How we collect, use, and protect your information
Last updated: May 27, 2025
This Privacy Policy ("Policy") describes how Optima Learning Technologies Ltd. ("Optima", "we", "our", or "us") collects, uses, shares, and protects your personal data when you access or use our learning platform and related services, available at https://www.optima.io (the "Platform"). Optima Learning Technologies Ltd. is a company incorporated under the laws of the British Virgin Islands, and we operate our services globally. Our platform is designed to help learners, professionals, and teams build in-demand skills in data science, analytics, and artificial intelligence through AI-powered, self-paced, web-based courses. This Privacy Policy applies to all visitors, registered users, and customers of the Platform, and governs the use of personal information across our services. By using our Platform and Services, you agree to the terms of this Privacy Policy and consent to the collection, use, disclosure, and protection of your personal data as outlined herein.
To provide you with the best possible learning experience and maintain our platform's functionality, we collect various types of information. This includes information that you voluntarily provide to us when registering for an account or using our services, as well as information that is automatically generated and collected when you interact with our platform, complete exercises, or engage with our AI-powered tutoring system.
When you create an account with Optima and begin using our educational services, we collect the following personal information to establish your learner profile and provide personalized educational experiences:
Your complete name (first and last name) which helps us personalize your learning experience and generate certificates
Email address for account verification, course communications, important updates, and customer support
Detailed learning progress data including course enrollment dates, lesson completion status, time spent on various topics, and overall learning analytics
All exercise submissions, coding solutions, quiz responses, and assessment results to track your educational progress and provide meaningful feedback
Any additional profile information you choose to provide, such as learning goals, professional background, or areas of interest
To ensure optimal platform performance, provide technical support, and maintain security, we automatically collect various technical data points when you access and use our platform:
IP address and general geographic location data to detect suspicious activities
Browser type, version, and configuration details to ensure compatibility and optimize your learning experience
Device information including operating system, screen resolution, and device type to deliver responsive content
Comprehensive usage analytics including page views, session duration, click patterns, and feature utilization to improve our platform
Performance metrics such as page load times and error logs to maintain and enhance platform reliability
The LLM providers receive learners' first name and context to customize the experience, but this is not used for training
Our platform features an advanced AI tutoring system designed to provide personalized learning support while maintaining strict privacy protections. We have implemented privacy-by-design principles in our AI interactions:
Customization Through Context: The AI tutor asks about your professional context and personal learning preferences to customize and enhance your learning experience
Data Storage Policy: Any other personally identifying information that you choose to share beyond what the system requests will be stored according to our privacy protocols, though such sharing is entirely voluntary
We prioritize the security of your financial information by implementing industry-standard practices for payment processing. We do not directly collect, store, or have access to your complete payment card details. All payment transactions are processed securely through our certified third-party payment gateway partners who maintain PCI DSS compliance. The payment gateway handles all sensitive financial data including credit card numbers, security codes, and banking information according to their own privacy policies and security standards. We only receive transaction confirmations and basic payment status information necessary to provide you with access to purchased courses.
We use the information we collect for various legitimate purposes that directly support your learning experience and help us maintain and improve our educational platform. Our data usage practices are designed to provide you with the most effective and personalized learning experience possible while respecting your privacy and maintaining the security of your personal information.
Deliver highly personalized learning experiences through our AI tutoring system, which adapts to your learning style, pace, and areas of interest to provide customized educational content and support
Comprehensively track your learning progress across all courses and modules, maintain detailed records of your achievements, and generate certificates upon successful course completion that can be verified by employers or educational institutions
Send you timely and relevant updates about your enrolled courses, new course offerings, platform features, important account changes, maintenance schedules, and educational content that aligns with your interests and learning goals
Provide comprehensive customer support services including responding to your technical questions, helping resolve platform issues, and ensuring you have the best possible learning experience
Continuously analyze platform usage patterns and learner feedback to improve our educational content, enhance platform functionality, develop new learning features, and create innovative educational tools that benefit all our users
Maintain robust platform security measures including monitoring for fraudulent activities, preventing unauthorized access, detecting and responding to security threats, and ensuring the integrity of our educational platform and your personal data
We do not sell your personal information to third parties.
We are deeply committed to protecting your privacy and maintaining the confidentiality of your personal information. We want to be completely transparent about when and how we share your data. We absolutely do not sell, rent, or trade your personal information to third parties for marketing purposes or any other commercial gain. Our data sharing practices are strictly limited to specific circumstances that directly support your learning experience or are required for essential platform operations.
