Data Privacy Policy

Optimus Business Transformation LLC

Purpose of this Policy. This Data Privacy Policy explains how Optimus Business Transformation LLC collects, receives, uses, stores, shares, protects, and retains Personal Data from website visitors, LinkedIn and digital-advertising leads, event attendees, prospects, customers, partners, vendors, and business contacts, and how we protect Customer Data that we access while delivering consulting, AI, automation, Microsoft Dynamics 365 / Business Central, LS Retail/LS Central, Aptean, WMS, CRM, ERP, mobility, computer vision, eCommerce, reporting/analytics, and related services. Protecting our customers' data is a core commitment, and this Policy describes the safeguards we apply to keep it confidential and secure.

Last updated: July 1, 2026. This version supersedes all prior versions.

1. Introduction

Optimus Business Transformation LLC (“Optimus Business Transformation,” “Optimus,” “we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of Personal Data and Customer Data that we collect, receive, use, store, disclose, and otherwise process in connection with our website, digital-advertising campaigns, LinkedIn Lead Gen Forms, events, webinars, communications, commercial relationships, customer engagements, partner activities, and the solutions and services we offer.

Optimus is a business transformation services firm that helps organizations improve operations through consulting, artificial intelligence, automation, enterprise technology, cloud platforms, ERP, CRM, field services, warehouse management, mobility, agents, computer vision, eCommerce, reporting and analytics, and related solutions. Our audiences include business contacts, executives, managers, IT and operations teams, retail, hospitality, and food & beverage leaders, distributors, manufacturers, and other professional audiences across the United States, Latin America, the Caribbean, Asia, Europe, and other markets where we operate or do business.

Our practices are guided by the principles of lawfulness, fairness, good faith, purpose limitation, data minimization, proportionality, accuracy, confidentiality, transparency, accountability, security, and respect for privacy and data-protection rights, including habeas data rights where applicable.

By visiting our website, submitting a form, engaging with our campaigns, registering for an event, requesting a demo, downloading content, subscribing to communications, becoming a customer or partner contact, or otherwise interacting with Optimus, you acknowledge that your Personal Data may be processed as described in this Policy. Where required by applicable law, we will obtain your consent before processing your Personal Data for specific purposes, including certain marketing communications.

This Policy does not replace or override any contractual data-protection terms, data processing agreement (DPA), statement of work, master services agreement, confidentiality agreement, or other written agreement between Optimus and a customer, partner, vendor, or service provider. In the event of a conflict between this Policy and a signed agreement, the signed agreement will control to the extent applicable.

2. Scope of this Policy

This Policy applies to Personal Data processed by Optimus in connection with:

Our website, landing pages, forms, demo requests, contact forms, newsletter subscriptions, downloadable content, webinars, and event registrations.
LinkedIn Lead Gen Forms, LinkedIn advertising, paid social, search, email, remarketing, and other digital advertising or demand-generation activities.
Business development, sales, account management, customer relationship management, partner management, vendor management, and commercial communications.
Consulting, implementation, support, training, managed services, optimization, integrations, analytics, AI, automation, robotics, computer vision, ERP, CRM, POS, WMS, mobility, and eCommerce services.
Interactions with customers, prospects, partners, vendors, event attendees, website visitors, and business contacts.

This Policy is intended for business and professional interactions. Optimus does not knowingly direct its website, advertising, or commercial activities to children. Where we act as a processor of Customer Data on behalf of a customer, Section 6 and the applicable agreement govern that processing.

