Privacy Policy

1. Introduction

Welcome to OptiLM ("we," "our," or "us"), operated by Mattia Campione, creator and operator of the Optifusion / OptiLM project, the controller of personal data described in this policy. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website at optilm.com (the "Service").

Optifusion is currently the project/brand name used by Mattia Campione, not a separately registered company. This page does not state that a business registration or VAT registration has been completed.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you voluntarily provide when using our Service:

• Account Information: When you register, we collect your username, email address, and password (stored as a password hash). Google sign-in supplies the account details needed to sign you in; it does not replace our age declaration.
• Age Eligibility: We collect your full date of birth and the time you confirm that you are at least 18. These fields are stored with your private account record to enforce adult access. They are not displayed publicly or automatically included in AI prompts. This is a self-declaration, not identity or documentary age verification. A rejected under-18 date is not saved as an accepted account declaration.
• Chat Content: Messages, files, images, and conversations you send to our AI chat system.
• Synced Conversations: Saved chat text, titles, model and effort selections, and response status are stored on our server so tabs and devices signed in to your account can share the same conversation. Clarifications you send during a saved response also become part of that conversation. Context selection preserves the original saved message text; it does not replace the archive with an AI-generated summary. You can search across your saved chats and copy the original message text. Attachments are processed for the current response and are not included in synced history or automatically sent again on later turns.
• Prism Canvas, generated images and voice: Saved boards contain your visual objects, titles, recent teaching conversation and generation status. Image prompts are sent to OpenAI; generated images are stored privately under your account and can be downloaded. Voice turns start only when you choose to record. Up to 30 seconds of microphone audio per turn is sent for transcription; the resulting text can be sent to Prism for an explanation. Playback text is sent to OpenAI to produce an AI-generated voice. Recordings are not stored as part of the board. Short-lived voice results may be retained for up to ten minutes for connection recovery; technical request metadata can remain for up to 24 hours. Saved boards keep a bounded recent dialogue, rather than an unlimited transcript.
• Temporary Chats: These do not become saved conversations or use or update your personalization. Their conversation archive is kept in browser memory for the session. Sending a request still transmits conversation text and attachments to our servers for context selection and processing, with short-lived recovery data and usage records needed to apply your plan limits. See Section 4.3 for retention and Section 5.1 for AI provider processing.
• Software Downloads and Updates: Catalogue, update-check and installer requests can create ordinary hosting request logs. Update requests identify the program, installed version, release channel, platform and architecture. Downloads restricted to an account or paid plan require authentication and an access check. We keep short-lived download authorizations associated with your account and a hash of your session token; they expire after 60 seconds and are cleaned up during later download activity. A download does not give OptiLM access to files on your computer. Each future desktop program must disclose its own permissions, update behavior and privacy information with its release.
• Feedback: Any feedback, comments, or suggestions you submit through our feedback system.
• Notebook Posts: Content you create, draft, publish, or edit in the Notebook feature.
• Research Comments: Comments you post on Research or article pages while signed in.
• Profile and Personalization Information: Optional profile details and usage signals that help OptiLM provide more beneficial recommendations and context-aware AI responses.

Weather: The city picker uses a local list. Device location is requested only when you choose it. Forecast requests send rounded coordinates through OptiLM to MET Norway; they are not stored as an account location history. The server caches forecasts by rounded coordinates, and your temperature-unit preference stays in your browser. Hosting request logs may contain forecast coordinates. See MET Norway’s service terms.

2.2 Information Collected Automatically

Document preparation and chat search: Supported PDFs and Office documents can be converted to text in your browser before you send them; large images may be resized. The prepared attachment is sent when you submit your message. Search of saved chats runs on our servers within your account; temporary-chat search runs in your current tab. Transcript search does not send the search query to an AI provider. Copying or adding a search result to your draft does not submit it automatically.

When you access our Service, we automatically collect certain information:

• Log Data: IP address, browser type, browser version, pages visited, time and date of visit, time spent on pages, and other diagnostic data.
• Device Information: Device type, operating system, and unique device identifiers.
• Usage Data: Information about how you interact with our Service, including features used and actions taken.
• Response and Allowance Records: Response identifiers, selected effort, processing status, timestamps, and model usage or estimated cost records needed for response recovery, cancellation, and usage limits.

