Privacy Policy

This Privacy Policy explains how Opterion-IT Software Inc. ("Opterion-IT", "we", "us", or "our"), a company registered in British Columbia, Canada, collects, uses, discloses, and protects information about you when you visit our website at https://opterion-it.com (the "Site") or use our software services (the "Service").

By using the Site or Service, you agree to the collection and use of information in accordance with this policy.

1. Who we are

Opterion-IT is operated by Opterion-IT Software Inc., registered in British Columbia, Canada. Our privacy contact is:

• Email: privacy@opterion-it.com
• Mailing address: 107 - 2181 W 10th Ave, Vancouver, BC V6K 2H7, Canada

For residents of the European Economic Area or United Kingdom, Opterion-IT Software Inc. acts as the data controller for your personal information.

2. Information we collect

We collect information you provide directly, information collected automatically, and information from third-party services.

2.1 Information you provide

• Contact form submissions: name, email address, organisation, and the content of your message. This information is used solely to route your inquiry to our team and is not stored or retained.
• Account registration: name, email address, company name, and password (stored in hashed form).
• Payment information: billing name, address, and payment card details. Card numbers are processed and stored by our payment processor (see Section 6) and are not stored on our servers.
• Communications: any information you include when contacting our support team.

2.2 Information collected automatically

When you visit our Site or use the Service, we automatically collect:

• Usage data: pages viewed, features used, time spent, and navigation paths.
• Device and technical data: IP address, browser type and version, operating system, screen resolution, and referring URLs.
• Cookies and similar technologies: see Section 5 below.

2.3 Information from third parties

We may receive information from payment processors, identity verification services, or other third-party integrations you connect to the Service.

3. Your data in the Opterion-IT service

This section applies to data you enter into the Opterion-IT platform as a client. It is separate from, and in addition to, how we handle information collected when you visit this website.

Your data is yours. Period.

Data you enter into the Opterion-IT platform belongs to you. We will not sell it, licence it, share it, or make it available to any other person or entity for any reason, under any circumstances. No exceptions, no hidden clauses, no fine print.

Access and modifications

Opterion-IT staff may access or modify your data only during routine maintenance or when providing direct support — and only after clear, explicit communication with you. To put it plainly: we will only change your data if you ask us to change it, and we will confirm with you before doing so.

Your rights over your data

• Export: you can request a copy of your data at any time.
• Modification: you can ask us to correct or update anything, and we will.
• Deletion: you can ask us to delete your data. It will be deleted. No holdbacks, no hidden copies, no exceptions.

4. How we use your information

We use the information we collect for the following purposes:

You may withdraw consent at any time where our processing is based on consent, without affecting the lawfulness of prior processing.

5. How long we keep your information

We retain your personal information for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required or permitted by law.

• Account data: retained for the duration of your account, plus up to 3 years after account closure for legal and dispute-resolution purposes.
• Payment records: retained for 7 years as required by Canadian tax law.
• Contact form submissions: not retained. Contact form data is used solely to route your inquiry to our team and is not stored on our servers.
• Analytics data: retained in aggregated, anonymised form indefinitely; identifiable data is deleted or anonymised after 26 months.
• Marketing consent records: retained until you withdraw consent, then for an additional 3 years as evidence of consent.

6. Cookies

We use cookies and similar tracking technologies to operate the Site and Service. You can manage your cookie preferences through the banner shown on your first visit, or by reopening it at any time.

5.1 Types of cookies we use

Strictly necessary cookies — required for the Site to function (e.g. remembering that you have set your cookie preferences). These cannot be disabled.

Analytics cookies — used to understand how visitors interact with the Site (Google Analytics 4). These are only set with your consent.

5.2 Managing cookies

You can withdraw or change your cookie consent at any time by clicking Cookie Preferences, or by adjusting your browser settings. Note that disabling certain cookies may affect the functionality of the Site.

7. Sharing your information

We do not sell your personal information. We may share your information with:

• Service providers: third parties who help us operate the Service, including cloud infrastructure, payment processing (e.g. Stripe), email delivery, and analytics providers. These parties are contractually required to protect your information and may not use it for their own purposes.
• Payment processors: your payment card data is transmitted directly to our payment processor under PCI-DSS compliance standards. We do not store full card numbers.
• Legal and regulatory authorities: where required by law, court order, or to protect the rights, property, or safety of Opterion-IT, our users, or the public.
• Business transfers: in connection with a merger, acquisition, or sale of assets, in which case we will notify you before your information is transferred and becomes subject to a different privacy policy.
• With your consent: in any other circumstances with your explicit consent.

8. International transfers

Opterion-IT is based in Canada. Canada has been recognised by the European Commission as providing an adequate level of data protection for commercial organisations subject to PIPEDA.

Where we transfer personal data to service providers located outside Canada (including the United States), we take steps to ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission or the UK Information Commissioner's Office, or by relying on other lawful transfer mechanisms.

9. Your rights

Depending on where you are located, you may have the following rights regarding your personal information.

8.1 All users (Canada — PIPEDA)

• Access: request a copy of the personal information we hold about you.
• Correction: request that inaccurate or incomplete information be corrected.
• Withdrawal of consent: withdraw consent to certain processing, subject to legal or contractual restrictions.
• Complaint: lodge a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or 1-800-282-1376.

8.2 EEA and UK residents (GDPR / UK GDPR)

In addition to the rights above, you have the right to:

• Erasure ("right to be forgotten"): request deletion of your personal data in certain circumstances.
• Restriction: request that we restrict processing of your data in certain circumstances.
• Data portability: receive your data in a structured, machine-readable format.
• Object: object to processing based on legitimate interests or for direct marketing purposes.
• Automated decision-making: not be subject to solely automated decisions that produce legal or similarly significant effects.

EEA residents may also lodge a complaint with their local data protection authority. UK residents may contact the Information Commissioner's Office (ICO) at ico.org.uk.

8.3 Exercising your rights

To exercise any of these rights, contact us at privacy@opterion-it.com. We will respond within 30 days (or within the timeframe required by applicable law). We may need to verify your identity before processing your request.

10. Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, or misuse. These include encryption in transit (TLS), encryption at rest, access controls, and regular security reviews.

No method of transmission over the internet is completely secure. We cannot guarantee absolute security, but we will notify you and any applicable regulators of a breach as required by law.

11. Children's privacy

The Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

12. Links to third-party sites

The Site may contain links to third-party websites. This policy does not apply to those sites. We encourage you to review the privacy policies of any third-party services you visit.

13. Changes to this policy

We may update this policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. For material changes, we will notify you by email or by a prominent notice on the Site at least 14 days before the change takes effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

14. Contact us

If you have questions, concerns, or requests regarding this policy or our privacy practices, please contact us:

• Email: privacy@opterion-it.com
• Mail: Opterion-IT Software Inc., 107 - 2181 W 10th Ave, Vancouver, BC V6K 2H7, Canada

We take all privacy inquiries seriously and will respond within 30 days.