3. Definitions

Authorization or Consent: Prior, free, express, specific, and informed permission granted by the Data Subject for the processing of their Personal Data, where required by applicable law.
Business Contact Data: Professional or business-related contact information, such as name, business email, business phone number, company, job title, department, industry, location, and similar information used in a business context.
Controller: The natural or legal person or entity that determines the purposes and means of Processing Personal Data.
Customer Data: Data, content, records, files, configurations, or information provided by or on behalf of a customer, or accessed by Optimus in connection with delivering Services, support, implementation, integrations, or consulting.
Data Processor / Processor: A person, entity, service provider, or technology provider that processes Personal Data on behalf of a Controller and under its instructions.
Sub-Processor: A third party engaged by Optimus to process Personal Data or Customer Data on our behalf when acting as a Processor.
Data Subject: The individual whose Personal Data is collected or processed.
Personal Data: Any information that identifies, relates to, describes, or can reasonably be associated with an identified or identifiable individual. Depending on applicable law, this may include professional or business contact information.
Sensitive / Special-Category Data: Personal Data that, under applicable law, warrants heightened protection (for example, government identifiers, financial-account data, health data, biometric data, or precise geolocation).
Processing: Any operation performed on Personal Data, including collection, recording, organization, storage, use, consultation, analysis, transmission, sharing, updating, modification, restriction, deletion, or destruction.
Personal Data Breach: A security incident leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, Personal Data.
Services: The consulting, business transformation, implementation, software, support, managed services, marketing, event, AI, automation, analytics, cloud, ERP, CRM, POS, WMS, mobility, computer vision, robotics, and related services offered or provided by Optimus.

4. Personal Data We Collect

We may collect Personal Data directly from you, from your organization, from advertising platforms when you submit a lead form, from event registrations, from our website and analytics tools, from partners or referral sources, and from business interactions related to our Services. Depending on how you interact with us, the Personal Data we collect may include the categories below.

4.1 Contact and Professional Information

Name, last name, business email address, business phone number, mobile number, country, city, region, mailing address, and preferred language.
Company name, job title, role, department, industry, business unit, company size, website, and professional profile information.

4.2 Lead Generation, Advertising, and Campaign Information

Information submitted through LinkedIn Lead Gen Forms, website forms, landing pages, demo requests, newsletter subscriptions, event forms, surveys, content downloads, webinars, and campaign responses.
Campaign source, advertising platform, form name, ad interaction, lead source, custom question responses, expressed interests, requested solutions, and follow-up preferences.

4.3 Commercial, Customer, and Relationship Information

Products, services, industries, challenges, solutions, events, or content you request or express interest in.
Records of meetings, emails, calls, proposals, opportunities, contracts, support requests, implementation activities, training sessions, and account history.
Billing, collections, order, subscription, purchase, service-delivery, and project-related business information, where applicable.

4.4 Technical, Usage, and Digital Interaction Information

IP address, browser type, device information, operating system, pages visited, referral source, campaign source, cookies, analytics identifiers, approximate location, website interactions, and email-engagement data, where permitted by applicable law.
Information needed to maintain website security, detect misuse, measure campaign performance, and operate our website and business systems.

4.5 Service Delivery and Support Information

Information needed to provide consulting, implementation, optimization, support, integrations, training, managed services, AI, automation, analytics, ERP, CRM, WMS, POS, mobility, or computer-vision Services.
Information contained in support tickets, project documentation, system-configuration materials, meeting notes, technical logs, implementation records, or customer-provided business-process information.

We do not intentionally collect Sensitive Personal Data through our website, marketing forms, or advertising campaigns unless it is required for a specific service, required by law, or voluntarily provided by you in a relevant context. Please do not submit Sensitive Personal Data through general website or advertising forms unless specifically requested and necessary.

5. Personal Data from LinkedIn Lead Gen Forms and Digital Advertising

Optimus may run advertising and lead-generation campaigns through LinkedIn and other digital channels. When you submit a LinkedIn Lead Gen Form or similar advertising form, Optimus may receive the information you provide or authorize the platform to share with us, which may include your name, business email, phone number, company name, job title, industry, location, company size, responses to custom questions, and any other information included in the form.

We use this information to respond to your request, provide information about our Services, qualify and manage business opportunities, schedule meetings or demos, send relevant business communications, personalize follow-up, maintain records in our CRM, measure campaign performance, and improve our advertising and marketing efforts.

Submitting a form does not require you to purchase any product or service. You may opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us at operations@optimus.pro.

6. Customer Data: Processing on Behalf of Customers

Our commitment to Customer Data. When Optimus accesses Customer Data to deliver Services, we treat that data as confidential, use it only to provide the agreed Services and support (and for no unrelated purpose), process it under the customer’s documented instructions and applicable contract, and protect it with the security controls described in Section 11. We do not sell Customer Data and do not use it to train publicly available or foundation AI models without the customer’s authorization.

