Privacy Policy 

Last updated: September 2025 

This Privacy Policy explains how Optimus Information Inc. (“we”, “our”, or “us”) collects and uses personal information when you use AutoRFP, our AI-powered RFP response assistant available through Microsoft Teams.

Collected Information 

When you use AutoRFP, we may collect the following information:

  • Your name and email address (from Microsoft Teams)
  • RFP documents and inputs provided via chat or upload (e.g., requirements, questions, instructions)
  • Extracted response formats and section structures (e.g., headings, ordering, metadata)
  • Draft content, approvals, edits, and feedback submitted through the interface
  • Usage interactions and commands sent to the AutoRFP bot
  • Export and file operation metadata (e.g., file names, timestamps, destinations)

We do not collect sensitive personal information such as passwords, financial data, or biometric identifiers.

How We Use Information: 

We use this data to:

  • Analyze RFPs and detect the required response format
  • Generate per-section drafts and enable approvals, edits, and regenerations
  • Assemble approved content and export a submission-ready Word (.docx) file
  • Maintain security, reliability, and performance of the service
  • Continuously improve the accuracy and responsiveness of AutoRFP
  • Personalize the experience based on team preferences and usage patterns

Data Storage and Access 

All RFP and user data is stored within your organization’s Microsoft 365 environment and governed by your existing enterprise security and compliance policies. Optimus does not retain or replicate your RFP data outside your tenant unless explicitly configured and agreed upon.

Data Sharing

We do not sell or share your personal data with third parties. Your data may be processed through secure Microsoft services (e.g., Azure, Microsoft Teams, Azure OpenAI) under your organization’s enterprise agreements and Microsoft’s privacy policies.

Cookies & Analytics

AutoRFP may use session-level telemetry or anonymized event tracking to understand feature usage and improve product performance. No personally identifiable information is collected for analytics purposes unless explicitly authorized.

Changes to this Policy 

We may update this Privacy Policy periodically. If significant changes are made, we will notify users via Microsoft Teams or email.

Your Rights

In accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

  • Request access to your personal information
  • Request corrections or deletion of your information
  • Withdraw consent for data processing at any time

To exercise these rights, contact us at info@optimusinfo.com.

Contacting Us

If there are any questions regarding this privacy policy you may contact us using the information below.

optimusinfo.com

510-900 Howe St

Vancouver, BC V6Z 2M4

Canada

info@optimusinfo.com

604-736-4600