For your convenience, we have provided a translation of this page below. This translation is for informational purposes only, and the official and definitive version of this page is the Portuguese version. If you have any questions, please contact the Optimal team through our Contact page.

Last Updated: 09/27/2022

Privacy Policy

By filling out our forms and/or interacting with us through our website, you entrust us with your personal data, the protection of which is a fundamental right of Brazilian citizens under the Federal Constitution and the General Data Protection Law – LGPD (Law 13,709/2018). We, in turn, are committed to safeguarding this information and ensuring you have full awareness of and control over how it will be used while under our responsibility.

With that in mind, we have adopted this Privacy Policy, which aims to:

  1. formalize, record, and publicize the processes, rules, and best practices adopted by Optimal to safeguard the privacy, intimacy, and informational self-determination of our employees, clients, and partners;
  2. promote transparency regarding how Optimal processes personal data.

Through this Privacy Policy, therefore, you will learn:

  1. the personal data that will be collected from your interaction with our website and products;
  2. the purpose of this collection;
  3. your rights as the owner of the data collected, as provided under the LGPD;your rights as the data subject of collected data, as provided by the LGPD;
  4. the means by which you may contact us to exercise these rights.

We therefore ask that you read this document carefully to the end and contact us through the following channel if you have any questions or requests: [email protected].

1. Who are we and what do we do?

At Optimal, we offer B2B solutions so our clients can make faster and more accurate decisions, driven by more scalable and standardized processes. For this, we create integrated software and services for different stages of the production chain of businesses operating in animal and human nutrition, so they can reduce production costs and increase product quality. To try, contract, and/or operate these software and services, some users' personal data is required, which justifies the adoption of this Privacy Policy.

2. What data do we collect?

2.1. Data of software users

To try, contract, and/or operate our software and services, some users' personal data will be requested through forms available on our website and/or within the software itself. They are:

2.2. Third-party data entered into software by the user

Considering that the solutions we create are B2B in nature and serve to optimize our clients' production chain, users of our software and services may enter third-party information in our database. In this case, responsibility for processing such information lies with the user who entered it (and, where applicable, the legal entity represented by them), as controller, while we act as processor.

Third-party information eventually entered by users into our software will correspond to general supplier and client data, such as full name of the company representatives, email, phone number, corporate address, and official identification documents of the company and its representatives.

3. What is the purpose of data collection?

We use the information you entrust to us for the following purposes:

3.a. Offer our software and services

Based on data collected through the registration form on our website, we will contact you directly to obtain more information about your business and needs, so we can prepare technical and commercial proposals for service delivery and software licensing aligned with your expectations.

3.b. Formalize contracting and billing of software and services

If you wish to contract our services and software, we will prepare the respective private agreement based on data collected through the registration form available on our website, also using the legal entity data of the contracting party and any banking data provided by you for charging the corresponding price.

3.c. Provide our services

If we are contracted by you, we will use the personal data we collect to:

  1. grant users access to the functionalities of our software and services;
  2. offer educational material, such as courses, guides, infographics, spreadsheets, handouts, webinars, e-books, and others;
  3. send communications, security alerts, updates;
  4. present other software and services and perform marketing operations;
  5. improve user experience by operating, protecting, testing functionality, maintaining, and continuously improving software and services;
  6. maintain the security and integrity of our services and software, prevent fraud, investigate legal, regulatory, and contractual violations, within applicable legal limits;
  7. conduct development research;
  8. storage and backups;
  9. consult and edit records, access the user's account to perform requested changes, and provide assistance in using functionalities;
  10. register/change user payment methods, review and manage the user's financial status, transfer subscription ownership, process refunds and/or charges, and issue tax invoices.

3.d. Satisfaction surveys and request processing

We may also use collected personal data for opinion and satisfaction surveys related to our software. Users may also entrust us with information and personal data to register suggestions, complaints, and resolve questions through our support channels before, during, or after using the software. In this case, we will use the data entrusted to us for proper internal processing of these requests.

3.e. Provide support and solve issues

If you request our technical support and/or assistance to operate our software, it will be necessary to share with our team temporary, authorized remote access to the respective hardware where the programs are installed. In this case, our team may have occasional access to information that may be sensitive to you and your clients. However, this data is not stored in our databases, nor accessible to our team after the support/technical assistance service has ended.

In this context, it is important for you to know that our employees, partners, agents, and representatives in any capacity are bound by duties of secrecy and confidentiality, as well as all other obligations assumed by Optimal toward its clients in this Privacy Policy, under penalty of various sanctions. All this is intended to ensure our clients and users that their data and information will remain secure and confidential, even when sharing them with us is necessary.

