Privacy Policy

Your account. For the information needed to run your login and billing, we decide how it is used, so we are the responsible party.

Your workspace data. Customers, contacts, deals, files, notes and emails that you or your team put into a workspace belong to the workspace owner, who decides why and how they are used. For that data we act as an operator: we store and process it only to provide the service. If you are a customer or contact of a business that uses Optreum Ops, please contact that business about your information.

• Account details: your name, email address and a salted hash of your password (we never store the password itself).
• Workspace data: whatever your team enters or imports, including records, uploaded files, meeting details, and emails sent from a record.
• Activity records: an audit log of who changed what and when inside a workspace, and notification preferences.
• Billing: subscription status and plan. Card details are entered with Stripe and never reach our servers.
• Technical data: basic server logs (such as IP address and request details) that our hosting provider keeps for security and troubleshooting.

• To create your account, sign you in and keep your workspace separate from every other workspace.
• To provide the features you use, including sending invitations, meeting invites and reminders, the daily digest, and password-reset emails.
• To take payment and manage your subscription.
• To keep the service secure, prevent abuse and fix faults.

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

We use these service providers to run Optreum Ops. They process information only on our behalf:

• Vercel: application hosting (functions run in Frankfurt, Germany).
• Neon: managed PostgreSQL database.
• Resend: delivery of the emails the service sends.
• Stripe: payments and subscription billing.
• cron-job.org: triggers our scheduled jobs. It receives no personal information.

Because these providers operate outside South Africa, your information may be processed in other countries. We rely on providers that protect it to a comparable standard. We may also disclose information where the law requires it.

We use only what the service needs to work: a secure session cookie that keeps you signed in, and, if you install the app on your device, a service worker and small local caches that make it load faster. We do not use advertising or cross-site tracking cookies.

Passwords are hashed, traffic is encrypted in transit, every database query is scoped to your workspace, and access inside a workspace is controlled by roles. No system is perfectly secure; if a breach affects your information we will notify you and the Information Regulator as POPIA requires.

We keep account and workspace data while your account is active. When a workspace owner asks us to delete a workspace or account, we delete the data from live systems, and it leaves backups held by our providers on their normal schedule. We may keep limited records where the law requires it (for example billing records).

Under POPIA you may ask us to confirm what personal information we hold about you, to correct or delete it, and to object to its processing. You may also withdraw any consent you gave, which does not affect processing already done. Where the information sits in someone else’s workspace, we will direct your request to that workspace’s owner.

You can turn off reminder and digest emails in Settings → Notifications. If you are unhappy with how we handle your information you may complain to the Information Regulator at inforegulator.org.za.

If we change this policy in a way that matters, we will update the date above and, for significant changes, tell workspace owners by email.

Contact us through the details given when you signed up for Optreum Ops.