Do you store the messages I type into the assistant?

Yes, we store it for up to 90 days. We keep the question, the answer and which pages were used to reply, so we can see what visitors ask and improve the site. Identity and payment patterns are removed automatically before anything is stored or sent. After 90 days each record is deleted automatically.

Is the assistant a real person, or software?

Software. It generates each reply from content published on this website. It is not a member of our team and has no access to your account, orders or files. We do not use what you type to train any model. If you would rather speak to a person, use /contact/ or WhatsApp.

Can you delete my conversation with the assistant if I ask?

Not individually, because the records contain nothing identifying you — no name, no IP address, no session identifier — so there is no way for us to tell which conversation was yours. Every record is deleted automatically within 90 days. If you left your name and email through the assistant, that enquiry is identifiable and we can delete it on request.

Who can see what I type into the assistant?

Our team, and Google, which processes the message to generate the reply. Nobody else, and the records are not published, sold or shared. Because a chat window is an easy place to paste something by accident, please do not enter passwords, card numbers or identity documents. We remove what we can detect, but pattern matching is not perfect.

Does the assistant know who I am?

No. There is no sign-in, your IP address is not stored with the conversation, and nothing carries over between visits — each conversation begins with no knowledge of any previous one. The only way we learn who you are is if you choose to tell us by leaving your contact details.

How do I make a complaint about how you handled my data?

Contact our Grievance Officer, Mr. Muhammed Mifthad, at privacy@optifitechnologies.com or +91 98955 44492. We acknowledge every grievance within 48 hours and resolve it within 30 days. If you remain unsatisfied, you may complain to the Data Protection Board of India.

How do I get a copy of my data, or ask you to delete it?

Email privacy@optifitechnologies.com and tell us what you need. You can ask for a copy of the personal data we hold, ask us to correct it, or ask us to delete it where no law requires us to keep it. We respond within 30 days.

Privacy Policy – OptiFi Technologies LLP

Effective Date: 01/01/2024 · Last Updated: 18/08/2026

We respect your privacy and are committed to protecting your personal data. This policy explains how we collect, use, and safeguard your information.

OptiFi Technologies LLP respects your privacy and is committed to protecting your personal data. This policy explains what we collect, why, how long we keep it, and the rights you have. It applies to both of our websites and to enquiries made through either.

1. Who We Are

This website is operated by OptiFi Technologies LLP, a limited liability partnership incorporated in India under the Limited Liability Partnership Act, 2008, with its registered office at Peringathur, Kannur, Kerala 670675, India.

We operate optifitechnologies.com and optifi360.org. This policy applies to both.

General enquiries — info@optifitechnologies.com · +91 98955 44492
Privacy and data protection — privacy@optifitechnologies.com
Grievances — See section 11, Grievance Officer

2. Information We Collect

Information you give us:

Name, email address, telephone number and company name
The content of your enquiry, and anything you type into the website assistant
Billing details and GST registration details, where we contract with you

Information collected automatically, only after you accept analytics cookies:

IP address, browser and device type
Pages visited and the page that referred you

We do not collect passwords, payment card numbers or government identity numbers through this website. Our payment gateway handles card details directly and we never see or store them.

3. Why We Process It, and On What Basis

Answering your enquiry and quoting for work — Your consent, given when you submit the form.
Delivering services and issuing invoices — Performance of our contract with you.
Statutory books, returns and tax records — Legal obligation under the LLP Act 2008, the CGST Act and the Income-tax Act.
Understanding how the website is used — Your consent, given through the cookie banner and withdrawable at any time.
Answering questions through the website assistant — Your consent, given by choosing to use it.

Providing information is voluntary. You may contact us by telephone or WhatsApp instead of using any form on this website.

4. Consent and How to Withdraw It

Where we rely on your consent you may withdraw it at any time by emailing privacy@optifitechnologies.com, or by changing your cookie choices. Withdrawing consent does not affect processing carried out before you withdrew it, and does not affect records we are required by law to keep.

