Privacy Policy

How we think about privacy at Optimyzed

The Agentic Marketing Department is a connected operating model made of six engines — Discovery, Outreach, Authority, Demand, Quotify, and Revenue Intelligence — plus a Core router that passes tasks and context between them. Every engine reads and writes information only for the job it is responsible for, and nothing moves between engines without a recorded, accountable hand-off.

Our privacy posture follows the same operating model. We do not sell personal information. We use third-party advertising only in clearly marked contexts and with opt-outs available. Anything you give us to run an engine — qualification scripts, pricing rules, call transcripts, prospect context, past campaign results — is treated as client confidential and isolated from public-facing training or retrieval.

1. Information we collect

The table below shows, per engine, what information the system reads and produces. This is the same information our implementation team reviews during onboarding when helping you decide what evidence, scripts, and rules are appropriate for your service.

• Discovery (Market & Intent Research): public search demand, public competitor content, anonymized SERP feature data, internal keyword/topic targets, your approved service descriptions. Output: prioritized opportunity maps, content briefs, gap assessments.
• Outreach (Multichannel Sequencing): contact lists you provide (name, company, role, verified email, opt-in status where required), reply history, sequence templates, approved offer copy, send calendars. Output: sequenced conversations, reply-classification labels, opt-out and bounce state.
• Authority (Content & Trust): your approved positioning, service definitions, case evidence, pricing guardrails, subject-matter-interview transcripts, style guidelines. Output: drafts of pages, posts, positioners, proofs, FAQ answers, and schema descriptions — all routed for specialist review before any public publish.
• Demand (Pipeline Generation): past campaign performance, channel delivery data, creative and offer copy, audience parameters, conversion event records, budget and pacing rules. Output: campaign builds, offer drafts, pacing plans, budget recommendations.
• Quotify (Instant Quoting): prospect-supplied inquiry answers (name, contact, project context, location, budget range, timing), your approved pricing logic, qualification thresholds, escalation rules, calendar availability, geographic coverage rules. Output: quotes, estimates, consultation bookings, routed hand-offs, verification results. Note: Quotify never invents a price — it follows your approved logic and escalates when thresholds are unclear.
• Revenue Intelligence (Attribution & Forecasting): CRM/contact records, opportunity stages, close/loss reasons, call outcomes, ad spend, source-channel tags, booking and attendance data, pipeline forecast inputs. Output: attribution windows, anomaly alerts, win-rate drivers, forecast ranges, engine-by-engine performance summaries.
• Website visitors (all pages): standard request log data (IP address, user agent, referrer, timestamp, requested URL), cookie consents for analytics/advertising where you have opted in, form submissions, and chat transcripts from the Optimyzed core chatbot or per-engine chat panel.

2. How we use the information

We use the information above only for the following purposes:

• To operate the specific engine(s) we have been engaged to run and to hand work between them inside your account (for example Discovery → Authority → Demand, or Quotify → Revenue Intelligence).
• To answer questions inside the Optimyzed chatbot (Core or per-engine) when you or your team interact with it on this site.
• To route booked inquiries, consultations, and quotes to the correct specialist, sales person, or escalation owner.
• To improve the reliability, accuracy, and safety of the system — for example measuring how often a Quotify threshold triggers a correct escalation or which Revenue Intelligence alerts were judged useful by an account manager. We never use client-identifiable information as training examples in any public or shared model.
• To perform internal audit, risk, and governance reviews under the "Risk-based review" and "Auditability" principles described on the About page.
• To comply with applicable laws, respond to lawful requests, and protect the safety, rights, and property of Optimyzed, our clients, and the public.

3. Who we share information with (and who we don't)

We do not sell personal information to any third party, for any purpose, in any jurisdiction.

We share information only in these narrow categories:

• Subprocessors we rely on to host, run, and observe the engines: infrastructure providers, observability vendors, CRM/email-sending services (for Outreach and Quotify booking notifications), ad platforms (for Demand where explicitly engaged), speech-to-text providers (for inbound voice Quotify paths where enabled). All subprocessors work under written contracts covering confidentiality, security, deletion-on-termination, and data-residency expectations. A current list is available on written request.
• Your own nominated tools: where you have asked us to integrate with your CRM, MAP, booking platform, phone system, or quoting tool, we write and read only what the integration strictly needs.
• Professional advisers under duty of confidence: legal, accounting, cyber-security, and insurance advisers as needed for normal business operations.
• Lawful requests: when compelled by a court order, warrant, or binding regulatory request. We will attempt to provide reasonable prior notice where legally permissible.