As a business transformation, consulting, and technology services provider, Optimus may access, receive, or process Customer Data in connection with implementation, migration, integration, support, training, optimization, reporting, automation, AI, or analytics projects. This may include information stored in, generated by, or exchanged through customer systems, including Microsoft Dynamics 365, Microsoft Dynamics 365 Business Central, Microsoft 365, Microsoft Teams, LS Retail/LS Central, Aptean solutions, warehouse management systems, point-of-sale systems, eCommerce platforms, analytics tools, and other business applications.

6.1 Roles: Controller and Processor

For our own website, marketing, lead generation, events, and business relationships, Optimus generally acts as a Controller. When we process Customer Data on behalf of a customer to deliver Services, Optimus generally acts as a Processor (or service provider) and processes such data in accordance with the customer’s instructions, the applicable contract and DPA, and applicable law.

The customer, as Controller, remains responsible for determining what Personal Data is collected in its systems, establishing the legal basis for processing it, and providing the notices or obtaining the consents required from its own employees, customers, vendors, or end users, unless otherwise agreed in writing.

6.2 Customer Responsibilities and Data Processing Terms

Grant Optimus only the access needed to perform the Services, and promptly revoke access when it is no longer required.
Avoid placing unnecessary Sensitive Personal Data in materials shared with Optimus, and use test or masked data for demonstrations and non-production environments where feasible.
Define, in the applicable contract, statement of work, and DPA, the data categories, system access, retention, security, sub-processor, cross-border-transfer, and breach-notification requirements for the engagement.

For projects involving AI, automation, analytics, computer vision, robotics, mobility, route operations, warehouses, stores, restaurants, or distribution centers, the specific privacy, security, data-use, retention, and access requirements are addressed in the applicable contract, statement of work, data-processing terms, system configuration, and customer policies. Optimus does not use Customer Data for unrelated marketing unless the customer or the applicable Data Subject has authorized such use or another lawful basis applies.

7. Why We Collect and Use Personal Data

We collect and process Personal Data for the following purposes:

To respond to inquiries, demo requests, content downloads, event and webinar registrations, advertising forms, and other requests.
To provide, operate, implement, configure, support, improve, personalize, and optimize our Services and solutions.
To understand business needs, operational challenges, industries, interests, preferences, and solution requirements.
To manage leads, opportunities, accounts, customers, partners, vendors, contracts, implementations, support cases, and communications through our CRM and internal systems.
To send relevant business, marketing, educational, event, product, service, and thought-leadership communications, subject to applicable consent and opt-out requirements.
To measure and improve the performance of our website, campaigns, advertising, emails, events, and Services.
To provide customer support, troubleshooting, training, project delivery, integrations, system optimization, security administration, and account management.
To carry out our obligations and enforce our rights under agreements, including billing and collections.
To comply with applicable laws, regulations, legal processes, audits, security requirements, and tax, accounting, and recordkeeping obligations.
To protect the rights, property, systems, operations, users, customers, and partners of Optimus, and the security of our Services.

We do not process Personal Data for purposes incompatible with those described in this Policy unless permitted by applicable law, required for service delivery, or authorized by the Data Subject or customer, as applicable.

8. Why We Collect and Use Personal Data

Depending on the jurisdiction and context, we may rely on one or more of the following legal bases:

Consent: when you voluntarily provide information, opt in to communications, submit a form, register for an event, or otherwise authorize Processing for a specific purpose.
Contractual necessity: when Processing is needed to perform or prepare to perform an agreement with you, your organization, a customer, partner, vendor, or service provider.
Legitimate interests: when Processing is necessary for reasonable business purposes — such as responding to inquiries, managing B2B relationships, improving and securing Services, and marketing to business contacts where permitted — provided such interests are not overridden by your privacy rights.
Legal obligation: when Processing is necessary to comply with laws, regulations, legal proceedings, audits, tax and accounting obligations, security requirements, or lawful requests.
Protection of rights and security: when Processing is necessary to protect Optimus, our customers, partners, users, systems, property, operations, or legal rights.

