Privacy policy
In force until 21/10/2026
Data controller
The personal data processing described below is implemented by Optima AI, a SAS [Simplified Joint-Stock Company] with a share capital of €75,000, registered in the Reims Trade and Companies Register under number 989 620 018, whose registered office is located at 1 Chemin des Ruelles, 51500 Villers-Allerand, France. Contact: contact@optimaai.fr
Data collected and purposes
Collected data
Via
Purpose
Legal basis
Name, first name, professional email, company, position, phone number (optional), description of your need, source (optional)
Contact form and «30-minute exchange» window»
To respond to your request and ensure commercial follow-up
Pre-contractual measures taken at your request; legitimate interest in commercial follow-up
Name, email, telephone, company
Appointment booking (Google Agenda)
Arrange the requested appointment
Performance of the pre-contractual relationship
Name, email, company
Newsletter sign-up
Sales prospecting (news, offers)
Consent (or legitimate interest in B2B contexts, with the right to object to each mailing)
Browsing data
Google Analytics
Website audience measurement
Consent (analytics cookies)
Content of exchanges, possible email
Chatbot
Answering your questions online (in-house solution, powered by the Mistral AI API)
Legitimate interest
Documents you submit (receipts, analyses, single document…) and the result produced
Free trial tools (writing and verifying the instructions, safety data sheet at the workplace)
Produce the result you ask for
Pre-contractual measures taken at your request
Technical reading data (IP address, browser)
Built-in YouTube videos, only when you launch a video
Read the video
Consent (start of the video)
Description, screenshot, technical information of the browser
Form «Report an anomaly / suggest an evolution»
Correcting and improving the site and our tools
Legitimate interest
Description of the task you are entering
Homepage orientation assistant («What task would you like to never do again?»)
You will be guided towards the solution that best suits your task
Pre-contractual measures taken at your request
Data recipients
The data collected may be transmitted to the following recipients, to the extent necessary for each purpose:
- – Optima AI’s authorised internal teams (sales, appointments, support); ;
- – Sellsy (sales management tool / CRM), for tracking enquiries and managing customer and prospect relationships; ;
- – Brevo, for sending the newsletter and commercial communications; ;
- – Google (Google Analytics), for site audience measurement; ;
- – Mistral AI, as part of the cloud API used by our conversational bot (in-house solution); ;
- – Google (Google Agenda), for taking online appointments;
- – Google (YouTube), for the playback of the videos you launch;
- – our hosting provider, for hosting the site and the testing tools, in France (OVHcloud)
- – an artificial intelligence provider, which analyzes the text entered in the homepage’s orientation assistant to choose the solution to present to you;
Data transfers outside the European Union
Our provider Google (Google Analytics, Google Agenda, YouTube) may process data outside the European Union, notably in the United States. This transfer is governed by the standard contractual clauses of the European Commission and/or Google’s adherence to the EU-U.S. Data Privacy Framework. Since Mistral AI is a company established in France, the hosting of the data via its API is presumably carried out within the EU. The text you enter in the homepage guidance assistant is processed by our artificial intelligence provider outside the European Union, notably in the United States. This transfer is governed by the standard contractual clauses of the European Commission. We ask you not to enter any confidential information there. The text you enter in the homepage guidance assistant is processed by our artificial intelligence provider outside the European Union, notably in the United States. This transfer is governed by the standard contractual clauses of the European Commission. We ask you not to enter any confidential information there.
Shelf life
- – Data relating to prospects and customers (contact form, appointments, newsletter, CRM): 3 years from the date of the last contact, unless there is a legal obligation to retain the data for a longer period.
- – Audience measurement cookies: up to 13 months, in accordance with the CNIL’s recommendations.
- – Text entered in the guidance assistant: it is not stored on our site. It is only copied into the «30-minute exchange» form if you click on this button; it then follows the duration applicable to prospects. Our artificial intelligence provider only stores it for the limited duration stipulated in its contract.– Text entered in the guidance assistant: it is not stored on our site. It is only copied into the «30-minute exchange» form if you click on this button; it then follows the duration applicable to prospects. Our artificial intelligence provider only stores it for the limited duration stipulated in its contract.
Data security
The measures implemented to protect your data are described in our security policy (encryption, hosting in France, team awareness).
Your rights
In accordance with the General Data Protection Regulation (GDPR) and the French Data Protection Act, you have the following rights in respect of your personal data: the right of access, rectification, erasure, restriction, objection, data portability, and the right to withdraw your consent at any time.
You can exercise these rights by contacting us at the address: contact@optimaai.fr. You also have the right to lodge a complaint with the Commission Nationale de l'Informatique et des Libertés (CNIL) — www.cnil.fr.
Cookie management
You can modify your cookie preferences at any time via the cookie management banner displayed on the site, or through your browser settings.
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