Privacy Policy

Optiify (“Optiify”, “we”, “us”, “our”) respects your privacy and is committed to protecting personal data. This Privacy Policy explains how we collect, use, disclose, and protect personal data when you visit our website, use our platform, or otherwise interact with Optiify. This notice is provided in a layered format to help you quickly find what you need.

1. Important information and who we are

Purpose of this Privacy Policy
This Privacy Policy explains how Optiify collects and processes personal data through:

• our websites and marketing pages;
• Optiify applications and portals (the “Platform”);
• events, demos, webinars, support, and sales engagements.

Controller / Processor roles

• For website, marketing, and general communications data, Optiify typically acts as a data controller.
• For Platform data processed on behalf of a customer (e.g., organization-managed users, operational building data linked to individuals), Optiify typically acts as a data processor/service provider, and the customer is the controller. (Details may also be governed by your agreement with Optiify.)

Contact details
If you have questions, requests, or complaints regarding privacy, contact:

• Email: support@optiify.ai

2. The information we collect about you

We collect personal data in three main ways: automatically, from you directly, and from other sources.

A) Information we collect automatically

When you visit our website or use the Platform, we may collect:

• IP address and approximate location (derived from IP);
• device identifiers, browser type, operating system;
• pages viewed, links clicked, session duration, referring URLs;
• log files, security events, and crash/error reports;
• usage data such as feature interactions and performance metrics.

B) Information you provide to us

You may provide personal data when you:

• fill out forms (e.g., “Contact us”, “Request a demo”, “Book a call”);
• create an account and set up user profiles (name, email, role, password);
• subscribe to newsletters, updates, or event invitations;
• communicate with us (email, phone, chat, support tickets);
• participate in webinars, conferences, surveys, or pilots;
• provide billing and contracting details (business contact info, invoices).

C) Information from other sources

We may receive information from:

• your employer/organization (when they provision your Platform account);
• partners, resellers, integrators, and referral sources;
• third-party services you connect with Optiify (integrations), based on your configuration.

D) Platform and building-related data (may include personal data)

Optiify is designed for building automation workflows (e.g., fault detection & diagnostics, audits, reporting, operational workflows). Depending on how your organization uses Optiify, the Platform may process:

• building system signals and telemetry (BMS/IoT streams), equipment events and alarms;
• maintenance workflows, work orders, annotations, notes, attachments;
• user activity and audit logs (who did what, when);
• occupancy-related indicators only if provided/connected by the customer.

Note: Much building/asset data is not personal data by itself, but may become personal data if linked to identifiable individuals (e.g., named technicians, user accounts, access logs).

E) Cookies

We use cookies and similar technologies to operate the website, remember preferences, and understand usage. You can manage cookies through your browser settings and (where available) our cookie banner/preferences tool.

3. Use of personal data

We use personal data for the following purposes (and rely on one or more legal bases, where applicable, such as contract necessity, legitimate interests, consent, or legal obligations):

• Provide and operate the Platform (account provisioning, authentication, access control, feature delivery).
• Deliver services (analytics, diagnostics outputs, reports, notifications configured by users).
• Support and customer success (respond to requests, troubleshoot issues, training).
• Improve and develop our website and Platform (testing, performance monitoring, feature enhancement).
• Security and fraud prevention (monitoring, access logging, abuse detection).
• Business operations (billing, contracting, recordkeeping, compliance).
• Marketing and communications (newsletters, product updates, event invitations—where permitted).
• Legal and protection (enforce agreements, resolve disputes, comply with lawful requests).

Optiify does not sell personal data.

4. Disclosure of personal data

We may share personal data with:

• Affiliates (within the Optiify group) for operational purposes;
• Service providers acting under our instructions (e.g., hosting, analytics, support tooling, email delivery, CRM, security monitoring);
• Professional advisors (legal, accounting, auditors) as needed;
• Business transaction parties (if we explore or undergo a merger, acquisition, financing, or asset sale);
• Authorities where disclosure is required by law or necessary to protect rights, safety, and security.

Where we use vendors, we seek to impose appropriate confidentiality, security, and data processing obligations by contract.

5. International transfers

Optiify may process and store personal data in countries other than where you live, including where our vendors or we operate. When transferring personal data internationally, we use appropriate safeguards—such as the European Commission’s Standard Contractual Clauses (SCCs) for relevant transfers—where required.

6. Children

Optiify’s website and Platform are intended for business use and are not directed to children. We do not knowingly collect personal data from children under 16 (or a higher age where required by local law). If you believe a child has provided personal data, contact us, and we will take appropriate steps.

7. Marketing emails

Where permitted, we may send marketing emails. You can opt out at any time by using the unsubscribe link in our emails or contacting us directly. We will honor opt-out requests in accordance with applicable law.

8. Security

We use reasonable administrative, technical, and organizational measures designed to protect personal data against unauthorized access, loss, misuse, or alteration. However, no system is 100% secure, and we cannot guarantee absolute security.

9. Retention of your personal data

We retain personal data only as long as necessary for the purposes described in this Privacy Policy, including legal, accounting, and reporting requirements. Retention periods may vary depending on:

• the type of data;
• whether you have an account and contract with us;
• legal obligations and limitation periods.

10. External links

Our website may link to third-party sites. We are not responsible for third-party privacy practices. Please review their privacy policies.

11. Your rights

Depending on your location, you may have rights such as:

• access, correction, deletion;
• restriction of processing;
• objection to processing (including direct marketing);
• data portability;
• withdrawing consent (where processing is based on consent);
• not being subject to certain automated decisions.

To exercise rights, contact support@optiify.ai. We may need to verify your identity.

12. Dispute resolution/complaints

If you have concerns, contact us first, and we will try to resolve them promptly. Depending on your location, you may also have the right to complain to a relevant supervisory authority.

13. Changes to this notice

We may update this Privacy Policy from time to time. We will post changes on this page and update the “Last updated” date. If changes are material, we may provide additional notice.

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