Privacy Policy 

Last updated: September 2025 

This Privacy Policy explains how Optimus Information Inc. (“we”, “our”, or “us”) collects, uses, and protects personal information when you use SOWGen, our AI-powered Statement of Work (SOW) generation assistant available through Microsoft Teams.

Collected Information 

When you use SOWGen, we may collect the following information to provide and improve the service:

  • User Identity Data: Your name, email address, and associated organization details (via Microsoft Teams authentication).
  • Uploaded Documents: Files provided by users (e.g., project briefs, transcripts, proposals, and other reference materials).
  • Extracted Content: Parsed information such as scope, timelines, pricing, assumptions, and deliverables derived from uploaded documents.
  • Template Data: Mapping and usage of predefined SOW templates stored in your organization’s SharePoint environment.
  • Feedback & Edits: Edits, comments, or revision instructions provided in chat to refine generated SOWs.
  • Usage Interactions: Commands, bot interactions, and metadata (e.g., timestamps, project names, or file paths).
  • Export Metadata: File names, versions, and export destinations for generated SOW documents.

We do not collect sensitive personal data such as passwords, payment details, or biometric identifiers.

How We Use Information: 

  • We use collected data to:
    • Analyze uploaded materials to extract project-specific details for SOW generation
    • Populate and format content into the latest Optimus-branded SOW template
    • Support conversational editing, revision tracking, and version management
    • Improve AI accuracy, consistency, and performance over time
    • Provide secure document export to Microsoft SharePoint and Teams environments
    • Ensure service reliability and compliance with organizational data policies

    All usage aligns strictly with the intended business purpose of document generation and collaboration within Microsoft Teams.

Data Storage and Access 

All documents and user data are stored within your organization’s Microsoft 365 environment, including Microsoft Teams and SharePoint.
Optimus Information does not store, duplicate, or transmit your project files outside your tenant unless explicitly configured under a written agreement.

Data access is governed by:

  • Microsoft’s enterprise security and compliance standards
  • Azure Active Directory authentication and permissions
  • Your organization’s existing retention and privacy policies

Data Sharing 

We do not sell, share, or disclose your personal data to third parties.
Your information may be securely processed through Microsoft’s services — such as Azure OpenAI, Microsoft Teams, and SharePoint APIs — under your existing enterprise agreement with Microsoft and subject to their privacy policies.

Cookies and Analytics 

SOWGen may use session-level telemetry and anonymized analytics to track service performance, detect errors, and improve product experience.
No personally identifiable data is collected for analytics purposes unless explicitly authorized by your organization’s admin.

Your Rights 

Under 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 data
  • Withdraw consent for processing at any time

Changes to this Policy 

We may update this Privacy Policy periodically to reflect product improvements or regulatory requirements.
If significant updates occur, users will be notified via Microsoft Teams or email.

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