Maps: The initial page and its city list load from OptiLM. Map images are requested directly from OpenStreetMap only after you choose to load the map. That provider receives your IP address, browser request information and the tile coordinates of the area you view. Choosing “Use my location” asks for browser permission; the map uses those coordinates in your browser and the requested tiles can reveal the surrounding area to the tile provider. OptiLM does not save a map location history to your account. Directions links open a chosen external service and include the selected destination; that service applies its own terms and privacy policy. See the OpenStreetMap Foundation privacy policy.

2.3 Information from Third Parties

When processing your requests, our AI providers, including Anthropic, OpenAI and Google where enabled, return generated content and technical information such as usage counts, completion status, and safety-related response status. We use this information to provide responses, handle failures, and manage usage.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To Provide the Service: Process your requests, manage your account, check adult eligibility, synchronize saved conversations, recover response status after a connection interruption, and deliver the features you use.
• To Communicate: Send you verification emails, password reset links, and important service updates.
• To Improve: Analyze usage patterns to improve our Service, fix bugs, and develop new features.
• To Personalize Beneficial Recommendations: Use your account context, profile information, and interaction patterns to rank Notebook or Research content in ways intended to be useful rather than addictive.
• To Moderate Public Areas: Review, remove, or investigate public posts and comments that may violate our Terms or harm the community.
• To Protect: Detect, prevent, and address technical issues, fraud, and security threats.
• To Comply: Meet legal obligations and respond to lawful requests from authorities.

Legal bases: Where European data-protection law applies, we process data needed to provide the service you request and administer its contract; maintain security and enforce adult access for our legitimate interests, subject to your rights; and meet applicable legal obligations. Optional processing that requires consent uses that consent. You may contact us about the basis for a particular use or to object to processing based on legitimate interests.

4. Data Storage and Security

4.1 Data Storage

Your data is stored on secure servers provided by our hosting provider (Hostinger). We retain your personal information for as long as your account is active or as needed to provide you with our Service.

4.2 Security Measures

We implement industry-standard security measures to protect your information:

• Encryption: All data transmitted between your browser and our servers is encrypted using SSL/TLS (HTTPS).
• Password Security: Passwords are hashed using bcrypt with a cost factor of 12 and are never stored in plain text.
• Access Controls: Access to personal data is restricted to authorized personnel only.
• Rate Limiting: We implement rate limiting to prevent abuse and protect against attacks.
• Secure Tokens: Authentication tokens are cryptographically generated and expire automatically.

4.3 Data Retention

We retain your data according to the following guidelines:

• Account and Age Data: Account details, accepted date of birth and the age-declaration timestamp are retained while the account exists. Deleting the account removes those fields from the active users database. Restricted records may need to remain for legal obligations or a specific dispute, and hosting backups follow their separate retention cycle; they are not available through the active account.
• Saved Chat History: Saved conversations remain available, subject to storage limits, until you delete them or your account. Deleting a saved conversation removes it from the active synchronization store and cancels publication of an unfinished response. It does not retract content already sent to an AI provider.
• Boards and Generated Images: Saved boards, their bounded recent dialogue and associated images remain in active account storage until deleted or the account is deleted, subject to storage limits. Images generated in temporary chats expire after one hour. Deleted-board images are removed from active storage; exports or copies already downloaded by you remain on your device.
• Temporary Processing: Request inputs are removed after completion or failure. After Stop, the request and its attachments can remain for up to one hour so Continue can retry it. Temporary response text normally expires after two minutes or acknowledgment; temporary generated images expire after one hour. Abandoned inputs expire after twenty minutes. Expired records are cleaned up on the next relevant account request, so these are expiry thresholds rather than guarantees of immediate physical deletion. Temporary chats are not synchronized as saved history.
• Usage Allowances: Weekly usage records contain account and request identifiers, feature, effort, timestamps, reservations and estimated provider costs, rather than chat text or recordings. Records are retained for the current week and up to eight preceding weeks to prevent duplicate spending and reconcile interrupted requests. Legacy response ledgers expire after 31 days. Cleanup occurs on the next account request. These records also apply to temporary chats.
• Public Posts and Comments: Retained while published or until removed by you where supported, by moderation, or by account deletion/anonymization processes.
• Log Data: Retained for up to 90 days for security and debugging purposes.
• Deleted Accounts: Account deletion removes the account, its active synchronized conversations, boards and response data. Generated images are removed from active storage. Minimal usage and billing records may remain for their stated retention periods. Other records may require separate handling, including public content, legally required payment records, security records, and hosting backups. Provider-held copies follow the provider's retention rules. Contact us for help with a deletion request.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

