Privacy Policy

Last updated 3 September 2026.

This policy explains how OptiFlow Technologies (“we”, “us”, “our”) handles personal information in connection with OptiFlow Lite and the Otis booking assistant. If you have any questions, contact us at support@optiflowtechnologies.io or through our contact page.

Who this policy covers

It covers two groups: businesses that hold an OptiFlow Lite account, and the visitors who use Otis on those businesses’ websites.

Information we collect

From businesses that use OptiFlow Lite: your name, email address, business name and settings, the services, hours and answers you configure, your bookings and enquiries, and billing information. Payments are processed by Stripe, and we do not store your full card details.

From visitors who use Otis on a business’s website: the details a visitor chooses to provide, such as their name, phone number, email address and their message or booking request, together with the appointment they select. This is collected only when a visitor actively uses Otis.

How we use information

We use it to provide the service: to answer questions, check availability, create and manage bookings, notify the business, take payment for the subscription, provide support, keep the service secure, and improve how it works.

How Otis answers and books

To answer open questions, message content may be processed by our AI provider. To check availability and create bookings, appointment details are exchanged with the business’s connected calendar, Google or Microsoft, where they have connected one. Booking and enquiry details are shared with the business the visitor is contacting, so they can fulfil the appointment.

Service providers we use

We use trusted providers to run the service, including Stripe for payments, Anthropic for AI responses, Google and Microsoft for calendar access where a business connects one, and Render for hosting. These providers process information on our behalf under their own terms and security measures. Some may process data outside the UK, and where they do, appropriate safeguards such as standard contractual clauses apply.

Legal basis

Where UK and EU data protection law applies, we rely on performance of a contract, our legitimate interests in running and improving the service securely, and consent where required.

Cookies and local storage

Otis uses only the storage needed to run the chat on the page. Our own website may use standard cookies for functionality and analytics.

How long we keep information

We keep account and booking information for as long as the account is active and as needed for our legitimate business and legal purposes, then delete or anonymise it.

Your rights

Subject to law, you may ask to access, correct or delete your personal information, or object to certain uses. Visitors who contacted a business through Otis can also contact that business directly. To make a request, email support@optiflowtechnologies.io. You may also complain to the UK Information Commissioner’s Office.

Children

OptiFlow Lite is intended for businesses and is not directed at children.

Changes

We may update this policy from time to time and will change the date above when we do.