Privacy Policy

Privacy Policy

Effective Immediately

1. Introduction

Welcome to COPTIMAS (“we,” “us,” or “our”). At COPTIMAS (www.coptimas.com), we are committed to protecting your privacy and ensuring the security of your personal and business data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our agentic workspace platform, website, and related services.

By accessing or using COPTIMAS, you agree to the practices described in this policy. If you do not agree, please do not use our services.

2. Information We Collect

a. Personal Information
We may collect the following information when you register, use our platform, or contact us:

  • Name, email address, phone number, and job title
  • Company name and business details
  • Payment information (processed securely via third-party providers like Stripe)
  • IP address, device type, browser, and usage data

b. Business Data
As a business collaboration and CRM platform, you may input:

  • Client and contact details (names, emails, phone numbers)
  • Communication logs (emails, WhatsApp messages, chat transcripts)
  • Project files, task notes, and workflow data
  • AI agent training content and automation rules

c. Automatically Collected Data
We use cookies and similar technologies to collect:

  • Session duration, feature usage, and navigation paths
  • Error logs and performance metrics
  • Referral sources and marketing campaign interactions
3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the COPTIMAS platform
  • Enable AI agents to perform tasks (e.g., draft replies, qualify leads) based on your instructions
  • Process billing and manage your account
  • Respond to support requests and provide customer service
  • Send service-related notifications (e.g., security alerts, updates)
  • Analyze trends and optimize user experience (anonymized and aggregated)
We do not sell your data or use your business content to train public AI models. Your data is used solely to deliver and enhance your COPTIMAS experience.
4. Data Sharing & Third Parties

We do not share your personal or business data with third parties except in the following cases:

  • Service Providers: Trusted partners (e.g., AWS for hosting, Stripe for payments, SendGrid for email) who process data on our behalf under strict confidentiality agreements.
  • Integrations: When you connect Zapier, Make.com, or n8n, data flows only as directed by your automation rules.
  • Legal Compliance: If required by law, regulation, or legal process (e.g., court order).
  • Business Transfers: In the event of a merger, acquisition, or asset sale, your data may be transferred—with continued privacy protections.

We never share your data for advertising or unrelated commercial purposes.

5. Data Security

We implement industry-standard measures to protect your data, including:

  • Encryption in transit (TLS 1.3+) and at rest (AES-256)
  • Regular security audits and vulnerability testing
  • Role-based access controls and optional two-factor authentication (2FA)
  • Secure infrastructure on AWS with SOC 2-aligned practices

While no system is 100% immune to risk, we continuously monitor and update our safeguards.

6. Data Retention & Deletion
  • We retain your account data as long as your account is active.
  • After cancellation, we keep data for 30 days to allow recovery, then permanently delete it unless legally required to retain it longer.
  • You may request immediate deletion at any time by contacting support@coptimas.com .

You can also export your data in standard formats (CSV, JSON) anytime via the platform.

7. International Data Transfers

COPTIMAS is a global service. By default, your data is stored in your selected region:

  • EU Region: Frankfurt, Germany (for GDPR compliance)
  • US Region: Northern Virginia, USA

We use GDPR-compliant mechanisms (including Standard Contractual Clauses) for any cross-border transfers.

8. Your Rights

Depending on your location, you may have the right to:

  • Access, correct, or delete your personal information
  • Restrict or object to certain data processing
  • Request data portability
  • Withdraw consent (where applicable)

To exercise these rights, contact us at support@coptimas.com . We respond within 30 days.

9. Children’s Privacy

COPTIMAS is not intended for individuals under the age of 16. We do not knowingly collect data from children.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The “Last Updated” date at the top will indicate revisions. Continued use of COPTIMAS after changes constitutes acceptance.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data, please contact:

COPTIMAS Support
Email: support@coptimas.com
Website: www.coptimas.com

For EU users, our data protection representative is available upon request.

Thank you for trusting COPTIMAS with your business.