Privacy Policy

1. Introduction

Optimus Order ("we," "us," or "our") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at optimus-order.com (the "Site") or purchase and use any of our coaching programs, courses, or related services (collectively, the "Services").

Please read this Privacy Policy carefully. If you disagree with its terms, please discontinue use of the Site and Services. This Privacy Policy should be read in conjunction with our Terms of Service, which are incorporated herein by reference.

By accessing or using the Site or Services, you acknowledge that you have read, understood, and consent to the practices described in this Privacy Policy. If you are located in the European Economic Area, United Kingdom, or California, additional rights and disclosures may apply to you as described in the relevant sections below.

2. Data Controller

For the purposes of applicable data protection laws, the data controller responsible for your personal information is:

If you have any questions about how we handle your personal data, or wish to exercise any of your rights, please contact us using the details above or those provided in Section 16.

3. Information We Collect

We collect several categories of information depending on how you interact with us and our Services. These categories include:

• Identity and Contact Information: Your full name, email address, phone number, billing address, and any other information you provide when creating an account, making a purchase, or contacting us directly.
• Account Credentials: Your username, password (stored in encrypted form), and account preferences associated with your customer account on our platform.
• Transaction and Payment Information: Details of purchases you have made, including the products or services purchased, amounts charged, and payment method type. Full payment card details are processed directly by our payment processor (Shopify Payments) and are not stored by us.
• User-Submitted Content: Video footage, written descriptions, and other materials you upload in connection with the Video Analysis service or other coaching interactions.
• Communications Data: The content of messages, emails, or inquiries you send to us, including coaching feedback exchanges and support requests.
• Technical and Usage Data: Your IP address, browser type and version, operating system, device identifiers, pages visited, time spent on pages, referring URLs, click-through data, and other diagnostic data collected automatically when you access the Site.
• Cookie and Tracking Data: Information collected through cookies, pixels, and similar technologies as described in Section 9 and our Cookie Policy.
• Marketing Preferences: Your preferences regarding receiving communications from us, including opt-in and opt-out records.

We do not intentionally collect sensitive personal data such as racial or ethnic origin, political opinions, religious beliefs, health data, or biometric data. If you inadvertently share such information with us, we will treat it with appropriate care and will not use it for any purpose beyond addressing your inquiry.

4. How We Collect Information

We collect information through the following methods:

• Directly from you: When you register for an account, purchase a Service, submit a coaching video, contact our support team, respond to a survey, or otherwise voluntarily provide information to us.
• Automatically: When you visit the Site or use our Services, certain technical and usage data is collected automatically through cookies, server logs, and similar technologies. This data is used to operate and improve the Site and Services.
• From third-party platforms: We may receive information about you from third-party services integrated with our platform, including Shopify (our e-commerce and payment provider), analytics providers, and marketing tools, subject to their own privacy policies.
• From publicly available sources: In limited circumstances, we may supplement the information we hold about you with publicly available information, for example to verify your identity or contact details.

5. How We Use Your Information

We use the personal information we collect for the following purposes:

• Service Delivery: To process your orders, create and manage your account, deliver the coaching programs and content you have purchased, and provide personalized coaching feedback and training plans.
• Communication: To respond to your inquiries, send you important notices related to your account or purchases, deliver coaching check-in communications, and provide customer support.
• Payment Processing: To authorize and process transactions, prevent fraud, and manage billing disputes in collaboration with our payment processor.
• Service Improvement: To analyze usage patterns, identify technical issues, conduct internal research, and improve the functionality, content, and user experience of our Site and Services.
• Marketing Communications: To send you promotional materials, course updates, and offers that may be of interest to you, where you have provided your consent or where we have a legitimate interest in doing so. You may opt out at any time.
• Legal Compliance: To comply with applicable laws and regulations, respond to lawful requests from public authorities, enforce our Terms of Service, and protect the rights, property, and safety of Optimus Order, our users, and the public.
• Security: To detect, prevent, and address fraud, abuse, security incidents, and other harmful or unlawful activity.

We will not use your personal information for purposes that are incompatible with those described above without obtaining your prior consent or unless required by law.

6. Legal Basis for Processing

Where applicable data protection law requires us to identify a legal basis for processing your personal information, we rely on the following:

• Performance of a Contract: Processing that is necessary to deliver the Services you have purchased, manage your account, and fulfill our obligations under our Terms of Service.
• Legitimate Interests: Processing that serves our legitimate business interests, such as improving the Site and Services, preventing fraud, and communicating with you about relevant offerings, provided such interests are not overridden by your rights.
• Legal Obligation: Processing that is necessary to comply with applicable laws, regulations, and lawful requests from governmental or regulatory authorities.
• Consent: Where we rely on your consent, such as for optional marketing communications or the placement of non-essential cookies, you have the right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

7. Sharing of Information

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes. We may share your information in the following limited circumstances:

• Service Providers: We share information with trusted third-party vendors who assist us in operating the Site and delivering the Services, including our e-commerce platform (Shopify), email delivery services, cloud storage providers, and analytics tools. These providers are contractually obligated to use your information only for the purpose of providing services to us and to maintain appropriate security standards.
• Coaching Staff: Your submitted video content, account details, and communications may be accessed by our coaching team solely for the purpose of delivering the Services you have purchased.
• Legal and Regulatory Disclosure: We may disclose your information if required to do so by applicable law, court order, regulatory authority, or to protect the legal rights, safety, or property of Optimus Order, our users, or the public.
• Business Transfers: In the event of a merger, acquisition, restructuring, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you of any such change and the choices available to you.
• With Your Consent: In any other circumstance where you have explicitly authorized the disclosure of your information to a specific third party.

