Privacy Policy

We collect information you provide directly to us, such as when you request a demo or create an account, including your name, email address, and company information.

When you request a demo, we also record the request itself so we can measure which campaigns bring people to Optimus. That record stores a one-way cryptographic hash of your email address rather than the address itself, along with the campaign parameters in the link you followed and the domain of your email address.

How we ask. If you visit from the United States, we load our analytics and advertising services when the page loads, without a cookie notice. You can opt out at any time with the "Your privacy choices" link at the bottom of our pages or the controls below. If your browser sends a Global Privacy Control signal, we treat it as an opt-out and do not load these services. If you visit from anywhere else, including the European Economic Area, the United Kingdom and Switzerland, we ask for your choice first and load these services only after you accept. We estimate where you are from your device's time zone. Your choice is stored for 180 days and is shared with the sign-up page of our application.

When these services run, we set:

• Analytics (PostHog and Google Analytics). Identifiers, page views, campaign details, and interactions such as demo requests help us understand how people find and use the website. PostHog also records clicks and other interactions automatically, when you leave a page, heatmaps of where people click and scroll, clicks that do nothing, errors, and page performance. It records a session replay of how each page changed while you used it; what you type is masked in the replay, including email addresses, verification codes, search boxes and form fields. Demo requests and account creation may associate these events with your email address or an internal account identifier.
• Campaign attribution. A first-party cookie holding the campaign parameters of the link you followed, plus an anonymous identifier. In the United States the anonymous identifier is created when you arrive unless you have opted out; elsewhere it is created only after you accept. Both expire after 90 days.
• Advertising (LinkedIn, Google Ads, TikTok, Reddit, and Meta). These services measure advertising visits and conversions, such as demo requests, sign-up clicks, Soundwave searches and verified emails, and may support audience matching or retargeting. Meta and TikTok also record clicks and page details automatically. When you submit a demo request or verify your email on Soundwave, we give your email address to Meta, Google and TikTok so they can match the conversion to their users; their code hashes it in your browser before it is sent. In the United States these services load unless you opt out; elsewhere they load only after you accept.
• Business visitor identification (Snitcher). This service helps identify businesses or business visitors interested in Optimus. In the United States it sets cookies unless you opt out. Elsewhere it loads before you choose and uses your IP address and basic device and browser signals, without cookies, to identify the visiting business when the page loads; until you accept, it keeps its visit data only for the current browser session and does not collect what you type into forms, and it sets tracking cookies only after you accept. If you opt out, decline, or your browser sends Global Privacy Control, it does not run, and anything it stored is removed except a cookie that records your decline. It processes website activity under its own privacy policy.

If you opt out, decline, or (outside the United States) have not yet chosen, our product analytics (PostHog) measure visits without cookies or device storage, and without the automatic capture, session replay and heatmaps described above. Your IP address and browser details are processed by our analytics provider to count visits. Outside the United States, until you decline, business visitor identification (Snitcher) also runs without cookies, as described above. Until you choose, the campaign attribution cookie described above is still set with the campaign parameters of the link you followed (including any ad click ID) but without the anonymous identifier; opting out or declining removes it. We may retain campaign parameters without an anonymous analytics identifier and count accepted requests or sign-ups in our business records. Your cookie choice and information needed to process forms are still stored. Opting out or declining does not affect your ability to request a demo, create an account, or use Optimus.

When you are signed in to the Optimus app, we record product usage tied to your account to operate and improve the service.

You can change your choice at any time in Your privacy choices below. Opting out, or withdrawing consent if you accepted, returns PostHog to measuring visits without cookies, clears our shared attribution identifier, and reloads the page to discard loaded tracking scripts. The replacement page does not load Google Analytics or the advertising and visitor-identification services. Opting out also removes the cookies these services set on our website. It cannot undo information already sent or remove cookies stored on the services' own domains; you can remove those through your browser settings.

We do not sell your personal information. We share it with service providers who help us operate Optimus, under contracts that limit them to processing it on our behalf. These include PostHog (product analytics), Stripe (payments), and our email and infrastructure providers.

Advertising measurement. Where advertising cookies are active, we share conversion and campaign information with our advertising services. Our server-side LinkedIn signup report uses a one-way cryptographic hash of your email address and, where present, the LinkedIn click identifier. When you request a demo, our server reports it to Meta, TikTok, Reddit, LinkedIn and Google using a one-way cryptographic hash of your email address and name, your IP address and browser details, and any ad click identifiers. We do not send this if you declined or your browser sends Global Privacy Control. Google, Meta and TikTok conversion matching also uses the email address you give with a demo request or a Soundwave email verification, hashed in your browser by their code.

If you are a California resident, this reporting may count as "sharing" personal information for cross-context behavioral advertising. You can opt out with the "Your privacy choices" link, the controls below, or a Global Privacy Control signal, which we honor.

If you choose to connect Gmail, Optimus accesses Gmail to send CRM email you approve through your connected mailbox, including follow-ups in sequences you enable, to identify replies to supported Optimus outreach, and, only with your separate CRM email logging opt-in, to log email involving known CRM contacts. Optimus requests only the Gmail send and read-only permissions for this integration. Signing in to Optimus is separate from connecting your email mailbox.

By default, Optimus reads a bounded window of messages in the connected mailbox, initially the last seven days and subsequently new Inbox messages, to determine whether a message is a reply to supported Optimus outreach. It inspects message headers and body content transiently, retains matched replies in Optimus, and pauses pending sequence follow-ups. Optimus does not retain unrelated Gmail messages and does not modify Gmail messages, labels, drafts, filters, settings, or mailbox state.

