Privacy Policy

1. Information we collect

Account information

When you create or access an account, we may receive your name, email address, profile photo, account identifier, and sign-in provider. Authentication is provided through services such as Firebase Authentication, Google, Apple, or Microsoft when you choose them.

Planning content

We store information you choose to add, including tasks, events, notes, descriptions, locations, habits, goals, categories, schedules, preferences, delegations, and feedback. Some device-only features may store information locally.

Focus and scheduling patterns

When you use a focus session, Optima may store its start and end time, focused duration, break count and timing, task or event category, planned duration, and completion outcome. If personalized scheduling is enabled, Optima derives private account-level patterns such as attention span, interruption rate, and stronger focus times by task category. Optima may also record whether you accept, dismiss, or later adjust an auto-scheduling suggestion so future suggestions can improve. These patterns are used to improve your own scheduling suggestions, not advertising.

Connected calendars

If you connect Google Calendar or Outlook, Optima accesses calendar event information needed to display and manage events at your direction. This can include titles, times, descriptions, locations, recurrence information, calendar identifiers, and event colors. Connecting a calendar is optional and can be disconnected from settings.

Photos, scans, and AI-assisted features

If you choose a camera, photo, scanning, task breakdown, or other AI-assisted feature, the content you submit may be processed to produce the requested result. This may include task text, event text, or a selected image. Some journal photos remain on your device; processing behavior depends on the feature you use.

Technical information

We may receive device and browser type, operating system, app version, language, approximate network location derived from an IP address, diagnostic logs, crash reports, notification tokens, and basic usage events. We use this information to operate, secure, and improve Optima.

2. How we use information

• Provide and synchronize calendars, tasks, reminders, habits, and preferences.
• Carry out actions you request, such as creating or editing a connected calendar event.
• Personalize auto-scheduling using your focus time, break patterns, task category, and time-of-day trends when enabled.
• Authenticate accounts and protect the service from fraud, abuse, and unauthorized access.
• Provide optional AI-assisted planning and scanning features.
• Send service communications and notifications you enable.
• Diagnose crashes, maintain reliability, answer support requests, and improve Optima.
• Comply with applicable law and enforce our Terms.

We do not sell your personal information or use connected calendar data for personalized advertising.

3. Google user data

Optima's use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including its Limited Use requirements. Google Calendar information is used only to provide and improve user-facing calendar functionality, maintain security, and comply with law. It is not used for advertising.

Google refresh tokens are encrypted before server-side storage. Short-lived access tokens are used to perform calendar operations you request. You can disconnect Google Calendar in Optima settings; doing so requests revocation and removes the stored connection token.

4. When information is shared

We share information only as needed to operate features you choose, with service providers acting on our behalf, or when legally required. Providers may include:

• Google Firebase and Google Cloud for authentication, database hosting, cloud functions, analytics, diagnostics, notifications, and AI processing.
• Google Calendar, Microsoft Outlook, and Apple platform services when you connect or use those calendars.
• OpenAI as a fallback for certain optional AI-assisted features when configured and needed.
• Stripe or an app marketplace if paid purchases become available.

These providers process information under their own terms and privacy policies. We may also disclose information to protect users, investigate abuse, comply with legal process, or as part of a business transaction subject to appropriate safeguards.

5. Storage, security, and retention

We use reasonable administrative, technical, and organizational safeguards, including access controls and encryption for sensitive calendar credentials. No system is completely secure. We retain information while your account is active and as reasonably necessary to provide Optima, resolve disputes, enforce agreements, maintain security, and meet legal obligations. Retention periods can vary by data type and backup schedule.

6. Your choices and rights

You can pause learned scheduling from “Learn my best focus times,” edit or delete much of your planning content in Optima, disable notifications through your device, disconnect third-party calendars, or revoke provider access from the provider's account settings. Pausing learned scheduling stops new focus sessions from updating the scheduling profile; ordinary Focus Harvest history remains available for the feature. You may request access, correction, export, or deletion of your account information by emailing support@optimaplanner.app. We may need to verify your identity. Rights vary by location.

7. Children

Optima is not directed to children under 13, or the minimum age required by local law to consent to online services. We do not knowingly collect personal information from children who cannot legally consent. Contact us if you believe a child provided information improperly.

8. International processing

Optima and its providers may process information in countries other than where you live. Where required, we use appropriate safeguards for international transfers.

9. Changes and contact

We may update this policy as Optima evolves. We will update the effective date and provide additional notice when required. Questions or privacy requests can be sent to support@optimaplanner.app.