Privacy Policy

1. Scope

Optillium operates the Optillium Service Hub, a business software platform used to manage CRM workflows, proposals, contracts, electronic signatures, invoicing, procurement, messaging, work orders, and related operational records. This Privacy Policy explains how Optillium collects, uses, discloses, stores, and protects personal information in connection with that service.

This Policy applies to internal Optillium users, client-portal users, and authorized representatives of customer organizations who access the platform. It does not apply to third-party sites, products, or services that may integrate with or be linked from the platform.

2. Information We Collect

We collect information that is reasonably required to operate and secure the service.

• Account and profile information such as name, business email address, title, role, and account status.
• Authentication and access information such as login events, session information, IP address, browser type, device information, and security logs.
• Business and operational records such as proposals, contracts, signatures, invoices, work orders, notes, messages, approvals, procurement records, and related documents.
• Communication records when you send or receive platform messages or transactional emails connected to the service.
• Integration data when the service is connected to third-party systems such as QuickBooks Online or enterprise email infrastructure.

3. How We Collect Information

We collect information in a few ways:

• Directly from users and customer organizations when accounts are created or data is entered.
• Automatically through normal use of the platform, including access and security logs.
• From customer-authorized integrations and connected service providers.
• From business communications related to support, implementation, billing, or operations.

4. How We Use Information

• To provide, host, maintain, and improve the Optillium Service Hub.
• To authenticate users, enforce permissions, and secure internal and client workspaces.
• To process contracts, approvals, signatures, invoices, work records, and related workflows.
• To send operational and transactional communications tied to the service.
• To troubleshoot, monitor reliability, detect abuse, and respond to security incidents.
• To meet legal, accounting, audit, regulatory, or contractual obligations.

We do not sell personal information, and we do not use platform data for behavioural advertising.

5. Disclosure of Information

We disclose information only where reasonably necessary to operate the service or where required by law.

• To service providers and infrastructure partners that support authentication, hosting, storage, document processing, communications, and accounting integrations.
• To customer-authorized third-party integrations, such as QuickBooks Online, where the customer chooses to enable those workflows.
• To legal, regulatory, law-enforcement, or governmental authorities where disclosure is required or where reasonably necessary to protect rights, safety, security, or the integrity of the platform.
• In connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to customary confidentiality protections.

6. Service Providers and Infrastructure

Optillium uses third-party service providers to support the platform, including providers for:

• Authentication, database, and file storage infrastructure.
• Transactional and operational email delivery.
• Accounting and invoicing integrations.
• Hosting, monitoring, and software operations.

Those providers are permitted to process information only to deliver services to Optillium and are expected to protect the information they handle using appropriate contractual and technical safeguards.

7. Retention

We retain information for as long as reasonably necessary to provide the service, maintain business and audit records, support executed documents and signatures, resolve disputes, enforce agreements, and satisfy legal or regulatory obligations. When information is no longer required, we delete or de-identify it using reasonable processes.

8. Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, disclosure, and alteration. These measures include access controls, encrypted transmission, logging, and role-based access boundaries. No system is completely immune from risk, and we cannot guarantee absolute security.

9. Cross-Border Processing

Optillium is based in Calgary, Alberta, Canada. Depending on how the service is deployed and which providers are used, information may be processed in Canada, the United States, or other jurisdictions where our service providers operate. By using the service, you understand that information may be transferred to and processed in those jurisdictions under applicable contractual and operational safeguards.

10. Your Rights

Subject to applicable law, you may request access to personal information we hold about you, request correction of inaccurate information, or request deletion where retention is no longer required. We may need to verify identity and may retain certain information where required for legal, audit, security, or contractual purposes.

Depending on the circumstances, privacy rights may be governed by Alberta's Personal Information Protection Act, Canada's Personal Information Protection and Electronic Documents Act, or other applicable laws.

11. Children

The service is intended for business use and is not directed to children. We do not knowingly collect personal information from children through the platform.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date above and may provide additional notice through the service or by email where appropriate.

13. Contact and Complaints

Questions, access requests, correction requests, or privacy complaints may be directed to:

If you believe your privacy concerns have not been addressed appropriately, you may also contact the Office of the Information and Privacy Commissioner of Alberta or, where applicable, the Office of the Privacy Commissioner of Canada.