1. Introduction and Scope
Optevara LLC ("Optevara," "we," "our," or "us") provides AI automation, AI voice receptionist, AI chatbot, CRM, website, marketing, lead generation, appointment booking, and business automation services to businesses, including HVAC contractors and other service-based companies (the "Services").
This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit https://optevara.com (the "Site"), contact us, schedule an appointment, submit a form, interact with our AI-assisted systems, or otherwise use our Services.
This Policy applies to personal information we collect directly from you and, where applicable, personal information we process on behalf of our business clients in connection with the Services we provide to them. If you interact with one of our business clients through a system we operate for that client, the client may be the party responsible for determining how and why your information is processed.
At Optevara, protecting client and customer information is fundamental to the trust we build with every business we serve. We are committed to handling data responsibly, transparently, and professionally.
2. Information We Collect
2.1 Information You Provide
We may collect information you voluntarily provide, including full name, company name, job title, email address, phone number, business address, service requests, inquiry details, appointment details, form submissions, chat messages, call information, billing information, and any other information you choose to provide through forms, calls, chats, email, calendar bookings, or correspondence.
2.2 Information Collected Automatically
When you visit the Site, we may automatically collect information such as IP address, browser type, device information, operating system, website usage data, pages visited, session duration, referral source, approximate location derived from IP address, and interactions with forms, buttons, advertisements, and website features.
2.3 Information from AI Voice, AI Chatbots, and Automated Communications
If you call, text, chat with, or are contacted by an Optevara-powered AI Voice Receptionist, AI chatbot, missed call text-back system, or automated workflow, we may collect and process call audio, call transcripts, chat transcripts, SMS content, email content, caller ID, phone number, call time, duration, appointment information, lead qualification responses, and related metadata.
This information may be used to respond to inquiries, qualify leads, schedule appointments, improve communication workflows, provide customer support, maintain quality assurance, and deliver the Services requested by our clients or prospective clients.
3. How We Use Your Information
We use personal information to respond to inquiries; schedule, confirm, and remind users of appointments; deliver AI automation, AI voice receptionist, AI chatbot, CRM, marketing, website, and lead management services; provide support; send transactional communications; send marketing communications where permitted or consented to; improve and test our Site and Services; measure advertising and campaign performance; detect fraud and security incidents; comply with legal obligations; and enforce agreements.
4. Legal Bases for Processing (EEA, UK, and Switzerland)
If you are located in the European Economic Area, the United Kingdom, or Switzerland, we process personal information under applicable data protection laws based on consent, performance of a contract, legitimate interests, and legal obligations. Consent may apply to marketing emails, SMS marketing, non-essential cookies, and similar tracking technologies. Contractual necessity may apply where we provide requested Services. Legitimate interests may apply to security, fraud prevention, service improvement, analytics, and business communications, balanced against your rights.
Optevara LLC acts as the data controller for personal information collected through the Site, except where we process personal information on behalf of a business client. In that case, the client may act as the controller and Optevara may act as a processor or service provider.
5. SMS and Phone Communications
We obtain express consent before sending SMS/text messages where required. Consent may be obtained through an affirmative checkbox on a form, a written opt-in, a verbal opt-in during a call, or another clear opt-in action. Providing a phone number alone is not treated as consent for unrelated marketing text messages.
SMS messages may include appointment confirmations, appointment reminders, follow-up messages, missed call text-back messages, customer support messages, AI Voice Receptionist follow-up communications, business-related notifications, and marketing messages only where you have separately opted in or where permitted by law.
Message frequency varies based on your interaction with us. Message and data rates may apply. Reply STOP to opt out of further messages at any time. Reply HELP for assistance. Carriers are not liable for delayed or undelivered messages. Consent to receive marketing SMS messages is not a condition of purchasing any service.
We do not sell mobile phone numbers, SMS consent records, or SMS opt-in data, and we do not share such information with third parties for their own marketing purposes.
6. AI-Generated Voice and Automated Communications
Our AI Voice Receptionist and related systems may use an AI-generated voice to handle certain inbound or outbound calls. Where a person is speaking with an AI system rather than a human representative, we aim to disclose that the interaction involves an automated or AI-assisted voice at the start of the call or as otherwise required by law.
Where required by law, we obtain necessary consent before placing outbound calls or texts that use an artificial voice, prerecorded voice, automated dialing technology, or similar technology. You may request to end the call, opt out, or request human assistance where available.
7. Email Communications
We may send emails regarding inquiries, appointments, project updates, service notifications, educational resources, and marketing communications where permitted. You may unsubscribe from marketing emails using the unsubscribe link provided in those emails or by contacting us. Transactional messages, such as appointment confirmations or service notifications, may still be sent when necessary to provide requested Services.
8. Cookies and Tracking Technologies
Our Site may use cookies, pixels, tags, scripts, and similar technologies to operate core functionality, remember preferences, analyze visitor behavior, measure advertising performance, improve user experience, and support marketing campaigns. Where required by applicable law, including in the EEA and UK, we will request consent before placing non-essential cookies and will provide a mechanism to manage preferences.
We may use tools such as Google Analytics, Meta Pixel, Microsoft Clarity, GoHighLevel tracking tools, or similar analytics and advertising technologies, depending on our current website configuration. These tools may collect information about your device, browser, website interactions, and referral source. You can control cookies through your browser settings and, where available, through our cookie preference tools.