3.f. Other situations, duly informed and authorized

We will request your authorization before using your data for purposes not specified in this Privacy Policy.

4. What resources do we use to protect your data?

The data operator responsible for storing and safeguarding your information is Microsoft Azure datacenter (https://azure.microsoft.com), a cloud platform subject to the world's strictest security and compliance standards, such as ISO 27001, ISO 27018, SOC 1, SOC 2, SOC3, FedRAMP, HITRUST, MTCS, IRAP, and ENS.

This means Azure is also responsible for processing the data and information you entrust to Optimal and is subject to our country's privacy laws. In addition, we use various technologies to process your data, such as:

With this, we protect you and Optimal - as much as possible - from unauthorized access, alteration, disclosure, destruction, and other incidents involving the data we collect and store.

Even so, it is important for you to know that no security system is infallible. Some situations are beyond the control of even the most sophisticated security systems, such as Azure datacenter. Due to the very nature of internet services, the risk of data incidents exists, although small, and is unavoidable. In this scenario, our approach is to invest in the best systems and technologies to mitigate and control this risk, making our services reliable.

5. Storage and disposal of personal data

Data entrusted to Optimal will be stored for the period necessary to fulfill the purpose for which it was collected, as described below:

  1. if for compliance with a legal or regulatory obligation, for the period indicated in the applicable rule;
  2. if for contract performance, until the objectives of the respective contractual relationship are achieved; and
  3. if based on legitimate interest, which will always be preceded by a privacy impact assessment and carried out within the limits of the purpose that justifies it, until such interest ceases.

Optimal will permanently delete all personal data of users related to the client, as well as any client information itself, after termination of the respective contract for any reason, except when storage of such personal data and information is necessary to comply with a legal or regulatory obligation, under Article 16 of the General Data Protection Law, in which case the data subject will be informed.

6. Data subject rights

You have decision-making power and choice regarding the data we collect and how it is used. To exercise it, contact us at any time through our communication channel: [email protected].

It is important for you to know that the General Data Protection Law - LGPD (Law 13,709/2018) defines as protected personal data any information related to an identified or identifiable natural person [1]. Based on this definition, the Law - in summary - guarantees the personal data subject the right to privacy and informational self-determination.

This means that whoever collects your personal data must keep it confidential and use it exclusively for the purpose for which it was collected, while maintaining transparency and ensuring you full control and oversight over the path of the data in the collector's systems, databases, and records, from entry to exit, including circulation, sharing, and storage of this information.

To this end, the Law establishes that the personal data subject - upon request at any time [2] - has the right to:

  1. entrust or not entrust your data to Optimal;
  2. obtain confirmation about the processing of your data;
  3. update, correct, anonymize, and request access to your data;
  4. restrict or object to the processing of your data;
  5. export your data to another service;
  6. delete your data.

To facilitate the exercise of these rights, Optimal provides the following communication channel, exclusively for this purpose: [email protected].

7. Data subject responsibilities

Without prejudice to the other obligations set out in this Privacy Policy, to make the best use of Optimal's software and services, you must also be committed to the security of your data by adopting the following practices:

  1. ensure exclusive access to software (login and password), and do not disclose your login and/or password to third parties;
  2. provide Optimal with credit card information and/or passwords of any nature exclusively through forms available on our website;
  3. notify us of any suspicion or confirmation of incidents involving your personal data and/or violation of the Privacy Policy, including unauthorized access to your account, suspicious activity, etc., through the channels informed in the preamble of this Privacy Policy;
  4. consult us through the channels informed in the preamble of this Privacy Policy whenever you receive information or notices about promotions, campaigns, and surveys sent by email, to verify their authenticity;
  5. provide truthful, honest, and complete information, being responsible for any incorrect or false information;
  6. be responsible for all third-party data (e.g., personal data of your clients, accountant, supplier, service provider, etc.);
  7. notify us of any change in the data entrusted to us, since the information provided by you will be considered by us as correct, authentic, and sufficient for compliance with this Privacy Policy.

For security reasons, we reserve the right to suspend or cancel the user's account in case of suspicion or non-compliance with this Privacy Policy, without prejudice to any other judicial and administrative measures that may be necessary to compensate possible damages.

8. Does Optimal share my data with third parties?

We do not share with anyone information that can personally identify you, except in the cases described below:

8.a. With your authorization

Optimal may eventually express interest in sharing your personal data with third parties for a specific purpose. In this case, before sharing, we will contact you to clarify your questions and, if it seems appropriate to you, collect your written consent for this.