We carefully select and work only with trusted third-party service providers who help us operate our educational platform effectively. These partnerships are governed by strict contractual agreements that require these providers to maintain the same high standards of data protection that we uphold. We share your information only to the extent necessary for these providers to deliver their specific services:
Professional email service providers who help us deliver course-related communications, important account updates, and educational content while maintaining high deliverability standards and anti-spam compliance
Advanced analytics and performance monitoring providers who help us understand how learners use our platform, identify areas for improvement, and ensure optimal platform performance - all data shared with these providers is aggregated and anonymized where possible
Secure cloud infrastructure providers who host our platform and store your data with enterprise-grade security measures, encryption, and backup systems to ensure reliability and data protection
Educational content delivery networks and learning management systems that help us deliver course materials efficiently and track your learning progress across different types of educational content
We have implemented industry-leading privacy protections for our AI tutoring system. Our privacy-by-design approach ensures that when you interact with our AI tutor, only your first name is shared with AI systems - absolutely no other personal information, learning history, exercise submissions, or sensitive data reaches our AI providers. This allows us to provide personalized tutoring experiences while maintaining strict privacy controls and ensuring your educational data remains confidential.
All payment information and financial data is handled exclusively by our certified third-party payment gateway partners who maintain the highest levels of security and compliance standards including PCI DSS certification. We deliberately do not have access to, store, or process your complete payment card details, banking information, or other sensitive financial data. This separation ensures that your financial information is protected by specialized payment security experts and reduces our data storage risks.
In rare circumstances, we may be required to disclose your personal information to comply with legal obligations, respond to valid legal processes, protect our rights and property, ensure platform security, or prevent harm to our users or others. Any such disclosures will be limited to the minimum information necessary and will comply with applicable data protection laws and our internal privacy policies.
Your Right to Deletion: You have the right to request deletion of your account and associated personal data at any time by contacting our privacy team. We will honor your deletion request while explaining any information we may need to retain for legal compliance or legitimate business purposes.
We do not directly retain any payment card information, banking details, or sensitive financial data - all such information is exclusively handled and stored by our certified payment gateway partners according to their own data retention policies and security standards.
We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including to provide you with access to our services, maintain your learning history, and comply with our legal obligations. We may also retain data as needed to enforce our agreements, prevent fraud, resolve disputes, or pursue legitimate business interests such as analytics, product development, and support improvements. Once retention is no longer necessary, we securely delete or anonymize your personal data.
While we implement robust security measures and continuously work to protect your information, it's important to understand that no method of electronic transmission or storage is completely secure. Internet communications can be intercepted, and systems can be compromised despite our best efforts. We encourage you to help protect your account by using strong, unique passwords, enabling two-factor authentication when available, and keeping your login credentials confidential. Please report any suspicious account activity to us immediately.
We take the security of your personal information extremely seriously and have implemented comprehensive, multi-layered security measures designed to protect your data from unauthorized access, disclosure, alteration, or destruction. Our security program follows industry best practices and is continuously updated to address emerging threats and vulnerabilities in the digital landscape.
Advanced encryption protocols for all data transmission and storage: We use industry-standard TLS encryption for all data transmitted between your device and our servers, and employ strong encryption algorithms to protect your personal information when stored in our databases and backup systems
We implement role-based access controls ensuring that only authorized personnel can access your personal information.
Continuous security monitoring and regular system updates: We maintain 24/7 security monitoring systems that detect and respond to potential threats, and promptly apply security patches and updates to all our systems and software
Comprehensive incident response procedure for detecting, containing, and responding to security incidents, including immediate notification procedures
While we are based in Dubai, we honor privacy rights globally, regardless of your country of residence.
How to Exercise Your Rights: You can manage many of these preferences directly in your account settings. To exercise any rights or request assistance, contact us at team@optima.io with the subject "Privacy Rights Request". We typically respond within 5 business days.
We believe in giving you control over your personal data. Depending on your location and applicable laws, you may have the right to:
Access the personal data we hold about you
Correct inaccurate or incomplete information
Delete your account and associated data (subject to legal exceptions)
Export your learning data in a portable format
Manage communications, including opting out of marketing messages
Object to certain types of data processing, such as profiling or direct marketing
We are committed to maintaining open, transparent communication about our privacy practices and want to make it as easy as possible for you to get answers to your privacy questions, report concerns, or exercise your privacy rights. Our privacy team is dedicated to providing helpful, timely responses to all privacy-related inquiries.
Email: team@optima.io
Suggested Subject: Privacy Inquiry - [Brief Description of Your Question]
Response Time: We aim to respond to all privacy inquiries within 5 business days during normal business hours. For urgent privacy concerns or potential security issues, we strive to respond within 24 hours. Complex requests that require extensive research or coordination with multiple teams may take longer, but we will keep you informed of our progress throughout the process.
This Privacy Policy may be updated from time to time to reflect changes in our data practices, new features or services we offer, changes in applicable laws and regulations, or improvements based on user feedback and industry best practices. We are committed to keeping you informed about any changes that may affect how we collect, use, or protect your personal information. You will always be able to find the most current version of this Privacy Policy on our website, and we will clearly indicate the date of the last update at the top of this document.
We will notify you of policy changes through:
Direct email notifications for significant changes that materially affect your privacy rights or our data practices, sent to the email address associated with your account
Clear indication of the updated date at the top of this policy document, so you can easily see when changes were last made
We're committed to transparency and protecting your privacy. If you have any questions about this policy or how we handle your data, please don't hesitate to reach out.
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