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 Manual Mate, our AI-powered technician manual assistant available through Microsoft Teams.

Collected Information 

  • When you use Manual Mate, we may collect the following information:
  • Your name and email address (from Microsoft Teams)
  • Questions and prompts provided via chat (e.g., repair issues, model identifiers)
  • Manual-related inputs and references (e.g., uploaded manuals, selected procedures, parts queries)
  • Usage interactions and commands sent to the Manual Mate bot
  • Session outputs such as retrieved steps, citations, and recommended parts lists
  • Feedback or ratings submitted through the interface

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 technical manuals and your queries to retrieve relevant procedures and parts information
  • Provide step-by-step guidance with citations and highlight applicable cautions or warnings
  • Generate session summaries and enable quick access to recently used procedures
  • Continuously improve the accuracy and performance of Manual Mate
  • Personalize the experience based on equipment models, preferences, and usage patterns

Data Storage and Access 

All manual 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 manual 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, Azure AI services, Azure OpenAI) under your organization’s enterprise agreements and Microsoft’s privacy policies.

Cookies & Analytics

Manual Mate 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