Your Privacy Matters to Us

Optimite is a full-service email marketing and retention agency headquartered in Dubai, U.A.E., with operations in India. We provide end-to-end email marketing services including strategy, design, copywriting, automation, and performance reporting to ecommerce and DTC brands worldwide.

Our registered addresses are:

• India: B-11/5, First Floor, Park Drive, DLF Phase-5, Sector-54, Gurgaon, Haryana – 122001
• Dubai: Meydan Grandstand, 6th Floor, Meydan Road, Nad Al Sheba, Dubai, U.A.E.

For all privacy-related inquiries, you may contact us at contact@optimite.ai.

We may collect the following categories of personal data, depending on how you interact with us:

• a. Identification Data: Full name, email address, phone number, job title, and company name provided during inquiries, onboarding, or account creation.
• b. Business Information: Details about your business, industry, target audience, and service requirements shared during consultations or service agreements.
• c. Usage Data: Information about how you access and use our website, including IP address, browser type, operating system, pages visited, and time spent.
• d. Communication Data: Records of email correspondence, support requests, feedback forms, and any other communications you send to us.
• e. Payment Information: Billing details and transaction records processed through our secure payment partners. We do not store full card numbers or sensitive payment credentials directly.
• f. Technical Data: Cookies, session tokens, referring URLs, and similar technical identifiers used to improve site functionality and user experience.

We process your personal data for the following purposes:

• a. Service Delivery: To provide, manage, and improve the email marketing and retention services you have contracted with us.
• b. Client Communication: To respond to inquiries, provide updates on project progress, and maintain our professional relationship.
• c. Marketing Communications: To send newsletters, case studies, or promotional content where you have provided explicit consent or where a legitimate interest applies. You may opt out at any time.
• d. Analytics and Improvement: To analyse how our website and services are used, identify areas for improvement, and measure the effectiveness of our marketing efforts.
• e. Legal Compliance: To comply with applicable laws, regulations, and enforceable governmental requests, including tax obligations and contractual requirements.
• f. Billing and Finance: To process payments, issue invoices, and maintain accurate financial records.

We rely on the following legal bases to process your personal data, in accordance with applicable data protection laws including GDPR (where applicable):

• a. Contract Performance: Processing is necessary to perform the services agreement between Optimite and you or your organisation.
• b. Legitimate Interests: Processing is necessary for our legitimate business interests, including business development, service improvement, and fraud prevention, provided those interests are not overridden by your rights.
• c. Legal Obligation: Processing is required to comply with a legal obligation to which we are subject.
• d. Consent: Where required, we rely on your freely given, informed consent. You may withdraw this consent at any time by contacting us at contact@optimite.ai.

Our website uses cookies and similar tracking technologies to enhance your browsing experience and gather usage analytics. Cookies are small text files stored on your device when you visit our site.

We use the following types of cookies:

• a. Strictly Necessary Cookies: Essential for the website to function. These cannot be disabled.
• b. Performance Cookies: Collect anonymous information about how visitors use our site (e.g., Google Analytics). This helps us improve our website.
• c. Functional Cookies: Remember your preferences to provide a more personalised experience.
• d. Targeting Cookies: Used to deliver advertisements relevant to you and your interests, when applicable.

You can control and manage cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our website.

We do not sell, trade, or rent your personal information to third parties. We may share your data in limited circumstances:

• a. Service Providers: Trusted third-party vendors who assist in operating our services (e.g., email service providers, payment processors, analytics platforms). These parties are contractually obligated to handle your data securely.
• b. Legal Requirements: Where disclosure is required by law, court order, or governmental authority.
• c. Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.
• d. With Your Consent: In any other circumstances where you have provided explicit consent.

As we operate across the UAE and India, your data may be transferred internationally. We implement appropriate safeguards — including contractual clauses and data processing agreements — to ensure your data is protected in accordance with applicable regulations.

We implement industry-standard technical and organisational security measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, and regular security assessments.

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Criteria used to determine retention periods include:

• a. The duration of our contractual relationship with you.
• b. Applicable statutory limitation periods.
• c. Guidance from regulatory authorities.
• d. Legal obligations to retain data for a minimum period.

Depending on your location and applicable law, you may have the following rights regarding your personal data:

• a. Right of Access: You may request a copy of the personal data we hold about you.
• b. Right of Rectification: You may request correction of inaccurate or incomplete data.
• c. Right of Erasure: You may request deletion of your personal data ("right to be forgotten") in certain circumstances.
• d. Right to Restrict Processing: You may request that we limit how we process your data in certain circumstances.
• e. Right to Data Portability: You may request your data in a structured, machine-readable format.
• f. Right to Object: You may object to processing based on legitimate interests or for direct marketing purposes.
• g. Rights Related to Automated Decision-Making: You have the right not to be subject to decisions based solely on automated processing that produce significant legal effects.
• h. How to Exercise Your Rights: To exercise any of the above rights, please contact us at contact@optimite.ai. We will respond within 30 days. We may need to verify your identity before processing your request.

Our website may contain links to third-party websites, plug-ins, and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. We encourage you to read the privacy policy of every website you visit.

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you believe a minor has provided us with personal information, please contact us immediately at contact@optimite.ai and we will take prompt steps to delete such information.

In accordance with applicable data protection laws, we have designated a point of contact for all privacy-related grievances and requests:

• Email: contact@optimite.ai
• India Address: B-11/5, First Floor, Park Drive, DLF Phase-5, Sector-54, Gurgaon, Haryana – 122001
• Dubai Address: Meydan Grandstand, 6th Floor, Meydan Road, Nad Al Sheba, Dubai, U.A.E.

We will acknowledge your grievance within 5 business days and aim to resolve it within 30 days of receipt.

We reserve the right to update or modify this Privacy Policy at any time. When we make changes, we will revise the "Last Updated" date at the top of this page. Where changes are material, we will notify you by email or by placing a prominent notice on our website prior to the change becoming effective.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our Services after any changes constitutes your acceptance of the revised policy.

This Privacy Policy is governed by and construed in accordance with the laws of the United Arab Emirates and, where applicable, the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023 of India. Any disputes arising in connection with this policy shall be subject to the exclusive jurisdiction of the competent courts in Dubai, U.A.E. and Gurgaon, Haryana, India, as applicable.