Privacy Policy

1. Who we are

This policy is issued by the operator of Optimize Desk ("we", "us"). You can reach us at hello@optimizedesk.com with any question about your data.

2. The text-us form

Through the call form on this site, we collect your name, your work email, your phone number and, if you add them, the roles that keep your payroll busiest and the size band of your company. We use them only to call you back and arrange the call. They are deleted after 90 days if you do not become a client.

3. The free role check

If you use the free check, we store the role title, the main tasks in your words, your work email and your country. We use them to produce one result, the automate, augment or human split for that role with the pay anchor from official statistics, and to email it to you. The result is written by an AI, and the email says so. It is the public method applied to your words, not advice and not a quote. We never ask for the name or any data of the person who holds the role, and the check never scores an individual. One check per email address. The check and its result are kept for up to twelve months so we can answer questions about it, unless you ask us to delete them sooner.

4. If you become a client

We additionally collect what the scan, the pilot and the run require: job descriptions, calendars and system exports at role level, the messages you send us, the content of the accounts you explicitly connect (such as a phone line, an inbox, a chat tool or an accounting system), and a log of every action an AI role takes on your behalf. Data about individual employees is not requested. Where an export contains names, we ask you to pseudonymise it first, and we process it only at role level.

5. Why we collect it

We use Google Analytics to count visits and see which pages and buttons are used. Google sets cookies for this and processes the data under its own terms. You can block it with a browser setting or an ad blocker and the site works the same.

If you arrive from a Google ad, the same Google tag also counts whether you sent us a form, so we can see which ads work. No form contents reach Google.

To reply to your message and arrange the call, to deliver the free check, to deliver the scan, the pilot and the monthly run, to keep the action log and the exception queue that our security practices require, and to respond when you contact us. This site sets no cookies and loads nothing from third parties. Page views and anonymous usage events (such as a form sent or a question opened) are recorded on our own servers with a session id that lives only in your browser tab, together with the referring page and the campaign parameters in the address.

6. Legal basis

We process form and check data on the basis of our legitimate interest in responding to it, and client data on the basis of performing the contract. Where we ask you to connect an account, we rely on your explicit, revocable consent.

7. Retention

Call form data is deleted after 90 days if you do not become a client. Free check data is kept for up to twelve months. Client data is kept for the life of the engagement. On cancellation, it is deleted and the deletion is confirmed to you in writing.

8. Sharing

Your data is never used to train AI models and is never shared with other clients. We share the minimum necessary with parties bound by confidentiality obligations who help us provide the service, such as the cloud and email providers that run the site, the forms and the AI roles.

9. Where your data lives

Processing runs in the EU, in Frankfurt and Ireland.

10. Your rights

Depending on where you live, you may have the right to access, correct, delete or export your data, to object to or restrict certain processing, and to complain to your local data protection authority. To exercise any of these rights, write to hello@optimizedesk.com.

11. Changes to this policy

If we make a material change to this policy, we will let existing clients know before it takes effect.