Last Updated: 17 March 2025

At Optima Suite, 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 information when you use our platform, services, and related software (collectively, the "Service"). By using the Service, you agree to the terms of this Privacy Policy. If you do not agree with this policy, please do not use the Service.

1. Information We Collect

We may collect the following types of information when you use the Service:

a. Personal Information

Name, email address, phone number, and other contact details.

Billing information, such as credit card details or payment information (processed through secure third-party payment processors).

Account credentials, such as usernames and passwords.

b. Usage Data

Information about your interactions with the Service, including IP address, device type, browser type, operating system, and pages visited.Log data, such as access times, features used, and error reports.

c. Customer Data

Information you upload or provide through the Service, such as customer lists, contact details, and communication history.

d. Cookies and Tracking Technologies

We use cookies, web beacons, and similar technologies to collect information about your usage patterns and preferences.

You can manage cookie preferences through your browser settings.

2. How We Use Your Information

We use the information we collect for the following purposes:

To provide, maintain, and improve the Service.

To process transactions and send you related information, including confirmations and invoices.

To communicate with you, including responding to inquiries and providing customer support.

To send promotional materials, updates, and other information about the Service (you may opt out at any time).

To monitor and analyse usage trends and improve the functionality of the Service.

To enforce our Terms and Conditions and protect the security and integrity of the Service.

3. How We Share Your Information

We may share your information in the following circumstances:

With Service Providers: We may share information with third-party vendors, consultants, and other service providers who perform services on our behalf, such as payment processing, data analysis, and customer support.

For Legal Reasons: We may disclose information if required by law, such as to comply with a subpoena, court order, or other legal process.

To Protect Rights: We may share information if we believe it is necessary to protect the rights, property, or safety of Optima Suite, our users, or others.

With Your Consent: We may share information with third parties when you provide explicit consent to do so.

We do not sell your personal information to third parties.

4. Data Security

We implement industry-standard security measures to protect your information from unauthorized access, alteration, disclosure, or destruction.

These measures include encryption, access controls, and regular security assessments. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

5. Data Retention

We retain your information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

6. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

Access: Request a copy of the personal information we hold about you.

Correction: Request that we correct or update inaccurate or incomplete information.

Deletion: Request that we delete your personal information, subject to certain exceptions.

Opt-Out: Opt out of receiving promotional communications from us by following the unsubscribe instructions in the communication or contacting us directly.

To exercise these rights, please contact us using the information provided below.

7. International Data Transfers

If you are located outside the jurisdiction where Optima Suite operates, please note that your information may be transferred to, stored, and processed in a country where data protection laws may differ from those in your jurisdiction. By using the Service, you consent to such transfers.

8. Children’s Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on our website or through other communication channels. Your continued use of the Service after such changes constitutes your acceptance of the revised Privacy Policy.