Privacy policy
Last updated: 28 September 2026Leer en español
1. Data controller
- Controller: OptiAgentia
- Privacy email: hola@optiagentia.com
OptiAgentia is not required to appoint a data protection officer. For any question about your data, please write to the email address above.
2. Summary
| What you do | What data we process | Why | Legal basis | How long |
|---|---|---|---|---|
| You write to us through the contact form | Name, email, company, the service and sector you choose, and your message | To reply and, if you ask, prepare a proposal for you | Pre-contractual steps at your request (Art. 6(1)(b) GDPR) | 12 months from our last contact if we do not end up working together |
| You try the voice demo | Email, your voice during the call, the transcript, date, duration and IP address | To give you the demo and prevent misuse | Your consent for the voice and transcript (Art. 6(1)(a)) and legitimate interest for misuse prevention (Art. 6(1)(f)) | Audio and transcript: 90 days. Email, call log and IP: 12 months |
| You agree to receive news from us | Name and email | To send you marketing information about OptiAgentia | Your consent (Art. 6(1)(a)) | Until you unsubscribe |
| You are a client or work for a client company | Business contact details, contract, invoices | To provide the service, invoice and support you | Performance of the contract (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c)) | For the term of the contract and, afterwards, the statutory periods (6 years for commercial records and 4 for tax records) |
3. The contact form
We use your data only to reply to you and, if you ask, to prepare a proposal. Name, email and message are required; company, service and sector are optional. We do not use your data to send you marketing unless you tick the relevant box.
4. The voice demo
When you press the demo button, you are talking to an artificial intelligence assistant, not a person.
- Your voice is sent in real time to our voice provider (Retell AI) so that the assistant can understand and answer you. The call is transcribed and recorded.
- What we use it for: to make the demo work, and to review how the assistant responds and improve the service. We do not use your voice to identify you, we do not create a voiceprint and we do not use it to train our own models.
- Please do not share sensitive information (health, banking, etc.) during the demo: the assistant works for a fictitious company and does not need it.
- Email: we ask for it to limit the number of tries per person and so that we can get back to you if you would like to know more. We will only send you marketing if you tick that box, which is optional.
- Misuse prevention: we log the IP address, time and duration of each try in order to limit how many are made per day. Each try has a cost, and without this limit the demo might stop being available.
- Retention: the audio and transcript are deleted after 90 days. The log of the try (email, date, duration and IP) is deleted after 12 months.
You can withdraw your consent at any time by writing to the email address in section 1. We will delete the recording and the transcript. Withdrawal does not affect processing carried out before it.
5. If you have spoken to a client company's assistant
If you have called an estate agency, clinic or other business that uses an OptiAgentia assistant, that business is the controller of your data. OptiAgentia acts only as a processor, on its behalf, following its instructions and under a data processing agreement. To exercise your rights, please contact that business. If you write to us instead, we will pass your request on to them.
6. Who we share your data with
We do not sell your data or pass it to third parties for advertising. Only the providers we need for the website and the service to work have access to it, under a data processing agreement:
| Provider | Purpose | Where the data is processed |
|---|---|---|
| Cloudflare, Inc. | Website hosting and protection, and storage of contact form messages | Global network; headquartered in the US |
| Retell AI, Inc. | Voice platform for the demo and the assistants | US |
| Retell AI's providers (language model, speech synthesis and real-time audio transport, such as OpenAI, ElevenLabs and LiveKit) | Understanding, generating and transmitting the conversation | US |
| Contabo | Servers running our backend and the client portal | US |
| Google (Workspace) | EU and US | |
| Accountancy firm (gestoría) | Bookkeeping and tax obligations for clients | Spain |
We will also disclose data to the authorities where required by law.
7. Transfers outside the European Union
Some providers are based in the United States. Where the provider is certified under the EU-US Data Privacy Framework, the transfer relies on the European Commission's adequacy decision of 10 July 2023. Where it is not, it relies on the standard contractual clauses approved by the European Commission. You can ask us for a copy of these safeguards at the email address in section 1.
8. Your rights
You can ask us at any time to:
- access your data and find out how we use it;
- rectify it if it is inaccurate;
- erase it when it is no longer needed or you withdraw your consent;
- object to processing based on legitimate interest or for marketing purposes;
- restrict processing while a complaint is being resolved;
- port it: receive your data in a commonly used format;
- withdraw your consent, without affecting processing carried out before.
Write to the email address in section 1 stating which right you wish to exercise. If we have reasonable doubts about your identity, we will ask you to prove it. We reply within one month.
If you believe we have not handled your request properly, you can lodge a complaint with the Spanish Data Protection Agency (Agencia Española de Protección de Datos, www.aepd.es).
9. Automated decision-making
We do not make decisions that have legal effects on you based solely on automated processing. The demo assistant talks to you, but it does not decide anything that affects you.
10. Children
This website is aimed at businesses and professionals. We do not knowingly process data of children under 14. If we find that we have received such data, we delete it.
11. Security
We apply technical and organisational measures appropriate to the risk: encryption in transit (HTTPS), restricted and password-protected access to our systems, backups and deletion within the periods stated above.
12. Colombia
If you are in Colombia, in addition to this policy the Personal Data Processing Policy for Colombia (in Spanish) applies, in accordance with Law 1581 of 2012.
13. Changes
If we change this policy, we will publish the new version here with its date. If the change is significant and we have your email, we will let you know.
This English version is provided for convenience. In the event of any discrepancy, the Spanish version (Política de privacidad) prevails.