9. How We Share Personal Data and Engage Sub-Processors

Optimus does not sell Personal Data or Customer Data. We may share Personal Data only as necessary for the purposes described in this Policy, including:

With authorized personnel, contractors, and consultants who need the information to perform their roles and support our operations or Services, under confidentiality obligations.
With service providers and Sub-Processors — cloud providers, CRM and marketing-automation tools, email-delivery, analytics, advertising, event, support, and cybersecurity providers, and professional advisors — that help us operate our business and deliver Services.
With Microsoft cloud and business applications, including Microsoft Dynamics 365, Dynamics 365 Business Central, Microsoft 365, Microsoft Teams, and related systems used to manage relationships, communications, operations, support, billing, and records.
With implementation, technology, software, integration, support, or industry partners when necessary to respond to a request, deliver Services, support a project, or manage a business opportunity.
With your organization, when the information relates to a business relationship, service request, implementation, support case, event, training, billing, contract, or opportunity involving that organization.
With legal, tax, accounting, audit, insurance, banking, or professional advisors where necessary for business, compliance, or legal purposes.
When required by law, regulation, court order, subpoena, legal process, or government request, or to protect our legal rights, safety, property, systems, customers, partners, users, or operations.
In connection with a merger, acquisition, reorganization, financing, sale of assets, or similar corporate transaction, subject to appropriate confidentiality and data-protection measures.

9.1 Sub-Processor Safeguards

Before engaging a Sub-Processor that will process Personal Data or Customer Data on our behalf, we perform appropriate due diligence and bind it by written contract to: process the data only on documented instructions and for authorized purposes; apply security measures at least as protective as those in this Policy; maintain confidentiality; assist with data-subject requests and breach notification; and delete or return the data at the end of the engagement. Where a customer contract requires it, we will maintain and make available a list of Sub-Processors and provide prior notice of changes.

10. International Processing and Cross-Border Transfers

Optimus works with customers, prospects, partners, vendors, and service providers across multiple jurisdictions, including the United States, Latin America, the Caribbean, Asia, Europe, and other regions. As a result, Personal Data may be stored, accessed, transferred, or processed in countries other than the country where it was originally collected, which may have different data-protection laws.

When we transfer Personal Data across borders, we seek to use appropriate safeguards required or permitted by applicable law, which may include Standard Contractual Clauses or equivalent transfer mechanisms, adequacy determinations, intra-group and vendor contractual commitments, vendor due diligence, access controls, encryption, and other technical and organizational measures. Where required, transfers of Customer Data are governed by the applicable customer contract and DPA.

11. How We Protect Personal Data — Our Security Program

Optimus maintains an information-security program with administrative, technical, and organizational measures designed to protect Personal Data and Customer Data against unauthorized access, loss, misuse, disclosure, alteration, or destruction. Our measures are risk-based and reviewed periodically, and include the controls described below.

11.1 Access Control and Identity

Role-based access and least-privilege principles, so personnel access only the data needed for their role.
Multi-factor authentication (MFA) for access to business systems and cloud platforms where supported.
Centralized identity and account management, with timely provisioning and de-provisioning of access when roles change or engagements end.

11.2 Data Protection and Encryption

Encryption of data in transit using industry-standard protocols (e.g., TLS) and, where supported by the relevant platform, encryption of data at rest.
Secure configuration of cloud services and business applications, favoring vendor-provided security features (such as those in the Microsoft cloud).
Segregation and minimization of data, using test or masked data in non-production environments where feasible.

11.3 Monitoring, Logging, and Vulnerability Management

System monitoring, logging, and audit trails to help detect and investigate suspicious activity.
Patch and vulnerability management, malware protection, and network-security controls.
Backup and recovery practices, and business-continuity and disaster-recovery considerations appropriate to the service.

11.4 People and Process

Confidentiality obligations for employees and contractors, and security-awareness training.
Secure development and change-management practices for solutions we build or configure.
Vendor risk management and contractual security requirements for Sub-Processors.
No method of transmission, storage, or electronic processing is completely secure. While we take reasonable steps to protect Personal Data and Customer Data, we cannot guarantee absolute security. You and our customers also play a role in security — for example, by protecting account credentials and limiting the data shared with us to what is necessary.

