Privacy Policy

1. Who We Are

OPTIMUS INNOVATIONS S.A.S. is a Colombian company providing managed business-process services from Barranquilla, Colombia. This notice covers information we handle through our public website, public Transition Pod calculator, newsletter, scheduling process, private proposal and calculator links, and related email communications.

2. Information We Collect

We collect information in the following circumstances:

• Workflow inquiries: your name, company, work email, optional phone number, workflow description, source page, and campaign attribution associated with the submission.
• Newsletter subscriptions: your email address, subscription status, the consent statement and version you accepted, source page, consent and confirmation times, unsubscribe activity, and email delivery status.
• Scheduling: information you submit to NeetoCal and query parameters forwarded to the scheduler when you open it.
• Public Transition Pod estimates: your name, company, work email, optional phone number, role and team assumptions, selected cost and delivery inputs, calculated results, source or campaign attribution, and estimate delivery status.
• Private materials: recipient and administrator names, companies, work email addresses, proposal or private calculator content, link expiration and delivery status, session records, and access count or last-access time.
• Security and technical data: Turnstile tokens, IP addresses used for anti-bot verification, request metadata, browser or device identifiers, and limited website analytics.

Do not submit protected health information, patient details, credentials, passwords, or other sensitive information through a public website form.

3. How We Use Information

• To respond to inquiries and prepare an operations assessment
• To evaluate service fit, scope, and requested follow-up
• To calculate, deliver, record, and follow up on a public Transition Pod estimate
• To confirm newsletter requests and send consented operations insights, company news, and service offers
• To deliver and control access to private calculators, proposals, and related messages
• To operate, secure, and improve the website and lead process
• To maintain consent, suppression, delivery, security, and business records

4. Newsletter and Marketing Email

We add an address to our newsletter only after someone completes the dedicated signup form, accepts its marketing consent statement, and confirms the address. Contact-form submissions, business cards, purchased lists, and researched addresses do not become newsletter subscriptions through this process.

Newsletter messages may include operations insights, company news, and offers for Optimus services. Each message identifies OPTIMUS INNOVATIONS S.A.S., gives our mailing address and contact information, and includes a no-cost unsubscribe link. We apply unsubscribe requests at once in our sending system. We retain a limited suppression and consent record when needed to prove the request and prevent future marketing messages.

We do not use tracking pixels to record newsletter opens. Links in a newsletter are ordinary destination links unless a message states otherwise.

5. Service Providers and International Processing

We use Cloudflare for website hosting, database storage, security, and Turnstile anti-bot verification; PostHog US for limited website analytics; NeetoCal for scheduling; and Microsoft Entra and Microsoft Graph for email delivery. Microsoft Graph stores copies of sent messages in the authorized sender mailbox. These companies process information for us under their service and privacy terms.

Optimus operates from Colombia and serves organizations in the United States and Canada. We and our providers may process information in Colombia, the United States, Canada, and other locations where a provider operates. The laws and lawful-access rules in those places may differ from the laws where you live.

6. Cookies and Analytics

PostHog records limited page and conversion events on public pages. We disable autocapture, automatic pageviews, session recording, surveys, and feature flags, and we omit URL query strings from the manual pageview event. PostHog may use cookies or browser storage to maintain a browser identifier. We do not use this analytics configuration for cross-context behavioral advertising.

The public Transition Pod calculator is available without a recipient-specific link or private-access session. When you submit an estimate request, Cloudflare Turnstile verifies the submission and we create an estimate and related business record using the details and assumptions described above.

Private proposal and calculator pages use strictly necessary, secure session cookies to preserve authorized access for up to 12 hours. The public calculator, contact form, and newsletter form use Cloudflare Turnstile to detect automated submissions. We do not sell personal information or share it for cross-context behavioral advertising. Because we do not conduct those activities, Global Privacy Control signals do not change our practices. Browser Do Not Track signals do not have a separate effect on the limited analytics described above.

7. Healthcare Client Data

Website inquiry data is separate from data accessed during a contracted healthcare workflow. For applicable engagements, healthcare data handling is governed by the client agreement, approved client systems, access rules, and any applicable Business Associate Agreement. Optimus systems are not used as the primary storage location for client patient data unless a different arrangement is specifically reviewed and approved.

8. Retention and Security

We retain inquiry, public-estimate, and private-recipient records while we need them to respond, administer the relationship, secure access, maintain business records, and meet legal obligations. We retain active newsletter records until you unsubscribe or we end the program. After an unsubscribe, we keep limited consent and suppression records for compliance and do-not-contact purposes. Confirmation tokens expire after 48 hours, and private browser sessions expire after 12 hours. Sent-message copies and delivery records remain subject to our mailbox and record-retention practices.

We use access controls, hashed capability tokens, limited administrator access, and operational safeguards appropriate to these services. No internet transmission or storage system can be guaranteed completely secure.

9. Your Choices

You may unsubscribe from marketing email through the link in any newsletter or by contacting us. Depending on applicable law, you may also request access to, correction of, or deletion of personal information associated with you. You may withdraw consent to future processing where consent is the basis for that processing. We may verify your identity and retain limited information where law, security, dispute, or suppression obligations require it.

Canadian residents may contact the Office of the Privacy Commissioner of Canada or the applicable provincial privacy regulator. California residents whose information is covered by the California Consumer Privacy Act may request access, correction, or deletion without discriminatory treatment. We do not sell or share personal information as those terms apply to cross-context behavioral advertising.

10. Children

This business website and newsletter are not directed to children under 13, and we do not knowingly collect their personal information. Contact us if you believe a child submitted information so we can review and delete it as appropriate.

11. Updates and Contact

We may update this notice and will publish the current revision date on this page. Questions or privacy requests may be sent to privacy@optimusinnova.com.