5.1 Service Providers

We share data with third-party service providers who assist us in operating our Service:

• AI Infrastructure Providers: Prism-1 uses Anthropic, including Swift, and can use OpenAI for additional drafts on fusion levels. Prism-2 uses Anthropic and OpenAI, with Google as an optional additional model for supported visual or file tasks when paid Google API access is enabled. Auto can choose the model arrangement within your plan. The selected providers receive your current message, prepared attachments, selected conversation context and applicable profile context. Drafts may pass between providers for review and synthesis, so one answer can require several processing calls. Image generation, voice transcription and AI voice playback currently use OpenAI. Temporary chats exclude profile context but still use the providers needed for your request.
• Payment Processor: Stripe processes all subscription payments. They receive your payment details directly and are PCI-DSS compliant.
• Hosting Provider: Our hosting provider (Hostinger) stores and processes data on our behalf.
• Email Service: Email communications are sent through our email service provider.

Routing: The current router compares request characteristics with an OptiLM configuration on our server. It does not send a separate classification request to a routing provider. The models selected to answer still receive the content described above.

Conversation context: Within the available context budget, we select recent messages and relevant older excerpts from the conversation's original text. Older excerpts are copied verbatim, with source labels, rather than rewritten into a summary. This selection does not make an additional AI summarization call, but the selected text is sent to the providers answering your request and counts as input. The complete saved archive remains separate from this smaller processing context. A message remaining in your archive does not mean every model call includes it.

Provider retention and training: Deleting or stopping a chat in OptiLM does not delete content already received by a provider. Temporary chat is not a promise of zero provider retention. Provider terms and account settings govern their separate processing:

• OpenAI: API content is not used for model training by default unless the API account opts in. Abuse-monitoring logs can be retained for up to 30 days by default, with exceptions. Disabling response storage does not disable all provider retention. See OpenAI's API data controls.
• Anthropic: API inputs and outputs are not used for training by default. Standard API retention is up to 30 days, with exceptions for safety, legal requirements, particular models or features, and other agreed arrangements. See Anthropic's retention policy and training policy.
• Google: OptiLM enables Gemini only after the operator confirms paid API access for its Google Cloud project. Under Google's Paid Services terms, prompts and responses are not used to improve Google products; limited safety and legal processing still applies. Your OptiLM subscription is separate from the operator's Google API billing. See the Gemini API terms.

5.2 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities (e.g., court orders, government requests).

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal information may be transferred. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

6. Cookies and Tracking Technologies

6.1 What We Use

Language preference: English is the default regardless of country or browser language. When you choose another interface language, we save that choice in local storage on this browser so it persists across visits and synchronizes between tabs. It is not an account-wide setting. New chat and Canvas requests include the selected language so Prism can use it as the default reply language; existing messages and files are not translated automatically.

OptiLM uses minimal tracking technologies:

• Local Storage: We use browser local storage to maintain your authentication session (login token) and preferences such as theme and model selection. New synchronized chat transcripts are stored on our server rather than in browser local storage. Older browser-only history may remain on a device until you clear its site data.
• Session Data: We store session information server-side to authenticate your requests.

6.2 What We Don't Use

We do not use:

• Third-party advertising cookies
• Social media tracking pixels
• Analytics services that track individual users

6.3 Managing Local Storage

You can clear local storage data through your browser settings. Note that doing so will log you out of the Service.