8. Third-Party Services

Our Site and Services integrate with or link to third-party platforms and services, including but not limited to Shopify for e-commerce and payment processing, and analytics providers for Site performance measurement. These third parties operate under their own privacy policies, which we encourage you to review.

Specifically, our payment processing is handled by Shopify Payments and its underlying payment partners. When you complete a purchase, your payment card details are submitted directly to these processors and are never stored on our servers. Their data handling practices are governed by their respective privacy policies and applicable PCI-DSS standards.

We are not responsible for the privacy practices of third-party websites or services that may be linked from our Site. The inclusion of a link to a third-party site does not imply our endorsement of that site or its privacy practices.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (such as pixels and local storage) to operate the Site, remember your preferences, analyze traffic, and support our marketing efforts. A full description of the cookies we use, their purposes, and your choices regarding cookie consent is provided in our separate Cookie Policy.

In summary, the categories of cookies we use include:

• Strictly Necessary Cookies: Essential for the Site to function, including session management, security, and shopping cart functionality. These cannot be disabled.
• Functional Cookies: Enable personalization features such as remembering your theme preference or language settings.
• Analytics Cookies: Help us understand how visitors interact with the Site, which pages are most visited, and where errors occur.
• Marketing Cookies: Used to track the effectiveness of our advertising campaigns and deliver relevant content. These are only placed with your consent.

You can control cookie preferences through your browser settings or our cookie consent tool. Note that disabling certain cookies may affect the functionality of the Site.

10. Data Retention

We retain your personal information for as long as is necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by applicable law. The specific retention periods we apply include:

• Account Information: Retained for the duration of your account and for up to 3 years following account closure, to comply with legal obligations and resolve disputes.
• Transaction Records: Retained for a minimum of 7 years to comply with financial and tax reporting obligations.
• User-Submitted Video Content: Deleted within 90 days following delivery of the associated coaching review, unless retention is required for an ongoing dispute.
• Support and Coaching Communications: Retained for up to 2 years following the conclusion of the relevant coaching program or support interaction.
• Marketing Consent Records: Retained for the duration of any marketing relationship and for a period sufficient to demonstrate consent in the event of a compliance inquiry.

When personal data is no longer required, we will securely delete or anonymize it in accordance with our internal data management procedures.

11. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include the use of encrypted data transmission (SSL/TLS), access controls limiting data access to authorized personnel only, secure cloud infrastructure, and regular review of our data handling practices.

However, no method of transmission over the internet or method of electronic storage is completely secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. You are responsible for maintaining the security of your account credentials and should notify us immediately if you suspect unauthorized access to your account.

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify affected individuals and relevant regulatory authorities as required by applicable law.

12. International Data Transfers

Optimus Order is based in the United States. If you are accessing our Services from outside the United States, please be aware that your personal information will be transferred to, stored, and processed in the United States, where our servers are located and our central database is operated.

The data protection laws in the United States may differ from those in your country of residence. By using the Services, you consent to the transfer of your information to the United States. Where required by applicable law, we will implement appropriate safeguards for such transfers, such as standard contractual clauses approved by relevant regulatory authorities.

If you have questions about the safeguards we apply to international data transfers, please contact us using the information in Section 16.

13. Your Privacy Rights

Depending on your location, you may have the following rights with respect to your personal information:

• Right of Access: You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.
• Right to Erasure: You have the right to request that we delete your personal information, subject to certain exceptions such as legal obligations or ongoing disputes.
• Right to Restriction: You have the right to request that we restrict the processing of your personal information in certain circumstances.
• Right to Data Portability: You have the right to receive your personal information in a structured, machine-readable format and to transmit it to another controller where technically feasible.
• Right to Object: You have the right to object to the processing of your personal information where we rely on legitimate interests as our legal basis, including for direct marketing purposes.
• Right to Withdraw Consent: Where we process your data on the basis of consent, you may withdraw that consent at any time without affecting the lawfulness of prior processing.
• Right to Lodge a Complaint: You have the right to lodge a complaint with your local data protection supervisory authority if you believe our processing of your personal information violates applicable law.

California residents may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know, the right to delete, and the right to opt out of the sale of personal information. We do not sell personal information as defined under the CCPA.

To exercise any of the rights listed above, please submit a written request to us using the contact information in Section 16. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

14. Children's Privacy

Our Services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected personal information from a child under 13 without appropriate parental consent, we will take steps to delete that information as promptly as possible.

Users between the ages of 13 and 17 may use the Services only with the documented consent of a parent or legal guardian, as described in our Terms of Service. If you are a parent or guardian and believe your child has provided us with personal information without your consent, please contact us immediately at the address provided in Section 16.

15. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our practices, legal obligations, or the Services we offer. When we make material changes, we will update the "Last updated" date at the top of this document and, where appropriate, notify you by email or through a notice posted on the Site.

Your continued use of the Site or Services following the posting of an updated Privacy Policy constitutes your acceptance of the changes. We encourage you to review this Privacy Policy periodically to stay informed of how we are protecting your information.

16. Contact Information

If you have any questions, concerns, or requests relating to this Privacy Policy or our data handling practices, please contact us using the information below. We aim to respond to all privacy-related inquiries within 5 business days.