Privacy Policy

1. Who We Are

Optimra ("we," "us," "our") operates the website optimra.agency and provides email revenue architecture services to businesses. This policy explains how we collect, use, and protect your data when you interact with our website or engage our services.

2. Data We Collect

Information you provide directly

• Contact information: Name, email address, company name, and job title when you reach out via email or contact forms.
• Business data: ESP credentials, email list data, campaign performance data, and DNS records shared during an engagement. This data is provided voluntarily as part of our service delivery.
• Communications: Content of emails, messages, and files exchanged during our working relationship.

Information collected automatically

• Analytics data: Pages visited, time on site, referral source, browser type, device type, and IP address. Collected via privacy-respecting analytics (no third-party advertising trackers).
• Server logs: Standard web server access logs including IP address, request timestamps, and user agent strings. Retained for 30 days, then deleted.

Information we do not collect

• We do not use third-party advertising cookies.
• We do not sell, rent, or trade personal information to third parties.
• We do not collect data from your end-customers or email subscribers beyond what is necessary to perform our services.

3. How We Use Your Data

• Service delivery: To perform infrastructure audits, build email systems, and provide ongoing optimization as contracted.
• Communication: To respond to inquiries, deliver reports, and conduct weekly check-ins during engagements.
• Site improvement: To understand how visitors use our website and improve content accordingly.
• Legal compliance: To comply with applicable laws, regulations, and legal processes.

4. Client Data During Engagements

When you engage our services, we access your ESP account, email list data, and campaign metrics. This access is governed by the following principles:

• Purpose limitation: We only access data necessary to perform the contracted work.
• Access control: ESP access credentials are stored in encrypted form and are only accessible to team members assigned to your account.
• Data retention: Upon engagement termination, we delete all ESP credentials within 7 business days. Anonymized, aggregated performance data may be retained for internal benchmarking.
• No subscriber contact: We do not independently contact your email subscribers. All emails sent as part of our service go through your ESP under your brand identity.

5. Data Sharing

We do not sell your data. We may share data in these limited circumstances:

• Service providers: Third-party tools used in service delivery (e.g., inbox placement testing tools, analytics platforms). These providers are bound by their own privacy policies and process data only as necessary for service delivery.
• Legal requirements: If required by law, subpoena, court order, or government regulation.
• Business transfer: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity.

6. Data Security

We implement reasonable technical and organizational measures to protect your data, including:

• Encryption of data in transit (TLS) and at rest.
• Access controls limiting data access to authorized personnel.
• Regular review of security practices.

No system is perfectly secure. We cannot guarantee absolute security, but we commit to promptly notifying affected clients in the event of a data breach.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your personal data.
• Object to or restrict certain processing activities.
• Receive your data in a portable format.

To exercise these rights, contact hello@optimra.agency. We will respond within 30 days.

8. Cookies

Our website uses minimal cookies:

• Essential cookies: Required for basic site functionality. Cannot be disabled.
• Analytics cookies: Used to understand site traffic patterns. No personally identifiable information is tracked. You can opt out by enabling "Do Not Track" in your browser settings.

We do not use advertising cookies or retargeting pixels.

9. Changes to This Policy

We may update this policy periodically. Changes will be posted on this page with an updated effective date. Material changes will be communicated to active clients via email.

10. Contact

For privacy-related questions or requests:

hello@optimra.agency