Privacy Policy
1. Introduction
OptimaPro AI (“OptimaPro AI,” “we,” “us,” or “our”) provides AI implementation, business systems, and growth strategy services to service-based, wellness, and healthcare businesses. This Privacy Policy explains what information we collect through optimaproai.com (the “Site”) and through our business relationships, how we use it, how we share it, and the choices and rights available to you.
By using the Site or submitting information to us, you agree to the practices described in this policy. If you do not agree, please do not use the Site or submit personal information to us.
2. Scope of This Policy
This policy applies to information collected through the Site, through forms, calls, and communications with OptimaPro AI directly, and through our own marketing and business operations. It does not apply to Protected Health Information (PHI) that OptimaPro AI processes on behalf of client businesses under a Business Associate Agreement. See Section 4 below.
3. Information We Collect
Information You Provide Directly
Name, email address, phone number, business name, and job title submitted through contact, intake, or scheduling forms.
Information submitted when requesting a growth plan, strategy session, discovery call, or podcast booking.
Billing name, billing address, and related account information submitted for paid services.
Any other information you choose to send us directly, including emails, texts, or messages.
Information Collected Automatically
IP address, browser type, device type, and operating system.
Pages visited, time on page, referring and exit URLs, and general usage patterns.
Cookies and similar tracking technologies, described in Section 6.
Analytics data collected through Google Analytics.
Advertising and retargeting data collected through the Meta (Facebook/Instagram) Pixel.
Information From Third Parties
Data stored and processed through our CRM and marketing automation platform, GoHighLevel.
Payment and billing data processed through our payment processor, Stripe.
Publicly available business information used to evaluate a prospective client or podcast guest.
4. Protected Health Information (PHI) and HIPAA
OptimaPro AI provides AI receptionist systems, CRM automation, and operational support to medical, wellness, functional medicine, aesthetics, medspa, chiropractic, dental, and concierge health businesses (each, a “Client Business”). In delivering these services, OptimaPro AI may process Protected Health Information (PHI) on behalf of a Client Business, such as patient names, appointment details, or communications handled through an AI receptionist, CRM workflow, or automated follow-up system.
Any PHI processed on behalf of a Client Business is governed by a separate, signed Business Associate Agreement (BAA) between OptimaPro AI and that Client Business, and by the HIPAA Privacy Rule and Security Rule, not by this Privacy Policy. This Privacy Policy governs only information collected through the Site and OptimaPro AI's own business relationships.
If you are a patient of one of OptimaPro AI's Client Businesses and have a question about how your health information is handled, please contact that business directly. OptimaPro AI does not have an independent relationship with, and does not directly market to, the patients of its Client Businesses.
5. How We Use Your Information
To respond to inquiries and schedule calls, strategy sessions, or podcast recordings.
To prepare and deliver growth plans, proposals, and client-facing deliverables.
To provide, maintain, and improve our services and the Site.
To process payments and manage billing.
To send marketing and educational communications by email or SMS, where you have opted in or where otherwise permitted by law. You may opt out at any time (Section 11).
To maintain the security, integrity, and proper functioning of our systems.
To comply with legal obligations and enforce our agreements.
6. Cookies and Tracking Technologies
The Site uses cookies and similar technologies to operate correctly, understand how visitors use the Site, and support advertising. These generally fall into three categories:
Necessary cookies, required for the Site to function properly.
Analytics cookies, such as Google Analytics, used to understand traffic and usage patterns.
Advertising cookies, such as the Meta Pixel, used for retargeting and measuring ad performance.
Most browsers let you block or delete cookies through their settings. You can also manage ad personalization through Google Ads Settings and Meta's ad preferences. Blocking certain cookies may affect how the Site functions.
7. How We Share Your Information
We do not sell personal information for money. We may share information with:
Service providers who support our operations, including GoHighLevel (CRM and marketing automation), Stripe (payment processing), Google (analytics), and Meta (advertising).
Professional advisors, including attorneys and accountants, where necessary.
Government authorities or other parties, when required by law, subpoena, or legal process.
A successor entity, in the event of a merger, acquisition, or sale of business assets.
Any other party, with your consent.
Use of the Meta Pixel and similar advertising technology may be considered a “sale” or “sharing” of personal information under California law. See your rights to opt out in Section 11.
8. Payment Processing
Payments are processed through Stripe. OptimaPro AI does not store full payment card numbers. Stripe's handling of your payment information is governed by Stripe's own privacy policy and security standards.
9. Data Retention
We retain personal information for as long as reasonably necessary to provide our services, maintain business records, meet legal and tax obligations, and resolve disputes. When information is no longer needed, we delete or anonymize it in accordance with our internal practices.
10. Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
11. Your Privacy Rights
California Residents (CCPA/CPRA)
If you are a California resident, you have the right to:
Know what personal information we collect, use, and share.
Request deletion of your personal information, subject to certain exceptions.
Correct inaccurate personal information.
Opt out of the sale or sharing of personal information, including for cross-context behavioral advertising.
Limit the use of sensitive personal information.
Not be discriminated against for exercising these rights.
To exercise these rights, email [email protected] with the subject line “California Privacy Request.” We may need to verify your identity before completing your request. You may also designate an authorized agent.
European Economic Area and United Kingdom Residents (GDPR)
If you are located in the EEA or UK, OptimaPro AI acts as the data controller for personal information collected through the Site. Our legal basis for processing includes your consent, the performance of a contract, and our legitimate business interests in operating and marketing our services. You have the right to:
Access the personal information we hold about you.
Correct inaccurate or incomplete information.
Request erasure of your personal information.
Restrict or object to certain processing.
Receive your data in a portable format.
Withdraw consent at any time, where processing is based on consent.
Lodge a complaint with your local data protection supervisory authority.
To exercise these rights, contact [email protected]. Where personal information is transferred outside the EEA or UK, we rely on appropriate safeguards such as Standard Contractual Clauses where required.
All Users
You may unsubscribe from marketing emails using the link in any email, or reply STOP to opt out of SMS messages.
You may request access to or correction of your information at any time by emailing [email protected].
12. Children's Privacy
The Site is intended for business audiences and is not directed at children. We do not knowingly collect personal information from children under 13 (or under 16 where required by applicable law). If you believe a child has provided us with personal information, contact us and we will take steps to delete it.
13. Do Not Track Signals
Some browsers offer a “Do Not Track” signal. There is no common industry standard for responding to these signals, and the Site does not currently respond to them.
14. International Data Transfers
OptimaPro AI is based in the United States, and information we collect is generally processed and stored in the United States. If you are accessing the Site from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries with different data protection laws than your own.
15. Third-Party Links
The Site may contain links to third-party websites, including client sites, social media platforms, and booking tools such as Calendly and Riverside. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies directly.
16. Changes to This Policy
We may update this Privacy Policy from time to time. The “Last Updated” date at the top of this policy reflects the most recent revision. Material changes will be reflected on this page, and we encourage you to review this policy periodically.
17. Contact Us
If you have questions about this Privacy Policy or how OptimaPro AI handles personal information, contact us at:
OptimaPro AI
Prospect, Kentucky