CRM email logging is a separate mailbox-owner setting in Account settings, Integrations, for Gmail and Outlook. Enabling it authorizes a review of the previous four weeks and continuing capture of sent and received email, including messages sent outside Optimus and archived messages. Optimus checks message participants against exact email addresses of active contacts on CRM accounts in your authorized organization, including Bcc recipients in mail you sent. Bcc address lists are not retained. It retrieves and stores message bodies only after identifying a matching account, along with the subject, sender, To and CC recipients, timestamps, and provider message identifiers. These records are visible to teammates authorized to view that CRM account. Messages involving contacts on multiple accounts are skipped rather than assigned by guesswork. Unrelated messages, drafts, spam, trash, and attachments are not imported by this feature.

Existing mailbox access does not automatically enable CRM email logging. This setting does not enable AI processing, create tasks, send messages, or change sequence status, including during historical imports. Turning it off stops new logging without disconnecting email; reconnecting a mailbox resets the opt-in. Previously logged CRM records remain subject to the retention and deletion practices below.

Eligible Optimus staff can connect Google Meet once in Account settings for use across the Internal CRM. Each teammate authorizes their own Google account separately from Gmail. The connection lets that teammate select completed meetings and generated notes, review the note content, and save it on an authorized CRM account. It does not grant other teammates access to that Google account. Saved notes are visible to authorized CRM teammates and remain when Meet is disconnected. Meet participant names alone are not used to identify CRM contacts.

Staff who separately enable automatic CRM note logging authorize read-only access to events on their primary Google Calendar to identify completed Meet calls involving known CRM contacts. Optimus checks a rolling seven-day window, initially including the prior seven days, and matches invitee email addresses to contacts on one authorized Internal CRM account. Original generated Meet notes are saved to that account with their meeting date and source. Private events, declined invitations, incomplete attendee lists, and ambiguous account or meeting matches are not imported. Calendar invitations are not proof of attendance. Unmatched event information is not retained. Automatic imports are not labeled as human-reviewed notes, are not sent to an AI provider, and do not create follow-up tasks. This additional permission is separate from Gmail access. Disconnecting Meet stops future access but retains existing CRM records.

Optimus's use and transfer of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell Google user data, use it for advertising, or use Google Workspace data to train or improve generalized AI or machine learning models.

Gmail AI reply processing is optional and disabled unless the mailbox owner separately enables it in Account settings, Integrations. Where this feature is available, enabling it authorizes us to send new matched reply content, including the subject and relevant CRM context, to Google Gemini's paid API to identify intent, prepare editable reply drafts, and suggest or create follow-up tasks. It does not authorize processing unrelated mailbox messages. These inputs and outputs are not used to train general-purpose AI models or for advertising. Google's limited security and abuse-monitoring retention may apply; this is not a zero-retention service. Optimus does not submit this Gmail data to optional model-improvement datasets or feedback programs. AI-generated replies require human review and a Send action.

Existing Gmail authorization does not automatically enable AI. Older replies are not retroactively sent to AI when this setting is enabled or re-enabled. Turning off AI stops future AI processing while sending and reply sync continue. Reconnecting a mailbox resets this AI opt-in. Existing drafts, tasks, and CRM records remain until deleted under our retention and deletion practices.

For eligible @getoptimus.ai staff mailboxes only, the owner may separately authorize team sending and team reply sync for Internal Outreach. Team reply sync stores new replies matched to proven Internal Outreach sends, makes them available to authorized Optimus teammates in the team inbox, and pauses pending follow-ups. It does not share unrelated mailbox messages or enable AI. Turning off team reply sync stops new team capture; personal sequence reply sync and sending continue. Team AI processing additionally requires the mailbox owner's AI opt-in. Disconnecting or reconnecting resets team reply-sync consent, without deleting previously retained records.

We protect Google user data with HTTPS/TLS encryption in transit, encrypted storage for OAuth tokens and connected-account credentials, role-based access controls, organization-level data isolation, production access restrictions, logging and monitoring, and least-privilege operational practices. You can disconnect Gmail from Optimus or revoke Optimus access from your Google account settings. Disconnecting stops future Gmail API access; existing matched CRM activity is retained only as needed to provide the CRM record and meet legal, security, and contractual obligations. Contact support@getoptimus.ai to request deletion of retained Google Workspace data.

Optimus Technology Inc. ("Optimus") may send SMS messages to customers and authorized users who provide prior consent to receive text messages from Optimus. SMS messages may include account onboarding, account notifications, customer support responses, shipment and operational updates, product or service updates, and responses from the Optimus assistant, Jared, when a user requests information from their Optimus account.

Message frequency varies. Message and data rates may apply. You can opt out at any time by replying STOP to any message. For help, reply HELP or contact support@getoptimus.ai.

Optimus may include business contact information, including names, company details, email addresses, and phone numbers, in SMS responses when that information is requested by an authorized user and is available within that user's Optimus account or services. For example, Jared may send a customer-requested contact phone number for a shipper, carrier, broker, or logistics contact stored or surfaced in the customer's Optimus account.

Mobile information collected for SMS messaging purposes, including mobile phone numbers and SMS opt-in consent data, will not be shared with or sold to third parties or affiliates for marketing or promotional purposes. We may share mobile information with service providers and subprocessors, such as Twilio, solely as necessary to deliver, operate, and support the SMS messaging service.

You have the right to access, correct, or delete your personal information, and to withdraw consent for, or opt out of, analytics and advertising cookies. Contact us at support@getoptimus.ai to exercise these rights, or use Your privacy choices below to opt out immediately.

Demo-request records are kept as an append-only history so our measurement stays accurate, and they are deleted on request through a controlled process rather than edited in place. Because those records identify you only by a hash of your email address, we need the email address you used in order to find and remove them.