7. Public Content and Comments

Some areas of OptiLM are public or community-facing. Published Notebook posts, Research posts, article metadata, usernames attached to posts or comments, and visible comments may be viewable by other users or visitors.

• Notebook: Signed-in users may publish posts. Published posts may show the author's username, title, tags, excerpt, date, views, and comment count.
• Research: Research posts are published by admin/Optifusion accounts. Signed-in users may comment on Research posts.
• Moderation: We may delete comments, remove content, or restrict accounts to protect the Service and community.
• Deletion Requests: If you delete your account or request deletion, public content tied to your account may be removed or anonymized where technically and legally practical.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

8.1 Access and Portability

You have the right to request a copy of the personal information we hold about you.

8.2 Correction

You can update supported account fields in account settings. An accepted date of birth cannot be changed through the age form; contact us to request correction. We may need proportionate information to confirm the request.

8.3 Deletion

You can delete your account in account settings or request deletion. Active account data is removed as described in Section 4.3; legally required records, restricted backups and provider-held copies can follow different retention rules. We explain any applicable exception when handling your request.

8.4 Restriction and Objection

You may request that we restrict processing of your data or object to certain processing activities.

8.5 Withdraw Consent

Where we process your data based on consent, you may withdraw that consent at any time.

8.6 Exercising Your Rights

To exercise these rights, contact legal@optilm.com. We respond within the applicable legal period, normally one month for GDPR requests, and explain any permitted extension. You may also complain to a competent data-protection authority, including the Italian Garante.

9. Payment and Subscription Data

9.1 Payment Processing

When you subscribe to a paid plan (Amber, Obsidian, or Diamond), your payment is processed by Stripe, Inc. ("Stripe"), our third-party payment processor. We do not directly collect, store, or have access to your full credit card number, debit card number, or bank account details.

9.2 Information Stripe Collects

When you make a payment, Stripe may collect:

• Card Information: Card number, expiration date, CVC (processed and stored by Stripe, not by us)
• Billing Address: If required for payment verification
• Email Address: For transaction receipts and payment notifications

Stripe's collection and use of your payment information is governed by their Privacy Policy.

9.3 Information We Store

We store limited subscription-related data necessary to manage your account:

• Subscription Tier: Your current plan (Slate, Amber, Obsidian, or Diamond)
• Stripe Customer ID: A unique identifier linking your account to your Stripe payment profile
• Subscription Status: Active, cancelled, or expired status
• Billing Dates: Subscription start date, renewal date, and cancellation date (if applicable)
• Usage Limits: Usage counters, estimated provider costs, response identifiers, and plan eligibility data needed to enforce message limits and the shared weekly AI allowance. These internal cost records do not create additional customer charges.

9.4 Refunds

Refund requests are handled in accordance with our Terms of Service. Refund processing is conducted through Stripe.

10. Adults-Only Service and Age Information

OptiLM is for adults aged 18 or older. People under 18 must not register or use its account features, including AI chat and Canvas. New accounts must provide a date of birth and confirm adult eligibility; existing and Google accounts must complete the same declaration before accessing restricted features or starting a paid subscription. Public information pages and support contact remain accessible.

We do not ask for a passport, identity document, selfie or biometric age estimate in this flow. If you believe an account belongs to someone under 18 or an age declaration is incorrect, contact legal@optilm.com. We will investigate, restrict ineligible access and handle deletion subject to applicable legal obligations. Account-management and billing-cancellation routes remain available so an affected user can manage or close an existing account.

11. International Data Transfers

Hosting and AI or other service providers may process information outside your country, including outside the European Economic Area. Where European data-protection law applies, a transfer requires an appropriate legal mechanism, such as an adequacy decision or applicable contractual safeguards; use of the Service is not treated as blanket consent to an international transfer. Contact us for information about the safeguards relevant to your request.

We take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last updated" date at the top of this policy
• Sending you an email notification for significant changes (if you have an account)

We encourage you to review this Privacy Policy periodically. A change to this notice does not replace any consent that applicable law requires for a new processing purpose.

13. Contact Us