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Privacy Policy

Effective Date: January 1, 2025

At TheOptimal, we are committed to protecting your privacy and ensuring the security of your data. This Privacy Policy explains how we collect, use, share, and protect information when you use our industrial optimization platform.

1. Information We Collect

1.1 Account Information

When you register for TheOptimal, we collect:

  • Name and email address
  • Company name and role
  • Password (stored securely using industry-standard encryption)
  • Contact preferences

1.2 Performance Data

To provide optimization services, we process:

  • Machine performance maps and specifications
  • Operating parameters and duty points
  • Efficiency data and curve sets
  • Scenario configurations

1.3 Usage Information

We automatically collect:

  • Access logs and timestamps
  • Feature usage patterns
  • Browser and device information
  • IP addresses

1.4 Communication Data

When you contact us:

  • Email correspondence
  • Support tickets
  • Feedback and survey responses

2. How We Use Your Information

2.1 Service Delivery

  • Process and analyze your performance data
  • Run optimization algorithms and generate recommendations (Platform Outputs are derived from User-uploaded and Supplier-provided data using mathematical models; see our Terms of Service Section 10 for limitations)
  • Enable supplier ecosystem connections
  • Provide customer support

2.2 Service Improvement

  • Develop and enhance our algorithms
  • Improve platform features and user experience
  • Conduct research and analytics
  • Train machine learning models (using anonymized data only)

2.3 Communications

  • Send service notifications and updates
  • Provide product announcements (with your consent)
  • Respond to inquiries and support requests

2.4 Legal and Security

  • Comply with legal obligations
  • Protect against fraud and abuse
  • Enforce our Terms of Service

3. Data Sharing

3.1 With Your Consent

We may share your information when you explicitly authorize us, such as:

  • Connecting with suppliers in our ecosystem
  • Quote requests for equipment procurement
  • Third-party integrations you enable

3.2 Service Providers

We work with trusted service providers who assist in:

  • Cloud infrastructure and hosting
  • Email delivery
  • Payment processing
  • Analytics

These providers are contractually obligated to protect your data.

3.3 Legal Requirements

We may disclose information when required by:

  • Law, regulation, or legal process
  • Government requests with proper authority
  • Protection of rights, property, or safety

3.4 Business Transfers

In the event of a merger, acquisition, or sale, your information may be transferred as part of the business assets.

4. Data Security

4.1 Technical Measures

We implement robust security measures:

  • Encryption in transit (TLS) and at rest
  • Secure data centers with physical controls
  • Regular security audits and penetration testing
  • Access controls and authentication

4.2 Organizational Measures

  • Employee security training
  • Limited access on a need-to-know basis
  • Incident response procedures
  • Vendor security assessments

4.3 Your Role

You are responsible for:

  • Maintaining secure account credentials
  • Reporting suspected security incidents
  • Ensuring authorized access within your organization

5. Data Retention

5.1 Active Accounts

We retain your data for as long as your account is active and as needed to provide services.

5.2 After Termination

Upon account termination:

  • You may request data export before closure
  • We delete personal data within 90 days
  • Anonymized analytical data may be retained
  • Legal compliance data retained as required

5.3 Backup Copies

Backup copies are retained according to our data recovery policies and are deleted according to standard rotation schedules.

6. Your Rights

6.1 Access and Portability

You may:

  • Access your personal data through your account
  • Request a copy of your data in a portable format
  • View and manage your performance data

6.2 Correction and Deletion

You may:

  • Update your account information at any time
  • Request correction of inaccurate data
  • Request deletion of your personal data

6.3 Consent Withdrawal

You may:

  • Opt out of marketing communications
  • Disable certain data collection features
  • Withdraw consent where applicable

6.4 Complaints

You have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or your local supervisory authority.

7. International Data Transfers

7.1 Location

Your data is primarily processed in the European Union.

7.2 Transfers Outside EU

When data is transferred outside the EU, we ensure appropriate safeguards:

  • Standard Contractual Clauses
  • Adequacy decisions
  • Other lawful transfer mechanisms

8. Cookies and Tracking

8.1 Essential Cookies

Required for platform functionality:

  • Session management
  • Security tokens
  • User preferences

8.2 Analytics Cookies

Used to understand usage patterns (with consent):

  • Page views and navigation
  • Feature engagement
  • Performance metrics

8.3 Managing Cookies

You can control cookies through:

  • Browser settings
  • Our cookie preferences panel
  • Do Not Track signals

9. Third-Party Links

Our platform may contain links to third-party websites. We are not responsible for the privacy practices of these sites. Please review their privacy policies.

10. Children's Privacy

TheOptimal is not intended for users under 16 years of age. We do not knowingly collect information from children.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via:

  • Email notification
  • Platform notification
  • Posted notice on our website

12. Contact Us

For questions, concerns, or requests regarding this Privacy Policy, contact us:

TheOptimal B.V.
Data Protection Officer
Eindhoven, Netherlands

Email: privacy@theoptimal.nl
General Inquiries: info@theoptimal.nl

13. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation, we process your data based on:

  • Contract Performance: Processing necessary to provide our services
  • Legitimate Interests: Improving services, security, and business operations
  • Legal Obligation: Compliance with applicable laws
  • Consent: For optional features and marketing communications

Last Updated: February 2026