Optimal Workforce
Sign In

Privacy Policy

Our privacy policy and how we use your data

Last Updated: January 1, 2025

This Privacy Policy describes how Optimal Workforce Inc. ("Company," "we," "us," or "our") collects, uses, and discloses your information when you use our workforce optimization platform (the "Service"). By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Definitions

  • "Account" means a unique account created for you to access our Service.
  • "Company" refers to Optimal Workforce Inc., located in Ontario, Canada.
  • "Cookies" are small files placed on your device that store browsing information and preferences.
  • "Customer Data" means data you upload to the Service, including client information, employee data, geographic boundaries, and optimization results.
  • "Device" means any device that can access the Service, such as a computer, cellphone, or tablet.
  • "Personal Data" is any information that relates to an identified or identifiable individual.
  • "Service Provider" means any third party who processes data on behalf of the Company to facilitate or provide the Service.
  • "Usage Data" refers to data collected automatically from use of the Service, such as page visit duration and feature usage.

2. Information We Collect

2.1 Personal Data

When you use our Service, we may ask you to provide certain personally identifiable information, including:

  • Email address
  • First name and last name
  • Phone number (optional)
  • Company or organization name
  • Job title
  • Billing address and payment information

2.2 Customer Data

To provide workforce optimization services, you may upload operational data including:

  • Client identifiers and service addresses
  • Employee identifiers, work locations, and capacity limits
  • Geographic boundary definitions
  • Service assignment and caseload data

Important: The Service is designed for operational optimization using location and capacity data. It is not intended for processing sensitive personal information. You should not upload protected health information (PHI), government identification numbers, financial account details, or other sensitive PII. We recommend using internal identifiers rather than full names where possible.

2.3 Usage Data

We automatically collect Usage Data when you use the Service, including:

  • Your Device's Internet Protocol (IP) address and general location
  • Browser type and version
  • Pages visited and features used within the Service
  • Time and date of your visit
  • Time spent on pages and interaction patterns
  • Unique device identifiers and diagnostic data

3. Data We Do Not Collect

The Service is an operational optimization tool, not a system of record for personal information. We do not require and you should not submit:

  • Protected health information (PHI) or medical records
  • Government-issued identification numbers (SIN, SSN, passport numbers)
  • Financial account numbers or payment card details
  • Biometric data
  • Sensitive personal information (racial/ethnic origin, religious beliefs, sexual orientation)
  • Criminal history or background check results

If you inadvertently upload data containing such information, please contact us immediately so we can assist with its removal.

4. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service and store certain information. For detailed information, please see our Cookie Policy.

Types of Cookies We Use

Essential Cookies

Required for the Service to function. These authenticate users, prevent fraud, and enable core features. Cannot be disabled.

Preference Cookies

Remember your settings and preferences, such as language and display options.

Analytics Cookies

Help us understand how visitors interact with the Service, allowing us to improve functionality and user experience.

5. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide and maintain the Service: Including processing your optimization jobs, generating reports, and monitoring service performance.
  • To manage your Account: Enable your registration, authenticate your access, and manage your subscription.
  • To perform our contract: Process payments, deliver purchased services, and fulfill our obligations to you.
  • To contact you: Send service updates, security alerts, billing information, and respond to your inquiries.
  • To improve the Service: Analyze usage patterns, identify issues, and develop new features.
  • For business operations: Internal analysis, auditing, and compliance with legal obligations.
  • With your consent: For any other purpose with your explicit permission.

6. How We Share Your Information

We may share your information in the following situations:

  • With Service Providers: We share data with third-party providers who help us operate the Service, including cloud hosting, payment processing, analytics, and customer support tools.
  • For business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your data becomes subject to a different privacy policy.
  • With your organization: If you use the Service through a team account, administrators may access account information and usage data.
  • For legal compliance: When required by law or in response to valid legal requests from public authorities.
  • To protect rights: To protect and defend our rights, prevent wrongdoing, or protect user safety.

We do not sell your Personal Data to third parties.

7. Data Retention

We retain your Personal Data only as long as necessary for the purposes described in this Privacy Policy:

  • Account Data: Retained while your account is active and for a reasonable period afterward to comply with legal obligations.
  • Customer Data: Retained during your subscription. Upon termination, you may request data export within 60 days, after which data is deleted.
  • Usage Data: Generally retained for shorter periods for analytics purposes, unless needed for security or legal compliance.
  • Billing Records: Retained as required by tax and accounting regulations.

8. Data Transfers

Your information may be transferred to and processed on servers located outside your province, state, or country. Our primary data processing occurs in Canada, but we use service providers who may process data in other jurisdictions.

When we transfer data internationally, we implement appropriate safeguards to ensure your information receives adequate protection, including standard contractual clauses and data processing agreements.

9. Data Security

We implement commercially reasonable technical and organizational measures to protect your data, including:

  • Encryption of data in transit and at rest
  • Access controls and authentication requirements
  • Regular security assessments
  • Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

10. Your Privacy Rights

Depending on your location, you may have the following rights regarding your Personal Data:

  • Access: Request a copy of the Personal Data we hold about you.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request deletion of your Personal Data, subject to legal retention requirements.
  • Portability: Request your data in a structured, machine-readable format.
  • Objection: Object to certain processing of your data.
  • Withdrawal of consent: Withdraw consent where processing is based on consent.

To exercise these rights, please contact us at privacy@optimal-workforce.com. We will respond to your request within 30 days.

11. Canadian Privacy Law (PIPEDA)

As a Canadian company, we comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. Under PIPEDA, you have the right to:

  • Know why your Personal Data is being collected
  • Expect your data to be used only for stated purposes
  • Access your Personal Data upon request
  • Challenge the accuracy of your data
  • File a complaint with the Privacy Commissioner of Canada

12. Third-Party Services

We use third-party service providers to help operate and improve the Service. These providers may have access to your data as needed to perform their functions:

Analytics

We use analytics services to understand how users interact with our Service. These services may collect information about your use of the Service and report trends to us without identifying individual users.

Payment Processing

Payment information is processed by third-party payment processors. We do not store complete credit card numbers on our servers.

Cloud Infrastructure

We use cloud service providers to host the Service and store data. These providers maintain their own security certifications and compliance programs.

13. Children's Privacy

Our Service is not directed to anyone under the age of 18. We do not knowingly collect Personal Data from children. If you are a parent or guardian and believe your child has provided us with Personal Data, please contact us. If we discover we have collected data from a child without parental consent, we will take steps to delete that information.

14. Links to Other Websites

Our Service may contain links to websites not operated by us. We have no control over and assume no responsibility for the content or privacy practices of third-party sites. We encourage you to review the privacy policy of every site you visit.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

  • Posting the new Privacy Policy on this page
  • Updating the "Last Updated" date
  • Sending an email notification for significant changes (where required)

We encourage you to review this Privacy Policy periodically. Continued use of the Service after changes become effective constitutes acceptance of the updated policy.

16. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Optimal Workforce Inc.

Email: privacy@optimal-workforce.com

For general inquiries, visit our Contact Page.