5. Cookies

We use cookies necessary for the website to function and, only with your consent, analytics cookies that tell us how the site is used. We do not use advertising or cross-site tracking cookies. You can accept or decline analytics cookies when you first visit, change that choice through your browser at any time, and delete cookies already stored. Declining does not affect how the website works.

We also display a review certificate supplied by Trustindex, which verifies our Google review rating. It loads from Trustindex's servers and may set cookies of its own. It is not an analytics cookie and declining analytics does not remove it; if you would rather it did not load, your browser's content-blocking settings will prevent it.

6. Data Security

We follow reasonable security practices and procedures as required by section 43A of the Information Technology Act, 2000 and the rules made under it:

Encryption in transit (TLS) across both websites
Access limited to team members who need it for their work
Infrastructure hosted with established providers, with access controls and logging
Periodic review of who holds access

No method of transmission or storage is completely secure, and we do not claim otherwise.

7. Website Assistant

Our website offers an assistant that answers questions using content published on this site. When you send it a message:

Your message, and the recent messages in that conversation, are sent to a third-party AI provider (Google), which generates the reply on our behalf.
Before your message is sent, we automatically remove patterns that look like identity or payment data — for example Aadhaar, PAN, GSTIN, Emirates ID, card numbers and telephone numbers. This is automated pattern matching and cannot be guaranteed to catch everything, so please do not enter passwords, card numbers or identity documents into the assistant.
We keep a record of questions and answers for up to 90 days, along with which pages were used to answer them, so we can understand what visitors ask and improve the site.
Those records do not identify you. We do not store your IP address, browser or any identifier alongside them, and we cannot link a conversation to a person or reconstruct one visitor's session. Your IP address is used momentarily to limit automated abuse and is not retained.
If you choose to leave your contact details through the assistant, that submission is handled in the same way as our contact form.

The assistant is provided for information only. It does not give prices, quotations or delivery commitments, and its answers are not a substitute for speaking to our team.

8. Sharing of Data

We share personal data only with:

Service providers who host our websites, deliver our email, process payments, provide the website assistant, and supply the review certificate displayed on our website — each processing on our instructions and under contract
Professional advisers, such as accountants and auditors, where required
Authorities, where we are required to disclose by law or by order of a court or competent authority

We do not sell, rent or trade personal data. Sharing information with a service provider so that it can perform a service for us is not a sale, and those providers may not use your data for their own purposes.

9. Where Your Information Is Processed

OptiFi Technologies LLP is established in India and your information is processed in India by our team. Some service providers process data outside India:

Website hosting, email and file storage — Amazon Web Services, in the Mumbai (ap-south-1) region, with static content delivered through a global content delivery network
Website assistant replies — Google
Review certificate — Trustindex, which processes the page address the certificate is displayed on
Payment processing — our payment gateway, in India

Under the Digital Personal Data Protection Act, 2023, transfer of personal data outside India is permitted except to territories restricted by notification of the Central Government. We contract with each provider on terms requiring them to protect your data and to process it only on our instructions.

10. How Long We Keep Information

Enquiries that do not become customers — 24 months from last contact.
Customer records and correspondence — For the duration of the relationship, then 8 years, as required for books of account under the LLP Act, 2008.
Invoices, accounting and GST records — 8 years. This covers the longest applicable period — 8 years under the LLP Act, 72 months under the CGST Act and 6 years under the Income-tax Act.
Website assistant conversations — 90 days, then deleted automatically.
Analytics data — 14 months.
Server and security logs — 12 months.

We do not keep personal data indefinitely by default.

11. Grievance Officer

In accordance with the Digital Personal Data Protection Act, 2023, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 and the Consumer Protection (E-Commerce) Rules, 2020, you may contact our Grievance Officer:

Name — Mr. Muhammed Mifthad, Grievance Officer
Email — privacy@optifitechnologies.com
Telephone — +91 98955 44492
Address — Grievance Officer, OptiFi Technologies LLP, Peringathur, Kannur, Kerala 670675, India

We acknowledge every grievance within 48 hours of receipt and resolve it within 30 days.

