Effective date: August 2025
Who we are: Opti Ai Agency (“Opti Ai,” “we,” “us,” “our”)
Contact: [email protected] | Tampa, FL

1) Scope

This Policy explains how we collect, use, share, and safeguard personal information when you visit optiaiagency.com, submit a Free AI Audit, book a call, become a client, or interact with our emails, ads, chat, or social media.

2) Information we collect

Contact & business details – name, email, phone, clinic name, website, role, location, calendar availability.

Audit inputs – the URLs you submit (we may fetch page text, metadata, screenshots), UTM parameters, campaign info.

Communications – chat, DM, email, call recordings/voicemails, form messages.

Billing – payment method, transactions (processed by Stripe; we don’t store full card numbers).

Usage & device data – IP address, cookie IDs, pages viewed, referrer, clicks; via GA4, Meta/TikTok pixels, and similar.

Appointment data – booking time, confirmations, rebook/no-show status (via Apntly/GHL calendars).

Children: Our services are for businesses; we don’t knowingly collect data from children under 16.

3) How we use information

Provide and improve our website, audits, onboarding, and services.

Create and deliver your AI Audit (including using trusted AI vendors to summarize content).

Send service messages, marketing emails/SMS (with consent where required), and measure campaign performance.

Personalize content, retarget site visitors, and detect/prevent fraud or abuse.

Comply with law, enforce agreements, and protect our rights.

4) Legal bases (EEA/UK)

We process data based on contract, legitimate interests (marketing to similar businesses, site security, product improvement), consent (cookies/SMS/email where required), and legal obligation.

5) Sharing your information

We share only as needed to run our business:

Service providers / processors: GoHighLevel (LeadConnector), Stripe, Apntly (booking), Zapier (automation), Google (Drive/Analytics/Tag Manager), Meta & TikTok (ads), Microsoft Clarity (session analytics), OpenAI or similar AI providers (audit generation), cloud hosting, email/SMS providers, freelancers/white-label vendors fulfilling your order.

Business transfers (merger/acquisition), legal requests, and with your consent.
We don’t sell personal information for money, but we may “sell/share” under the CPRA definition through ad cookies and cross-context advertising. You may opt out (see §9).

6) International transfers

We’re U.S.-based. When transferring data internationally we rely on vendor safeguards such as Standard Contractual Clauses and industry security practices.

7) Retention

We keep personal information only as long as necessary for the purposes above—typically: marketing contacts 24 months of inactivity; audit submissions 12 months; client records 7 years (tax/contract). We’ll delete or anonymize when no longer needed.

8) Your rights

EEA/UK/Canada: access, correction, deletion, portability, restriction, and objection; withdraw consent at any time.

U.S. (CA/CO/CT/VA, etc.): right to know/access, delete, correct, and opt-out of sale/sharing/targeted advertising.
Submit a request: [email protected]. We will verify identity before responding. You may use an authorized agent where allowed.

9) Your privacy choices

Opt out of sale/sharing / targeted ads: visit /privacy-choices (or click “Do Not Sell or Share My Personal Information”) and adjust cookie preferences; enable Global Privacy Control (GPC) in your browser.

Marketing emails/SMS: use our unsubscribe links or reply STOP to SMS.

Analytics/ads: manage cookies in our banner or your browser settings.

10) Cookies & tracking

We use necessary, performance, functional, and advertising cookies. Pixels from Google, Meta, TikTok, and others help us measure and improve advertising. See our Cookie Preferences link for details.

11) Security

We use administrative, technical, and physical safeguards (encryption in transit, access controls). No method is 100% secure; please use strong, unique passwords and don’t send sensitive data through forms.

12) AI & HIPAA notice

We may use third-party AI to generate or summarize audits and content you submit. We configure vendors not to train on your data where controls exist. We are not a Covered Entity and don’t request Protected Health Information (PHI). Please do not include PHI in forms or uploads. If your use case requires a BAA, contact us before sharing any PHI.

13) Third-party links

Our site may link to other sites. Their privacy practices govern those properties.

14) Changes

We’ll update this Policy as needed and post the new “Effective date.” Material changes will be highlighted.

Contact: [email protected] | Opti Ai Agency, Tampa, FL