12. Data Breach Notification and Incident Response

Optimus maintains incident-response procedures to identify, contain, investigate, and remediate security incidents. If we become aware of a Personal Data Breach affecting Personal Data for which we are responsible, we will take appropriate steps to investigate and mitigate potential harm and will notify affected parties and/or the competent authorities where and within the timeframes required by applicable law.

Where Optimus acts as a Processor of Customer Data, we will notify the affected customer without undue delay after becoming aware of a Personal Data Breach involving that Customer Data, and will reasonably cooperate with the customer’s own notification obligations, in accordance with the applicable contract and DPA. Where the EU/UK GDPR applies to the customer as Controller, we support notification consistent with the 72-hour standard that may apply to the Controller.

13. Data Retention and Deletion

We retain Personal Data for as long as reasonably necessary to fulfill the purposes described in this Policy — including responding to requests, managing leads and opportunities, providing Services, maintaining records, supporting customers, complying with legal obligations, resolving disputes, enforcing agreements, and protecting our rights and operations.

Retention periods vary based on the type of information, the nature of the relationship, the purpose of Processing, legal or contractual requirements, and operational needs. For marketing leads and campaign information, we generally retain data while there is an active business purpose, an ongoing relationship, a potential opportunity, or a legal need, or until you request deletion or opt out, subject to applicable exceptions.

For Customer Data processed in connection with implementation, support, or technology projects, retention is governed by customer instructions, applicable contracts, support requirements, project needs, system logs, backups, legal obligations, and data-processing terms. Upon valid request or at the end of an engagement, we will delete, return, or anonymize Personal Data or Customer Data unless we are permitted or required to retain it for legal, contractual, security, dispute-resolution, fraud-prevention, audit, tax, or accounting purposes.

14. Cookies and Similar Technologies

Cookies are small files that a website or its service provider transfers to your device through your web browser, if you allow it, to recognize your browser and remember certain information. We may use cookies and similar technologies to operate our website, remember preferences, understand site activity, improve user experience, measure campaign performance, analyze traffic, support security, and support advertising or remarketing where permitted by law.

We may use essential, analytics, performance, functionality, and advertising/remarketing cookies. Some cookies are necessary for the website to function; others help us understand how visitors interact with our website and campaigns. You may modify or withdraw your consent where consent tools are available, and configure your browser to accept, reject, or delete cookies. Disabling cookies may affect the functionality and performance of our website.

15. Marketing Communications and Opt-Out

We may send business, educational, promotional, event, product, service, and thought-leadership communications when you request information, submit a form, interact with our campaigns, register for an event, become a customer or prospect, or otherwise provide your contact information in a business context. Where required by law, we will obtain your consent before sending marketing communications.

You may opt out of marketing emails at any time using the unsubscribe link in our communications or by contacting operations@optimus.pro. Even if you opt out of marketing, we may still send non-marketing communications related to transactions, services, support, contracts, security, legal notices, account administration, billing, or customer-relationship management.

16. AI, Copilot, Agents, Automation, Analytics, and Computer Vision

Optimus uses AI, automation, agents, analytics, robotics, computer vision, reporting tools, Microsoft Copilot, and other emerging technologies to support business transformation, improve operations, enhance customer service, analyze business processes, automate workflows, and support customer projects. When these technologies involve Personal Data or Customer Data, we use such data in accordance with applicable law, customer instructions, contracts, security practices, and the purposes described in this Policy.

We do not use Customer Data to train publicly available or foundation AI models without the customer’s authorization. For marketing and lead generation, we may use automation and analytics to organize leads, understand campaign performance, prioritize follow-up, and personalize communications, but we do not intend to use marketing-lead data to make decisions that produce legal or similarly significant effects about individuals without appropriate notice, consent, or lawful basis where required.

For customer projects involving AI, Copilot, agents, computer vision, robotics, or operational automation, the specific scope, data categories, system access, retention, security requirements, human-oversight measures, and responsibilities are defined in the applicable customer agreement, statement of work, data-processing terms, and project documentation.