12. Your Rights

You may:

Access the personal data we hold about you, and a summary of how it is processed and with whom it has been shared
Correct anything inaccurate, complete anything incomplete and update anything out of date
Erase your data, where we no longer need it for the purpose it was collected for and no law requires us to keep it
Withdraw consent at any time, where consent was the basis for processing
Nominate another individual to exercise these rights on your behalf in the event of your death or incapacity
Complain — first to our Grievance Officer, and if you remain unsatisfied, to the Data Protection Board of India

Email privacy@optifitechnologies.com. We respond within 30 days.

One limitation, stated plainly: website assistant conversations are stored without any identifier, so we cannot determine which conversation was yours and cannot delete an individual one on request. All such records are deleted automatically within 90 days. If you left contact details through the assistant, that enquiry is identifiable and can be deleted on request.

13. Children

Our services are provided to businesses and institutions. This website is not directed at children and we do not knowingly collect personal data from anyone under 18. We do not undertake tracking, behavioural monitoring or targeted advertising directed at children, and we do not process a child's personal data without verifiable parental consent.

Where we deliver services to a school or educational institution, personal data relating to students is processed on that institution's instructions and under our agreement with it. If you believe a child has given us personal data, email privacy@optifitechnologies.com and we will delete it.

14. Automated Decision-Making

We do not make decisions about you by automated means and we do not profile you. The website assistant generates text automatically, but it decides nothing about you, sets no prices and accepts or refuses no business. Every quotation and engagement decision is made by a person.

15. If Something Goes Wrong

If a personal data breach occurs, we will notify the Data Protection Board of India and every affected individual, in the form and within the time required by the Digital Personal Data Protection Act, 2023 and the rules made under it.

16. Third-party Links

This website links to third-party websites we do not control. We are not responsible for their content or privacy practices, and we encourage you to read their policies.

17. Common Questions

Short answers to the questions we are asked most often about this policy and about the website assistant.

Do you store the messages I type into the assistant? — Yes, we store it for up to 90 days. We keep the question, the answer and which pages were used to reply, so we can see what visitors ask and improve the site. Identity and payment patterns are removed automatically before anything is stored or sent. After 90 days each record is deleted automatically.
Is the assistant a real person, or software? — Software. It generates each reply from content published on this website. It is not a member of our team and has no access to your account, orders or files. We do not use what you type to train any model. If you would rather speak to a person, use /contact/ or WhatsApp.
Can you delete my conversation with the assistant if I ask? — Not individually, because the records contain nothing identifying you — no name, no IP address, no session identifier — so there is no way for us to tell which conversation was yours. Every record is deleted automatically within 90 days. If you left your name and email through the assistant, that enquiry is identifiable and we can delete it on request.
Who can see what I type into the assistant? — Our team, and Google, which processes the message to generate the reply. Nobody else, and the records are not published, sold or shared. Because a chat window is an easy place to paste something by accident, please do not enter passwords, card numbers or identity documents. We remove what we can detect, but pattern matching is not perfect.
Does the assistant know who I am? — No. There is no sign-in, your IP address is not stored with the conversation, and nothing carries over between visits — each conversation begins with no knowledge of any previous one. The only way we learn who you are is if you choose to tell us by leaving your contact details.
How do I make a complaint about how you handled my data? — Contact our Grievance Officer, Mr. Muhammed Mifthad, at privacy@optifitechnologies.com or +91 98955 44492. We acknowledge every grievance within 48 hours and resolve it within 30 days. If you remain unsatisfied, you may complain to the Data Protection Board of India.
How do I get a copy of my data, or ask you to delete it? — Email privacy@optifitechnologies.com and tell us what you need. You can ask for a copy of the personal data we hold, ask us to correct it, or ask us to delete it where no law requires us to keep it. We respond within 30 days.

18. Changes to This Policy

We review this policy periodically. The “last updated” date above always reflects the current version. Where a change materially affects how we handle your personal data we will publish notice on this website before it takes effect, and where we hold your contact details and the change requires it, we will tell you directly.

Contact: privacy@optifitechnologies.com