1. Overview

This Privacy Notice describes how Optimate collects, uses, shares, and protects information when you access or use our website(s), Platform, and related services, including Optimate HQ, Apex CRM, and Zen Ops (collectively, the “Services”).

By accessing or using our Services, you agree to this Privacy Notice and our Terms of Service. If you do not agree, you must stop using the Services.

We may update this Privacy Notice periodically. Changes are effective immediately upon posting on our website. Your continued use of the Services indicates your acceptance of those changes.

2. Information We Collect

We collect information in several ways, including directly from you, automatically when you use the Services, and from third parties.

a. Information You Provide

We may collect:

•Account Information: Name, email, phone number, company name, job title, and billing details.

•Communications Data: Messages, inquiries, or feedback you send us.

•Payment Information: Processed securely via our payment partners; we do not store full credit card numbers.

•Customer or Client Data: If you use Optimate HQ, Apex CRM, or Zen Ops, you may upload or sync customer records, contacts, and communications. You control that data as the “data controller.”

•Support & Professional Services Data: Information shared with our team for troubleshooting, consulting, or automation setup.

b. Information Collected Automatically

When you use the Services, we may automatically collect:

•Usage Data: IP address, browser type, device information, operating system, and usage patterns.

•Cookies & Tracking: Session cookies, analytics scripts, and tracking pixels to enhance functionality and analytics.

•Log Data: Metadata related to user actions within the Platform, including timestamps, login activity, and API interactions.

c. Information From Third Parties

•We may receive information from:

•Integration partners (e.g., Google, Zapier, Make, n8n, CRMs, payment gateways);

•Marketing platforms and analytics providers;

•Public databases and social media platforms.

3. How We Use Information

•We use information for legitimate business purposes, including to:

•Provide, operate, and maintain the Services;

•Process payments and manage subscriptions;

•Communicate with you (support, marketing, updates);

•Improve, personalize, and develop new products;

•Analyze performance and usage trends;

•Detect, prevent, and address fraud, misuse, or security incidents;

•Enforce our Terms of Service;

•Comply with legal obligations.

4. How We Share Information

We may share information as follows:

a. With Service Providers

We share information with trusted vendors that perform services for us, such as:

•Payment processors

•Cloud hosting providers

•Email and SMS delivery services

•Analytics and marketing partners

•Automation and workflow tools

•All such parties are required to protect your information and use it only for the purposes we specify.

b. With Integration Partners

When you connect external tools (e.g., Google, Zapier, Make, n8n, or CRMs), information may be shared according to your configuration and each provider’s policies. You are responsible for reviewing those providers’ privacy practices.

c. For Legal and Compliance Purposes

We may disclose information:

•To comply with law or legal process;

•To enforce our Terms or agreements;

•To protect our rights, property, or safety, or that of users or others.

d. In Business Transfers

If Optimate is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction.

5. Cookies & Tracking Technologies

We use cookies and similar technologies to:

•Maintain sessions and logins;

•Analyze how users interact with our Platform;

•Personalize your experience;

•Measure marketing effectiveness.

•You can manage cookies through your browser settings. Disabling cookies may limit some functionality.

6. Data Retention

We retain personal information for as long as necessary to:

•Provide Services;

•Fulfill legal or contractual obligations;

•Resolve disputes;

•Enforce agreements.

You may request deletion of your data by contacting [email protected], subject to legal or legitimate business requirements.

7. Data Security

We use reasonable technical and organizational safeguards—encryption, access controls, secure hosting—to protect your information.

However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

You are responsible for keeping login credentials confidential and secure.

8. Your Rights & Choices

Depending on your location and applicable laws, you may have rights regarding your personal data, such as:

•Access: Request a copy of your data.

•Correction: Request corrections to inaccurate data.

•Deletion: Request we delete your data.

•Portability: Request export of your data in a structured format.

•Opt-Out: Stop receiving marketing communications.

•Withdraw Consent: Where processing is based on consent.

To exercise your rights, contact us at [email protected]. We may require verification of identity before processing requests.

9. Data Transfers

If you access the Services from outside the United States, your data may be transferred to, stored, or processed in the U.S. or other

jurisdictions that may not have the same data protection laws as your country. By using our Services, you consent to such transfers.

10. Children’s Privacy

Our Services are not directed to children under 18. We do not knowingly collect personal data from minors. If we learn we have collected data from a child, we will delete it promptly.

11. Third-Party Links & Integrations

Our website may include links to or integrations with third-party websites or services. We are not responsible for their privacy practices. We encourage you to review their policies before providing information.

12. Communications Preferences

You may opt out of marketing emails by clicking the “unsubscribe” link or contacting [email protected].

We may still send transactional or account-related communications.

13. Data Controller & Processor Roles

When you use our products:

For Optimate HQ and Apex CRM, you (the customer) are typically the data controller, and Optimate is the data processor handling data on your behalf.

For Zen Ops and related consulting, Optimate may act as an independent controller for limited business contact data needed for service delivery.

We process Customer Data only per your instructions and applicable law.

14. Legal Bases for Processing (EEA/UK Users)

If you are located in the European Economic Area or the UK, we process personal data under the following bases:

•Contract: To perform obligations under a contract (e.g., providing Services).

•Consent: Where you have given consent (e.g., marketing).

•Legal Obligation: To comply with applicable laws.

•Legitimate Interests: For business purposes not overridden by your rights (e.g., product improvement, fraud prevention).

15. Data Protection Rights (EEA/UK)

You have the right to lodge a complaint with your local supervisory authority if you believe your data has been processed unlawfully.

For contact details of your local authority, visit: https://edpb.europa.eu/about-edpb/board/members_en.

16. Changes to This Notice

We may update this Privacy Notice from time to time. The “Effective Date” at the top indicates when it was last revised. Updates are effective when posted. Your continued use of the Services constitutes acceptance.

17. Contact Us For General Inquiries: [email protected]

For all other inquiries regarding this Privacy Notice or our data practices, please contact us at the email address above.