Legal
Privacy Policy
Last updated
This policy explains what information Optimal Automations ("we" or "us"), which is operated by Optimal Cashflow LLC, collects when you visit this website, talk to our AI demo receptionist, book a demo, or get emails and texts from us, and what we do with it. Questions? Email hello@automateai.agency.
What we collect
What you give us. When you fill out a form: your first name, email address and mobile number, and which permission boxes you checked. When you book a demo: the time you picked, your name and email, and anything you add to the booking form, like your business name. When you build a demo receptionist on our site: your business name, service area, prices, working hours and the other answers you give about your business.
Form records. Every time you send one of our forms, we save the date and time, the page you were on, your IP address, your browser type and which boxes you checked. When you check a box to get texts or calls, we also save the exact wording you agreed to. This lets us show what you agreed to, honor it and stop spam.
Bot protection. Our forms use Cloudflare Turnstile to tell people from bots. It looks at information about your browser and device when you use a form. Cloudflare handles that information under its own privacy policy.
Calls with our AI demo receptionist and demo builder. Our demo receptionist and demo builder are answered by an AI voice agent. If you talk to it in your browser (or, if we switch on a demo phone number or a call-back, call it or ask it to call you), the call is recorded and transcribed and we receive a summary, along with the answers you gave when you built your demo. A browser call uses your microphone only while the call is on. Please don't share sensitive information, like payment card numbers, on the call.
Email and video activity. We may see whether you clicked a link in our emails and whether you watched at least half, or all, of our videos on our site, so we can follow up in a helpful way. Our videos are hosted on YouTube and load only when you press play, in YouTube's privacy-enhanced mode. YouTube (Google) handles what happens in the player under its own privacy policy.
Texts you send us. If you reply to one of our texts, we receive and read your reply.
Client dashboard. If your business is our client and you sign in to its dashboard, we keep your email address and a scrambled (hashed) version of your password, never the password itself. To block password guessing and floods of requests, we briefly keep short one-way codes made from email addresses and IP addresses, with a count of failed sign-ins (for about 15 minutes) and of requests (for about a minute); we do not store the readable address in these counters. The dashboard shows your business's own call log: callers' phone numbers, names and addresses, call summaries, transcripts and recordings, plus the notes and statuses you add. Only people your business has given a login can see it. The example dashboard on our site uses made-up data, needs no sign-in and stores nothing.
Ad and link codes. If you arrive from an ad or a link with tracking codes (like utm_source), we store those codes with your form so we know which ads work.
Automatic information. Our website host logs basic technical information such as IP address, browser and pages visited. If we use analytics or advertising tools, such as Google Analytics, Google Ads or the Meta Pixel, they use cookies or similar technology to measure visits and ad results. You can block or delete cookies in your browser settings.
How we use it
- To confirm your demo, send reminders and run the call.
- To follow up about the demo you asked for by email, or with a phone call from one of us. We use automated calls, AI-voice calls or texts only if you gave us permission.
- To keep records of consent and honor opt-outs.
- To improve our website, ads and services.
- To prevent spam and abuse, and to follow the law.
If you call a business that uses our AI receptionist
When you call a business that has hired us, an AI assistant answers. It says at the start that it is an AI assistant and that the call is recorded. We handle the call, its recording, its transcript and any texts for that business, and the business decides how they are used. The business can see them in its call log and its private dashboard. For questions about your call, ask the business first. You can also email hello@automateai.agency and we will pass your request on to it.
Text messages
Texts start once our texting number is approved by the phone carriers. If you check the reminder box (it appears on our forms once texting is on), we text you about the demo you booked: a confirmation and reminders, up to 5 texts per booking. If you check the box about our services, we may also call and text you about them, including with automated technology. We send texts between 8am and 9pm your local time. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. You can also ask us to stop in your own words, like "please stop texting me", and we will.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent will not be shared with any third parties. We use service providers, like our text message provider, only to deliver our own messages to you.
Who we share it with
We don't sell your personal information. We share it with service providers that help us run our business, under their own privacy terms:
- our website host;
- Cal.com, for scheduling, and Zoom, for video calls;
- Twilio, which will send our texts and connect calls once our texting number is approved;
- Retell AI, which runs our AI voice agent;
- n8n, which runs our automations;
- Google, for business email, calendars and the spreadsheets where we keep records and get new-lead alerts, and YouTube, which plays our videos;
- Cloudflare, which checks our forms for bots.
If we use Google or Meta advertising tools, those companies receive information about your visit as described above. When you send us your details, we may also send Meta a hashed (one-way coded) copy of your email address and first name, so Meta can match your visit to a Meta account and measure our ads. We do not send Meta your mobile number. To stop us sending your details to Meta, email hello@automateai.agency. You can also opt out of interest-based ads at optout.aboutads.info (US) or youradchoices.ca (Canada). We may also share information when the law requires it, to protect our rights and safety, or as part of a merger or sale of our business.
How long we keep it
We keep lead and booking records only while we need them for the reasons above, then delete or anonymize them. We keep demo call recordings and transcripts only as long as we need them to run, improve and support the demo, and we delete them when you ask. We keep consent and opt-out records for as long as the law and the phone carriers' rules require, so we can always show what you agreed to.
Your choices
- Emails: use the unsubscribe link in any email, or visit our unsubscribe page.
- Texts: reply STOP to any text.
- Calls: tell us on the call or email us, and we'll stop.
- Access, correction or deletion: email hello@automateai.agency and we'll respond within 30 days. We may keep what the law requires, such as consent records.
Depending on where you live, you may have other privacy rights, such as the right to withdraw consent. Email us and we will honor valid requests. Our service providers may process information in the United States and other countries.
Do Not Track. Our website doesn't change how it works when your browser sends a "Do Not Track" signal.
Children
Our services are for businesses. This website isn't meant for children under 13, and we don't knowingly collect their information.
Security
We use reputable providers and limit access to the people who need it. No system is perfectly secure, so we can't promise that information will never be accessed without permission.
Changes to this policy
If we change this policy, we'll post the new version here and update the date at the top. If a change is significant, we'll take reasonable steps to let you know.
Contact
Optimal Automations · hello@automateai.agency