Privacy Policy

OptiSolutions collects information that is necessary to deliver our services, respond to inquiries, and continuously improve the experience we provide. We collect information through two primary channels:

Information You Provide Directly

• Full name, email address, phone number, and mailing address
• Business name, industry, and organizational size
• Service requirements, project details, and support requests
• Billing and payment information submitted through secure forms
• Any correspondence, messages, or feedback shared with our team

Information Collected Automatically

• IP address, browser type, and operating system
• Pages visited, time on site, and click-path data via analytics
• Cookies and similar technologies (see Section 5)
• Device identifiers and general geographic location (city/region level)

We use the information we collect solely for legitimate business purposes that serve our clients and support the operation of our company. Specifically, we use your information to:

• Deliver, operate, and improve our managed IT, communications, and digital services
• Process service requests, quotes, and billing transactions
• Send transactional communications including confirmations, invoices, and support updates
• Respond to inquiries, troubleshoot issues, and provide client support
• Notify you of service changes, security updates, or scheduled maintenance
• Analyze website performance and user experience to improve our platform
• Detect, prevent, and respond to fraud, abuse, or security threats
• Comply with applicable legal obligations and regulatory requirements

We do not use your personal information for automated decision-making that produces legal or similarly significant effects without your explicit consent.

OptiSolutions does not sell, rent, or trade your personal information. We will never share your data with third parties for their own marketing purposes. We may disclose information only in the following limited circumstances:

• Service Providers: Trusted vendors engaged to support our operations (e.g., cloud hosting, payment processors, analytics platforms), bound by confidentiality agreements and prohibited from using your data for any other purpose.
• Legal Compliance: When required by applicable law, court order, or governmental authority.
• Protection of Rights: To investigate, prevent, or respond to fraud, security threats, or violations of our Terms of Service.
• Business Transfers: In connection with a merger, acquisition, or sale of company assets, with appropriate confidentiality protections in place.
• With Your Consent: In any other circumstance where you have provided explicit, informed consent.

All third-party service providers are evaluated for compliance with applicable data protection standards before engagement.

We take the security of your information seriously. OptiSolutions implements industry-standard administrative, technical, and physical safeguards to protect personal data from unauthorized access, disclosure, alteration, or destruction. Our security practices include:

• TLS/SSL encryption for all data transmitted between your browser and our servers
• Encryption of sensitive data at rest using AES-256 or equivalent standards
• Role-based access controls limiting data access to authorized personnel only
• Multi-factor authentication on internal systems and administrative interfaces
• Regular third-party security assessments and vulnerability scanning
• Documented incident response and data breach notification procedures
• Ongoing security awareness training for all OptiSolutions team members

While no system is entirely immune to risk, we continuously invest in security practices consistent with our position as a managed IT services provider. In the event of a data breach affecting your personal information, we will notify you in accordance with applicable law.

Our website uses cookies and similar technologies to improve functionality, analyze performance, and deliver a more personalized experience. We use the following categories of cookies:

• Strictly Necessary: Essential for the website to function correctly. These cannot be disabled.
• Performance & Analytics: Help us understand how visitors interact with our site (e.g., HubSpot Analytics, Google Analytics). Data is aggregated and anonymized where possible.
• Functional: Enable enhanced features such as live chat and form pre-fill based on prior sessions.
• Marketing: Used to deliver relevant communications and measure campaign effectiveness. These are applied only where permitted by law.

You may adjust your cookie preferences through your browser settings at any time. Please note that disabling certain cookies may affect the functionality of some features on our website. For more control over third-party cookies, you may also visit optout.networkadvertising.org.

Depending on your location, you may have certain rights under applicable privacy law regarding your personal information. OptiSolutions honors these rights regardless of jurisdiction. You may request to:

• Access: Obtain a copy of the personal information we hold about you.
• Correct: Request correction of any inaccurate or incomplete information.
• Delete: Request deletion of your personal data, subject to legal retention obligations.
• Restrict: Ask us to limit how we use your data in certain circumstances.
• Portability: Receive your personal data in a structured, machine-readable format.
• Object: Opt out of processing for direct marketing or where processing is based on legitimate interest.
• Withdraw Consent: Revoke any previously provided consent without affecting prior processing.

To exercise any of these rights, please contact us using the information in Section 11. We will respond to all verifiable requests within 30 days. We will not discriminate against you for exercising your privacy rights.

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Client records are generally retained for a minimum of seven (7) years following the termination of a service relationship in accordance with applicable business and tax regulations. Website usage data collected through analytics tools is retained for no longer than twenty-six (26) months. When personal data is no longer required, we securely delete or irreversibly anonymize it in accordance with our data destruction procedures.

To operate our website and deliver our services effectively, OptiSolutions integrates with the following categories of trusted third-party platforms:

• CRM & Marketing Automation: HubSpot (contact management, lead tracking, and email communication)
• Website Analytics: Google Analytics (aggregated, anonymized traffic and engagement data)
• Live Support: Tawk.to (real-time chat — no personally identifiable data is stored by default)
• Payment Processing: PCI-DSS compliant payment gateway for secure transaction handling
• Cloud Infrastructure: Enterprise-grade cloud hosting with SOC 2 Type II certification

Each third-party provider has its own privacy policy. We encourage you to review those policies for information on how your data is handled within their respective platforms. OptiSolutions is not responsible for the privacy practices of third-party sites linked from our website.

OptiSolutions provides business-to-business technology services and our website is not directed to individuals under the age of 18. We do not knowingly collect or solicit personal information from minors. If you believe that a minor has provided us with personal information without parental consent, please contact us immediately at privacy@getoptisolutions.com and we will take prompt steps to remove that information from our records.

OptiSolutions reserves the right to update this Privacy Policy at any time to reflect changes in our practices, legal requirements, or the services we offer. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify affected clients by email or through a prominent notice on our website. We encourage you to review this policy periodically. Your continued use of our services after a revised policy is posted constitutes your acceptance of those changes. If you object to any modification, you may discontinue use of our services and contact us to request deletion of your data.

If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please reach out to us through any of the following channels. We are committed to responding to all privacy inquiries within two (2) business days.

You also have the right to lodge a complaint with a supervisory authority if you believe your personal data has been processed in violation of applicable law.