9. Analytics, Advertising, and Conversion Tracking
We may use analytics and advertising tools to understand website traffic, user interactions, conversion performance, campaign performance, lead source attribution, and advertising effectiveness. This helps us improve our website, optimize marketing efforts, and better understand which campaigns generate inquiries, appointments, and client opportunities.
If we use targeted advertising or cross-context behavioral advertising tools, we will provide notices and opt-out mechanisms where required by applicable law.
10. Do We Sell or Share Your Personal Information?
Optevara does not sell personal information for money.
We do not sell client customer lists, mobile phone numbers, SMS opt-in data, lead information, CRM records, or appointment data.
We may disclose personal information to trusted service providers only as needed to operate our business, provide our Services, process communications, schedule appointments, run analytics, manage advertising, or comply with legal obligations. These providers are not authorized to use personal information for their own independent marketing purposes.
If any analytics or advertising tools used on the Site are considered a "sale" or "sharing" under certain U.S. state privacy laws, we will provide an appropriate opt-out mechanism, such as a "Do Not Sell or Share My Personal Information" link or honoring legally required browser-based opt-out signals where applicable.
11. Third-Party Service Providers
We may use trusted third-party providers to help deliver our Services. These may include GoHighLevel or other CRM platforms; website hosting providers; calendar and appointment scheduling software; AI communication and AI voice platforms; AI chatbot platforms; SMS providers; email service providers; Stripe or other payment processors; Google Analytics; Meta advertising services; Microsoft Clarity; call tracking tools; reporting dashboards; and other operational tools.
These providers process personal information only as necessary to perform services on our behalf or as otherwise permitted by law and applicable agreements.
12. Confidentiality of Client Information
Optevara treats client business information as confidential. This may include CRM data, customer lists, leads, phone numbers, communications, marketing performance data, pricing information, revenue pipeline information, strategy documents, business processes, and other proprietary information provided by a client.
We do not disclose confidential client information except as necessary to provide Services, operate systems, support the client relationship, comply with law, protect our rights, or with the client’s permission.
13. Data Security
We implement reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
14. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, including providing Services, maintaining business records, demonstrating consent, resolving disputes, complying with legal obligations, enforcing agreements, improving support, and maintaining security.
Suggested retention periods should be customized before publication. For example: contact and appointment records may be retained for the duration of the client relationship; call recordings and transcripts may be retained for until the meeting unless needed for support, quality assurance, legal, or compliance purposes; SMS and email consent records may be retained for as long as needed to demonstrate compliance after opt-out; website analytics data may be retained according to provider settings or configuration.
When information is no longer needed, we securely delete, anonymize, or archive it in accordance with applicable requirements and business needs.
15. Your Privacy Rights
15.1 California and Other U.S. State Residents
Depending on your state of residence, including California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, or other states with privacy laws, you may have rights to know what personal information we collect, access a copy of your information, correct inaccurate information, request deletion, opt out of certain targeted advertising or sale/sharing activities, limit certain uses of sensitive personal information, and not be discriminated against for exercising your rights.
To exercise privacy rights, please contact us using the information in Section 21. We may verify your request using information you have already provided to us before responding.
15.2 EEA, UK, and Swiss Residents
If GDPR or UK GDPR applies, you may have rights to access, correct, delete, restrict processing, object to processing, request data portability, withdraw consent, and lodge a complaint with your local supervisory authority. Withdrawing consent does not affect processing that occurred before consent was withdrawn.
15.3 All Users
Regardless of location, you may contact us at any time to ask about the information we hold about you, request correction, or request deletion, and we will respond consistent with applicable law.
16. Children’s Privacy
Our Site and Services are intended for business owners and individuals who are at least 18 years old. We do not knowingly collect personal information from children under 13. If we learn that we collected such information without appropriate consent, we will delete it promptly.
17. International Data Transfers
Optevara LLC is based in the United States, and personal information may be processed in the United States or other countries where our service providers operate. If you are located outside the United States, your information may be transferred to jurisdictions with data protection laws different from those in your country. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses or other lawful transfer mechanisms.
18. Cookie Banner and Consent Management
Because Optevara may serve visitors in the United States, the European Union, the United Kingdom, and other locations, we recommend maintaining a cookie banner or cookie preference tool where non-essential cookies, analytics, or advertising pixels are used. The banner should allow users to accept, reject, or manage non-essential cookies where required by applicable law.
19. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our Services, legal requirements, technologies, or business operations. Updated versions will be posted on this page with a revised Effective Date and Last Updated Date. For material changes, we will provide additional notice where required by law.
20. Governing Law
This Policy shall be governed by the laws of the State of Wyoming, United States, without regard to conflict-of-law principles, except where applicable privacy, consumer protection, or data protection laws require otherwise for residents of another jurisdiction.
21. Contact Us
If you have questions about this Privacy Policy, our privacy practices, SMS communications, AI-assisted communications, or wish to exercise privacy rights, please contact us:
Optevara LLC
Website: https://optevara.com
Email: [email protected]
Phone: +1 682-686-3449
Business Address: 30 N Gould St Ste N, Sheridan, SHERIDAN COUNTY, WY 82801 USA
Thank you for trusting Optevara. We are committed to protecting privacy while providing secure, transparent, and professional AI-powered business solutions.