If, even after our contact, you do not feel comfortable consenting to sharing, that is fine. Optimal will keep your personal data confidential, without sharing it with anyone and without this decision causing you any consequence.

8.b. For legal reasons

Optimal may eventually be subpoenaed by court order, or by act of an administrative authority, to disclose and/or share your personal data, in which case we will be obliged to do so if we believe, in good faith, that access, use, retention, or disclosure of information is reasonably necessary to:

If Optimal undergoes a merger, acquisition, incorporation, or sale of assets, we will continue to guarantee the confidentiality of your personal information and we will notify you before it is transferred or made subject to a Privacy Policy different from this one.

Optimal may also process personal data of users and personal data of third parties entered by users in our software to comply with legal and/or regulatory obligations, sharing personal data with public authorities. Some non-exhaustive examples of this type of processing are:

  1. issuance of tax invoices, sharing with the Federal Revenue Service: name, CPF, corporate address, phone, and email;
  2. completion of books of received services and provided services, tax integration, DAS completion - sharing with the Federal Revenue Service: CPF eventually informed in the tax invoice;
  3. Accreditation with the Federal Revenue Service - name and CPF of the partner of the contracting business owner;
  4. Issuance of income statements, trial balances, ledger, journal, or fixed-asset reports - sharing with the Federal Revenue Service - name;
  5. Completion of SEFIP, GRRF, CAGED, DIRF, RAIS, and other labor obligations - sharing with the Ministry of Labor and Employment.

Additionally, personal data may eventually be processed:

  1. for internal and external audits, and for validation of information security matters, seeking, as far as possible, confidentiality and anonymization of such data;
  2. to meet legal requests from public authorities.

8.c. With suppliers, partners, and service providers

For proper provision of its services, Optimal may share user data with its service providers, who operate in various processes, such as:

  1. cloud information storage;
  2. verification of user identity, for fraud prevention and credit risk assessment;
  3. verification of information against public databases;
  4. research, development, and maintenance of applications;
  5. provision of Optimal services through third-party platforms and software tools (for example, through API integrations);
  6. marketing promotion, including social media advertising services, lead prospecting, and data analysis;
  7. accounting, legal, administrative, and process and people management consulting and advisory services;
  8. processing and ensuring payment security.

Optimal's service providers have limited access to user data to perform specific tasks and are contractually and legally required to observe the guarantees assumed by Optimal in this Privacy Policy toward data subjects.

9. Data Protection Officer

We have appointed a member of our team to handle requests related to personal data, in order to facilitate our interaction with you whenever the subject is your management and control over the information entrusted to us by clients. Through the channel described in the preamble of this Privacy Policy (reproduced below), you may therefore contact Ricardo Prado Amaral, who is our officer responsible for compliance with this Privacy Policy, whenever you wish to exercise your rights, request information, and/or leave your criticism and suggestions exclusively related to how Optimal processes your personal data: [email protected].

The main duties of the officer are:

  1. manage and monitor implementation of our Privacy Policy;
  2. develop, maintain, and propose improvements to the Privacy Policy and related processes;
  3. supervise compliance with the provisions of the Privacy Policy;
  4. monitor Optimal's level of compliance with the Privacy Policy;
  5. mediate the relationship of data subjects and the ANPD with Optimal;
  6. receive and address data subject demands and requests, and
  7. prepare Personal Data Protection Impact Reports, with assessment and review of activity risks.

10. Any updates to this Privacy Policy will not affect your rights

This Privacy Policy applies to all software and services offered by Optimal and may be periodically changed at our sole discretion. However, we guarantee that any such changes will not reduce your rights without your express written consent. We will always indicate change dates on our website and permanently make old versions of this Privacy Policy available. If changes are significant, we will highlight a notice on our website and send notification by email, all to ensure publicity and visibility of such changes.

Count on us to clarify any doubts about this Privacy Policy.

Sincerely,

Optimal Tecnologias



[1] LGPD, art. 5, I.

[2] LGPD, art. 18 The personal data subject has the right to obtain from the controller, regarding the subject's data processed by it, at any time and upon request: I - confirmation of the existence of processing; II - access to data; III - correction of incomplete, inaccurate, or outdated data; IV - anonymization, blocking, or deletion of unnecessary, excessive, or non-compliant data processed in violation of this Law; V - portability of data to another service or product provider, upon express request, in accordance with national authority regulation, observing commercial and industrial secrets; VI - deletion of personal data processed with the subject's consent, except in the cases provided for in art. 16 of this Law; VII - information about public and private entities with which the controller has shared data; VIII - information about the possibility of not providing consent and the consequences of refusal; IX - revocation of consent, under the terms of paragraph 5 of art. 8 of this Law.