17. Your Privacy Rights and Choices

17.1 How to Exercise Your Rights

To exercise your rights or submit a privacy request, contact us at operations@optimus.pro or +1 (786) 618-2328. We may need to verify your identity and the nature of your request before responding, and we will respond within the timeframe required by applicable law. If your request relates to Personal Data we process on behalf of a customer, we may refer the request to the relevant customer or process it according to that customer’s instructions.

17.2 Region-Specific Rights

European Economic Area / United Kingdom: rights of access, rectification, erasure, restriction, portability, and objection; the right to withdraw consent; and the right to lodge a complaint with a supervisory authority.
California (CCPA/CPRA): rights to know, access, correct, and delete Personal Information; the right to opt out of the “sale” or “sharing” of Personal Information; and the right to non-discrimination. Optimus does not sell Personal Data.
Colombia (Ley 1581 / habeas data): rights to know, update, rectify, and delete your Personal Data, and to revoke authorization, in accordance with applicable regulations.
Other jurisdictions (e.g., Brazil LGPD, Canada PIPEDA, and applicable U.S. state laws): the rights granted under the applicable local data-protection law.

18. Restricting the Collection and Use of Personal Data

You may choose not to provide certain Personal Data. However, if you do not provide information required for a specific request, form, event, service, support case, project, or business process, we may not be able to respond to your inquiry, provide requested information, register you for an event, deliver Services, provide support, or maintain the relevant business relationship.

When completing forms on our website, LinkedIn, or other platforms, you may be presented with options or checkboxes related to communications or consent, and you may leave optional boxes unchecked where available. If you previously agreed to share Personal Data or receive marketing communications, you may contact operations@optimus.pro to update your preferences.

19. Where We Store Personal Data

Personal Data may be stored and processed in systems used by Optimus and its authorized service providers, including cloud-based platforms and business applications such as:

Microsoft Dynamics 365 Business Central
Microsoft Dynamics 365 CRM and related customer-relationship-management tools
Microsoft 365 and Office 365
Microsoft Teams
Email, marketing, analytics, advertising, event, webinar, support, website, automation, and collaboration platforms used to support our operations

Because Optimus operates with customers, prospects, partners, vendors, and service providers across multiple locations, Personal Data may be stored or processed in different jurisdictions. When applicable, we use appropriate safeguards for cross-border transfers as described in Section 10.

20. Children’s Privacy

Our website, Services, advertising, and commercial communications are intended for business and professional audiences. We do not knowingly collect Personal Data from children. If we become aware that we have collected Personal Data from a child without appropriate authorization, we will take reasonable steps to delete that information as required by applicable law.

21. Updates to this Policy

We may update this Policy from time to time to reflect changes in our practices, Services, technologies, legal requirements, or business operations. The latest version will be made available on our website and will indicate the date of the most recent update. We encourage you to review this page periodically.

22. Contact Us and Data-Protection Contact

If you have questions about this Policy, our privacy practices, or how we process Personal Data, or if you wish to exercise your rights, please contact us:

Email: operations@optimus.pro
Phone: +1 (786) 618-2328
Website: https://www.optimus.pro/contact-us/

Optimus Business Transformation LLC is a business transformation services firm serving customers across the Americas and other regions.

23. Suggested Privacy Notice for LinkedIn Lead Gen Forms

The following short notice may be used in LinkedIn Lead Gen Forms, landing pages, or campaign forms where a brief privacy disclosure is required:

By submitting this form, you agree that Optimus Business Transformation may collect and process the information provided, including your contact and professional details, to respond to your inquiry, provide information about our services, manage business opportunities, and send relevant business communications. You may opt out of marketing communications at any time by contacting operations@optimus.pro or using the unsubscribe option in our emails.

24. Suggested Optional Marketing Consent Checkbox

The following optional consent language may be used when an explicit marketing opt-in checkbox is appropriate:

I agree to receive business communications from Optimus Business Transformation about its services, events, solutions, and related content. I understand that I can unsubscribe or withdraw my consent at any time.