This policy explains how Optimus Land Solutions ("we", "us") collects, uses, discloses, and protects personal information through the Ultra Overview application (the "Service"). Privacy questions, access requests, and complaints can be sent to our privacy contact at info@optimuslandsolutions.ca.
The Service is a business tool for contractors. Our customers may enter information about their own clients, employees, subcontractors, suppliers, projects, invoices, septic drawings, and related job records. If you upload or enter information about another person or business, you are responsible for having the authority and consent required to do so.
By creating an account, using the Service, or submitting information, you consent to the collection, use, and disclosure described in this policy. You may withdraw consent where permitted by law, but some information is required to provide the Service, maintain security, process billing, or meet legal obligations. You can choose not to upload documents for AI analysis.
When you choose to analyze an uploaded design or document, the file, extracted text, or page images may be sent to our AI processor (OpenAI) and related document-processing providers to extract information such as system type, dimensions, materials, and notes. Do not upload information you are not authorized to share. Outputs are estimates and must be reviewed by a qualified person before reliance (see our Terms).
| Provider | Purpose | Data shared |
|---|---|---|
| OpenAI | Drawing/document analysis | Uploaded document content / extracted text & images |
| Stripe | Payments & subscriptions | Billing details, subscription metadata |
| Amazon Web Services | Hosting, email (SES), document text extraction (Textract) | Application data; receipt/form documents |
| Address autocomplete | Partial address text you type |
We share personal information with these providers only as needed to run the Service, secure it, process billing, and deliver requested functionality. We do not sell personal information.
We use cookies and similar session technologies to keep users signed in, remember account preferences, protect against misuse, and operate the Service. Blocking cookies may prevent the Service from working properly.
Some providers process data in the United States or other countries. Where information is transferred outside Canada, it may be subject to the laws of those jurisdictions. By using the Service you acknowledge these transfers.
We keep personal information for as long as your account is active and as needed to provide the Service. After account closure, we retain information only as long as reasonably needed for backups, legal, tax, audit, fraud-prevention, billing, dispute-resolution, or legitimate business purposes, after which it is deleted or anonymized where practical.
We use administrative, technical, and organizational safeguards such as encrypted connections where configured, hashed passwords, access controls, tenant isolation, backups, and monitoring. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security.
Subject to applicable law (including PIPEDA), you may request access to, correction of, or deletion of your personal information, ask questions about our privacy practices, withdraw consent where permitted, and close your account. Contact info@optimuslandsolutions.ca. You also have the right to make a complaint to the Office of the Privacy Commissioner of Canada.
We may send transactional emails about your account, security, billing, quotes, invoices, or Service changes. If we send marketing communications, we will do so in accordance with Canada's Anti-Spam Legislation, including required consent, sender identification, and unsubscribe mechanisms where applicable.
The Service is intended for business use by adults and is not directed to children.
We may update this policy; material changes will be posted here with a new "Last updated" date.
Privacy questions: info@optimuslandsolutions.ca.