OptiPrime Privacy Policy

Effective date: October 18, 2026 · Version: 2026-10

1. Who is responsible

OptiPrime AI Inc. ("OptiPrime", "we") is responsible for the personal information described in this policy. Our office is at Suite 115, 7400 Moffatt Road, Richmond, British Columbia V6Y 3G3, Canada.

This policy covers the OptiPrime AI platform: optiprime.ai, app.optiprime.ai (including My Dashboard and AI Navigation) and the OptiPrime widgets you open from them. Some widgets have a short Product Privacy Notice that adds details for that widget. For example, the OptiLaw Privacy Notice explains what OptiLaw collects and where it is processed. OptiLaw and our other product names are part of OptiPrime AI Inc., not separate companies.

Partner widgets are services provided by another company through our platform, for example the property management services of Optimum Realty Inc. The partner handles the information it receives under its own privacy policy, which we show you before you first use the widget. Section 8 explains what we share with partners.

2. The laws we follow

We handle personal information under British Columbia's Personal Information Protection Act (PIPA). When personal information moves outside British Columbia in the course of our business, for example to a service provider in another country or for a user in another province, Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) also applies. We send commercial email in line with Canada's Anti-Spam Legislation (CASL).

3. What we collect

• Account: name, email, phone, company, role, preferred language, and your password, stored only as a bcrypt hash. You give us these at sign-up.
• What you submit: questions, messages, conversations with AI assistants, documents you upload and voice recordings you choose to send.
• Connected accounts: if you choose to connect an account such as Gmail, the information you allow that connection to share with us.
• Credits and payments: OPT balance and history, membership tier and purchases. Card details are handled by our payment provider; we do not see or store the full card number.
• Technical: IP address, browser type, pages used, times and error logs.
• Messages: emails and support requests you send us.

Information about other people. What you submit can include details about others, for example tenants, clients or buyers. Please include only what is needed. We protect such information in the same way as yours.

Business contact information. When we contact brokers and property managers about our services, we use business contact information (name, title, business address, phone and email) for that purpose, as PIPA allows. We send commercial email only with consent, as CASL requires, and every message identifies us and has an unsubscribe link that we act on within 10 business days.

4. Why we use it

• To run your account and provide the Service, including the widgets you open.
• To keep the Service secure, prevent abuse and enforce usage limits.
• To fix errors and improve accuracy. Authorised OptiPrime staff can read what you submit and what the Service returns to investigate a problem or check quality. For testing and improvement, we prefer copies with names and contact details removed.
• To process payments and keep the records that tax law requires.
• To contact you about your account and, if you agree, about new services.
• To meet legal obligations.

We do not sell personal information. We do not use what you submit to train AI models for anyone else.

5. Where your information is stored and processed

The core of the platform runs on our own hardware in Richmond, British Columbia: your account, our databases and our own AI models. Some platform features use outside service providers. Each receives only what it needs:

• Cloudflare, Inc. (United States and its global network): secure network connection between your browser and our server. All traffic passes through it, encrypted in transit; Cloudflare decrypts it at its edge to route it.
• Porkbun LLC (United States): sends account emails such as password resets. It receives your email address and the message.
• Voice transcription runs on our own speech model in Richmond. Microphone audio is not sent to an outside company.
• OptiLaw Swift and Standard run on our own models in Richmond. If you choose Connect API on OptiLaw and connect your own key, that question is sent to the provider you chose. The OptiLaw Privacy Notice explains it.
• Google LLC (United States): only if you connect a Google account such as Gmail; Google's own privacy policy applies to that account.
• Microsoft (OneDrive): off-site copy of our working files, which can include uploaded documents and logs. We are moving these copies to encrypted backups with keys held only in Richmond.
• A payment provider, when paid plans start. We will name it here before we take any payment.

Information handled outside Canada may be accessible to courts, law enforcement and national security authorities in those countries. Our providers must protect the information and use it only to provide their service to us.

6. How we protect it

We store passwords only as bcrypt hashes, use encrypted connections, and limit access to authorised staff. No system is perfectly secure. If a breach creates a real risk of significant harm to you, we will tell you and the regulators, as the law requires.

7. How long we keep it

• Account: while the account is open. When you close it, we delete or anonymise your information, except what we must keep by law.
• What you submit: while your account is open, unless you ask us to delete it sooner. A Product Privacy Notice may set a shorter period for a widget.
• Payment and tax records: 7 years, as the Canada Revenue Agency requires.
• Backups: overwritten on a rolling cycle.

We are setting fixed maximum periods for each category and will publish them here.

8. When we share it

We share personal information only:

• with the service providers in section 5;
• with a partner widget provider, when you open that widget: only the information the widget needs (usually your name, email and the account details the widget asks for) and anything you choose to submit in it. We show you what will be shared and the partner's privacy policy before you first use the widget;
• if the law requires it, or to protect the rights, property or safety of users, the public or OptiPrime;
• in a sale, merger or reorganisation of all or part of our business, including moving a widget such as OptiLaw into a separate company. The new operator must follow the privacy commitments that apply to you, and we will tell you before it happens.

9. Your choices and rights

Under PIPA, and PIPEDA where it applies, you may:

• ask what personal information we hold about you, how it has been used, and to whom it has been disclosed;
• ask us to correct it;
• withdraw consent, on reasonable notice, unless the law requires us to keep it. This may mean we can no longer provide part of the Service;
• ask us to delete what you submitted or your account;
• unsubscribe from commercial email at any time.

Write to [email protected]. We will respond within 30 business days. If you are not satisfied, you may complain to the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca). Where PIPEDA applies, you may also complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca).

10. Children

The Service is not intended for anyone under 19. We do not knowingly collect information from children.

11. Contact

Privacy Officer, OptiPrime AI Inc., Suite 115, 7400 Moffatt Road, Richmond, BC V6Y 3G3, Canada · [email protected]

12. Changes and translations

We will post any change here with a new effective date. For a significant change, we will notify you by email or in the app before it takes effect. Translations are provided for convenience. If a translation differs from the English version, the English version governs, unless the law of your province requires otherwise.