Privacy Policy

1. Information We Collect

We collect information you provide directly to us, information we collect automatically when you use the Site, and limited information from third-party tools we use to operate our business.

• Information you provide: name, business name, email, phone number, business type, message content, and anything else you choose to share through forms, email, or scheduled calls.
• Automatically collected information: device and browser type, IP address, pages visited, referring URL, approximate location, time on page, and similar technical details collected through cookies and analytics.
• Third-party information: data from analytics, email, scheduling, or CRM tools we use to run our business (for example, a form submission processor or email service).

2. How We Use Your Information

We use the information we collect to provide our services, respond to inquiries, deliver work to clients, improve the Site, and communicate about relevant updates.

• To respond to inquiries and schedule consultations.
• To deliver, manage, and support websites, CRM systems, and related services for clients.
• To send transactional messages such as proposals, invoices, and project communications.
• To send occasional informational emails about our services or resources (you may opt out at any time).
• To improve the Site, our offerings, and the user experience.
• To comply with legal obligations, prevent fraud, and protect our rights and the rights of others.

3. Cookies and Analytics

The Site may use cookies and similar technologies to recognize your browser, remember preferences, and understand how visitors use the Site. We may use analytics providers to gather aggregated, non-identifying information about Site activity.

You can configure your browser to refuse or delete cookies. Doing so may affect certain Site features.

4. AI, Chatbots, and Automated Tools

OCS uses artificial intelligence (AI) and automated tools as part of operating this Site and delivering services. This section describes how we use these tools and the notices we provide, consistent with guidance from the Federal Trade Commission (FTC) and applicable New Jersey consumer protection standards.

• Site chatbot: The Site includes an AI-powered assistant that answers common questions about our services. The assistant is not a human, is clearly labeled as AI in the chat interface, and is intended for informational purposes only. It does not provide legal, financial, medical, or professional advice, and its responses should not be relied upon as such. You are always welcome to reach a human at info@optimizedcompanysystems.com or by phone.
• Service delivery: We may use AI tools to help draft copy, generate initial design concepts, structure code, summarize meetings, or organize client materials. A qualified human at OCS reviews the work product before it is delivered to you, and OCS remains responsible for the final deliverables.
• Client-provided information and AI training: Information you submit through Site forms or share with us during an engagement is not used to train third-party public AI models. Where AI tools are used to assist with your project, we select vendors whose terms prohibit training on submitted content, or we configure settings to opt out of training where such settings are available.
• Reviews and testimonials: Any client testimonials or reviews displayed on this Site are from real clients unless clearly labeled otherwise. We do not publish fabricated or AI-generated endorsements presented as human reviews.
• Automated decisions: OCS does not use AI to make consequential automated decisions about you (such as pricing personalized to an individual, credit determinations, or eligibility decisions). If that ever changes, we will update this Policy and provide the notices required by applicable law.
• Requesting a human: You may request to speak with a human representative rather than the chatbot at any time by contacting us directly.

5. How We Share Information

We do not sell your personal information. We only share information in the limited circumstances described below.

• Service providers: vendors that help us operate our business - for example, email, hosting, analytics, scheduling, payment processing, or CRM tools - bound by confidentiality and data protection obligations.
• Legal and safety reasons: if required by law, regulation, legal process, or to protect the rights, property, or safety of OCS, our clients, or others.
• Business transfers: in connection with a merger, acquisition, financing, or sale of business assets, subject to standard confidentiality protections.
• With your consent: where you have asked us to share information with a specific party.

6. Data Retention

We retain personal information only as long as is reasonably necessary for the purposes described in this Policy, to comply with legal obligations, resolve disputes, and enforce our agreements. When we no longer need information, we take reasonable steps to delete or anonymize it.

7. Data Security

We use commercially reasonable administrative, technical, and physical safeguards to protect personal information. No method of transmission over the internet or method of electronic storage is 100% secure, however, and we cannot guarantee absolute security.

8. Your Choices and Rights

Depending on your location, you may have certain rights regarding your personal information. To exercise any of the rights below, contact us at the address in the 'Contact Us' section.

• Access - request a copy of the personal information we hold about you.
• Correction - request that we correct inaccurate or incomplete information.
• Deletion - request deletion of your personal information, subject to legal exceptions.
• Opt-out - unsubscribe from marketing emails at any time using the link in the email.
• Restriction or objection - ask us to limit certain processing of your information.

9. Children's Privacy

The Site is intended for business users and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, please contact us so we can delete it.

10. International Users

If you access the Site from outside the United States, you understand that your information may be transferred to, stored in, and processed in the United States. By using the Site, you consent to such transfer.

11. Third-Party Links

The Site may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their policies before providing any information.

12. Changes to This Policy

We may update this Policy from time to time. When we do, we will update the 'Effective Date' above and post the revised Policy on the Site. Your continued use of the Site after the changes take effect indicates your acceptance of the updated Policy.

13. Contact Us

If you have questions about this Privacy Policy or your information, please contact us at info@optimizedcompanysystems.com.