4. Retention and deletion

We keep information only as long as there is a legitimate operational, legal, or accounting reason to keep it. As a rule of thumb per engine:

• Outreach contact records and sequence history: retained for the duration of active sequences plus 120 days; opted-out contacts are marked suppressed immediately and permanently excluded from further generation or send paths.
• Quotify inquiry records, booking confirmations, and quote histories: retained for the life of the opportunity plus any applicable limitation period for warranty, consumer protection, tax, or contract claims in your jurisdiction.
• Revenue Intelligence attribution data: retained in summarized form for reporting; raw event-level records are removed or pseudonymized on a rolling schedule you can set during onboarding.
• Chatbot transcripts: retained for audit and training-reliability purposes for up to 12 months, then either aggregated and de-identified or deleted.
• Website request logs: rotated after 30 days unless a specific incident requires extended preservation.

You can ask for deletion, correction, or a structured export of your information at any time through the Contact page. We will respond within the timelines required by the laws that apply to you (for example, 30 days under CCPA/CPRA and 45 days under UK GDPR). If we are holding your information only as a processor on behalf of a client, we may redirect your request to that client as the controller.

5. Cookies, tracking, and opt-outs

The legal consent banner shown on first visit covers four categories:

• Necessary (always on): session cookies, CSRF tokens, rate-limiting identifiers, chat session identifiers, and scroll-anchoring helpers that make the site function. No consent is required for these.
• Analytics: aggregate counts of page views, engine-card interactions, demo completions, and lead-form starts. You can opt out at any time from the cookie banner.
• Advertising: Demand engine audience and conversion tags on channels where you have explicitly enabled campaigns. You can opt out via the banner or through industry DAA/EDAA/NAI tools.
• Personalization: used only if you explicitly ask the chatbot to remember context between visits. Stored client-side only and never combined with cross-site advertising identifiers.

6. International transfers

Optimyzed operates in multiple regions. Where your information moves between countries with different adequacy regimes, we rely on recognized transfer mechanisms (Standard Contractual Clauses, UK IDTA, binding corporate rules where applicable) combined with technical controls including TLS-in-transit, at-rest encryption, and access-on-need. Details available on written request.

7. Your rights

Depending on your jurisdiction, you may have some or all of the following rights in relation to your personal information:

• Right to be informed about what is collected and how it is used (this document).
• Right of access, correction, and erasure.
• Right to restrict or object to specific processing activities.
• Right to data portability where the processing is automated and based on consent or contract.
• Right to withdraw consent at any time (withdrawal does not affect the lawfulness of prior processing).
• Right to lodge a complaint with your supervisory authority if you believe processing is unlawful.

To exercise any of these rights, use the form on the Contact page and mark the subject line "Privacy request". We will acknowledge the request within 5 business days and respond within the statutory deadline.

8. Security

The Agentic Marketing Department runs on a least-privilege architecture:

• Each engine has its own credential set and cannot access another engine's storage without going through the Core router, which logs every hand-off with user, timestamp, and payload hash.
• Client-supplied knowledge, pricing scripts, and escalation rules are stored separately from prompt templates and from any shared model weights.
• All customer-facing outputs from Authority and Quotify that will appear to the public or to a prospect pass through an approved-review gate; drafts are not auto-published.
• Production accounts enforce SSO, hardware-backed 2FA, break-glass procedures, and annual penetration testing.

No system is perfectly secure. If we become aware of a breach affecting protected personal information we will notify affected controllers and, where required, affected individuals and their regulators, within the timelines required by applicable law.

9. Children

Optimyzed is a commercial B2B operating model intended for service companies and their adult buyers. We do not knowingly collect information from children under the age of 16 (or the applicable age of digital consent in your jurisdiction). If you believe we have inadvertently collected such information, contact us and we will delete it promptly.

10. AI governance and transparency

AI is used in every engine of the Agentic Marketing Department, but always inside the governance model described on the About page. Specifics relevant to privacy:

• Your data is not used to train any public or shared foundation model, fine-tune a shared weights product, or build a benchmark dataset that leaves your account.
• Where we submit data to a third-party model provider, we rely on zero-training / data-deletion contractual terms; we never submit sensitive categories of personal information (health, protected characteristics, financial account credentials) unless the use case is specifically agreed and the provider can accept it under compliant terms.
• Quotify and Demand outputs that materially affect a prospect (quoted price, final offer text, campaign audience targeting) always retain a human-in-the-loop path and a clear escalation rule rather than relying on a purely automated decision.
• The chatbot on this site — both the Core Optimyzed bot and the per-engine bots on engine detail pages — uses the knowledge you can see summarized in each engine summary card. It does not access your private client data unless you are authenticated into your account and working inside the client portal.

11. Changes to this Privacy Policy

We may update this policy from time to time as our engines, subprocessors, or jurisdiction change. Material changes will be announced on this page with a new effective date and, where appropriate, by email to active client contacts. Continued use of the site or our services after a change means you accept the revised terms.

12. Contact us

For privacy questions, requests, or complaints, write to us through the Contact page form (select subject "Privacy request") or to the postal address published there. We will respond promptly and without drama.