.g., Google Analytics).
Third-Party Data:
Information you provide through integrations (e.g., Slack, Shopify) you connect OptimaAI to other platforms.
Data shared by third-party services, social media platforms, you with us via those channels.
Other Information:
Any additional details you voluntarily provide, such as feedback, survey responses, or support inquiries.
3. How We Use Your Information
We use the data we collect for the following purposes:
To Provide and Improve Our Services:
Power the OptimaAI chatbot to respond to queries and deliver personalized experiences.
Train and enhance our AI models to improve accuracy and performance (data is anonymized where possible).
Process payments and manage your account.
To Communicate with You:
Send transactional emails, such as account confirmations, billing receipts, and service updates.
Respond to your inquiries, support requests, or feedback.
Share marketing communications (e.g., newsletters, promotions), with your consent where required.
To Analyze and Optimize:
Monitor usage patterns to improve our website, chatbot, and overall user experience.
Generate aggregated, anonymized analytics to understand trends and performance.
To Ensure Security and Compliance:
Detect and prevent fraud, abuse, or security incidents.
Comply with legal obligations, such as responding to lawful requests or enforcing our Terms of Service.
4. How We Share Your Information
We do not sell your personal information. However, we may share your data in the following circumstances:
With Service Providers:
We work with trusted third-party providers to support our operations, such as payment processors (e.g., Stripe), cloud hosting services (e.g., AWS), and analytics tools (e.g., Google Analytics). These providers are contractually obligated to protect your data and use it only for the purposes we specify.
With Integrations:
If you connect OptimaAI to third-party platforms (e.g., Slack, Shopify), we may share data with those platforms to enable the integration, as per your settings.
For Legal Reasons:
We may disclose your information if required by law, such as in response to a court order, subpoena, or government request.
We may also share data to protect our rights, property, or safety, or that of our users or others.
Business Transfers:
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, with appropriate safeguards in place.
5. Data Retention
We retain your data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Specific retention periods include:
Chat Data: Retained for 7 days (Basic plan), 30 days (Pro plan), or as per custom settings (Enterprise plan), unless you request deletion sooner.
Account Information: Kept for the duration of your account, plus a reasonable period afterward to comply with legal obligations (e.g., tax records).
Usage Data: Retained in anonymized form for analytics purposes, typically up to 2 years.
When data is no longer needed, we securely delete or anonymize it.
6. Data Security
We take the security of your information seriously and implement industry-standard measures to protect it, including:
Encryption: Data is encrypted in transit (using SSL/TLS) and at rest.
Access Controls: Only authorized personnel can access your data, and access is limited to what’s necessary.
Regular Audits: We conduct security audits and updates to address vulnerabilities.
Despite our efforts, no system is 100% secure. If a data breach occurs, we will notify affected users as required by law and take prompt action to mitigate harm.
7. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal data, including:
Access: Request a copy of the personal information we hold about you.
Correction: Ask us to update or correct inaccurate data.
Deletion: Request the deletion of your data (subject to legal obligations).
Opt-Out: Unsubscribe from marketing emails or opt out of non-essential cookies.
Data Portability: Request your data in a structured, machine-readable format.
Restriction or Objection: Limit or object to certain uses of your data (e.g., for direct marketing).
To exercise these rights, contact us at privacy@optimaai.com. We will respond within 30 days (or as required by law). For GDPR or CCPA requests, we may need to verify your identity before processing.
8. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience, analyze usage, and deliver personalized content. Types of cookies include:
Essential Cookies: Necessary for the website to function (e.g., session management).
Analytics Cookies: Help us understand how users interact with our site (e.g., Google Analytics).
Marketing Cookies: Used to deliver relevant ads and track campaign performance.
You can manage cookie preferences through your browser settings or our cookie consent popup. Note that disabling certain cookies may affect site functionality.
9. International Data Transfers
OptimaAI operates globally, and your data may be transferred to and processed in countries other than your own, including the United States. We ensure these transfers comply with applicable laws, using mechanisms like Standard Contractual Clauses (SCCs) for GDPR compliance. By using our services, you consent to such transfers.
10. Children’s Privacy
OptimaAI is not intended for use by children under the age of 16. We do not knowingly collect personal information from children. If we learn that we have collected such data, we will delete it promptly. If you believe a child has provided us with their information, please contact us at privacy@optimaai.com.
11. Third-Party Links
Our website and services may contain links to third-party sites (e.g., integration partners like Slack). We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies before sharing your information.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant updates by posting the revised policy on our website and, where required, by email. The “Last Updated” date at the top of this policy will reflect the latest changes.
