1. Information We Collect

We may collect personal information directly from you, automatically through
the Website, from business communications, and from authorized third parties
in connection with a project.

Information You Provide

When you contact us, submit a form, request information, subscribe to
communications, apply for a service, or communicate with us, we may collect:

• Name, company name, job title, and business contact details.
• Email address, phone number, mailing address, and other contact information.
• Information included in contact forms, emails, messages, meeting requests, or project inquiries.
• Information about your organization, systems, workflows, automation goals, budget, timeline, and service requirements.
• Communications, feedback, support requests, and correspondence with us.
• Any other information you choose to provide.

Information Collected Automatically

When you visit the Website, we and our service providers may automatically
collect certain technical and usage information, which may include:

• IP address, browser type, device type, operating system, and language settings.
• Pages viewed, links clicked, referring URLs, access times, and interactions with the Website.
• Approximate location inferred from an IP address.
• Cookies, pixels, log files, and similar technologies, where used.

Client Project Information

If you engage our Services, we may process information provided or authorized
by you for the purpose of delivering the project. Depending on the scope,
this may include business records, documents, knowledge-base content,
workflow data, system configurations, training data, chatbot or call
transcripts, analytics, images, video, sensor data, or other information
needed to perform agreed Services.

We ask clients not to provide highly sensitive personal information,
passwords, payment-card information, protected health information, biometric
data, security credentials, or confidential information through public
website forms. If sensitive project data is required, we will discuss an
appropriate secure transfer method and project-specific data terms.

2. How We Use Information

We may use personal information for the following business and operational
purposes:

• Responding to inquiries, requests, forms, messages, and consultation requests.
• Evaluating prospective projects, preparing proposals, and communicating about Services.
• Providing, managing, supporting, improving, and documenting our Services.
• Operating AI automation, training-data, local LLM, robotics, and workflow projects as authorized by a client agreement.
• Managing client relationships, billing, contracts, records, and administrative functions.
• Maintaining Website functionality, security, performance, and analytics.
• Sending service-related messages, updates, invoices, security notices, and administrative communications.
• Sending marketing communications only where permitted by law and subject to available opt-out choices.
• Detecting, preventing, investigating, and responding to fraud, misuse, security incidents, legal claims, and violations of our Terms of Service.
• Complying with legal obligations and enforcing our agreements.

3. Cloud, Hybrid, and Local AI Projects

The OT Automations Agency may recommend or implement cloud, hybrid, local,
or on-premise AI architectures depending on a client’s use case, data
sensitivity, hardware, budget, performance needs, and operational
requirements.

In a local or on-premise deployment, selected data and AI workloads may be
processed within infrastructure controlled by the client. In a hybrid or
cloud-enabled deployment, selected information may be processed by approved
third-party AI, hosting, automation, telephony, analytics, or software
providers as required by the project configuration.

Local or on-premise deployment can provide greater control over where
selected data is processed, but it does not guarantee absolute privacy or
security. Privacy and security depend on the full system design, including
access controls, network configuration, connected systems, user permissions,
device security, monitoring, backups, and client operating practices.

We will work with clients to document the intended architecture and relevant
data flows where required by the scope of a project. Clients remain
responsible for ensuring that their use of data, AI systems, robotics,
telephony, marketing tools, and third-party services complies with applicable
laws and internal policies.

4. How We Share Information

We do not sell personal information for money. We may disclose personal
information to the following categories of recipients when necessary for
legitimate business purposes, to provide the Website or Services, or when
required by law:

• Hosting, website, email, form-processing, analytics, CRM, storage, and security service providers.
• AI, automation, cloud, telephony, robotics, hardware, and software vendors selected or authorized for a client project.
• Independent contractors, consultants, and professional advisors who need access to perform services or advise us, subject to appropriate obligations.
• Payment processors, accounting providers, insurers, banks, and other business-administration providers.
• Government authorities, regulators, law enforcement, courts, or other parties when required by law or necessary to protect rights, safety, systems, or property.
• Potential buyers, investors, successors, or advisors in connection with a merger, acquisition, financing, restructuring, sale, or transfer of all or part of our business, subject to applicable law.
• Any other party with your consent or at your direction.

We may also share aggregated or de-identified information that does not
reasonably identify you, subject to applicable law.

5. Cookies, Forms, and Analytics

We use cookies, log files, and similar technologies to operate the Website,
understand how visitors use it, improve its performance, and protect against
misuse.

Google Analytics

We use Google Analytics to understand Website traffic and usage patterns.
Google Analytics may collect information such as your IP address, browser and
device information, approximate location, referring website, pages viewed,
time spent on pages, and interactions with the Website.

Google Analytics uses cookies and similar technologies to provide these
analytics services. We use this information in aggregated form to understand
Website performance and visitor behavior; we do not use Google Analytics to
directly identify you.

You can manage or delete cookies through your browser settings. You may also
use Google’s browser add-on to opt out of Google Analytics tracking:

Google Analytics Opt-out Browser Add-on
.

Formlayer

We use Formlayer to process submissions made through our Website contact
form. When you submit a contact form, Formlayer may process the information
you provide, such as your name, company name, email address, phone number,
message, project details, and any other information you choose to submit.

We use contact-form submissions to respond to inquiries, evaluate potential
projects, communicate about our Services, prepare proposals, and maintain
business records. Please do not submit passwords, payment-card information,
protected health information, biometric information, security credentials, or
other highly sensitive information through the public contact form.

You can manage cookies through your browser settings. If you block or delete
cookies, some Website features may not function as intended.

6. Marketing Communications

If you opt in to receive marketing emails or other promotional communications,
we may use your contact information to send updates about our services,
resources, events, or offers. You can opt out of marketing emails at any
time by using the unsubscribe link in the email or by contacting us at

info@theotautomations.website
.

Even if you opt out of marketing communications, we may still send
non-promotional communications related to an inquiry, project, account,
invoice, security issue, or legal matter.

7. Data Retention

We retain personal information only for as long as reasonably necessary to
fulfill the purposes described in this Privacy Policy. These purposes may
include responding to inquiries, providing Services, preparing proposals,
maintaining client and business records, complying with legal, tax, and
accounting obligations, resolving disputes, enforcing agreements, and
protecting our rights, systems, and users.

Retention periods vary based on the type of information, the nature of the
request or project, our legal and business obligations, security needs, and
whether the information relates to an active or potential client
relationship.

For example, contact-form submissions and business communications may be
retained while we respond to an inquiry, evaluate a project, maintain a
business relationship, or need the information for recordkeeping, legal,
security, or dispute-resolution purposes. Client project information may be
retained according to the applicable project agreement, client instructions,
legal obligations, backup practices, and security requirements.

We may delete, anonymize, or securely archive information when it is no
longer reasonably needed, subject to applicable law and legitimate business
requirements.

8. Data Security

We use reasonable administrative, technical, and organizational measures
intended to protect personal information against unauthorized access, loss,
misuse, alteration, or disclosure. These measures may include access
controls, password management, least-privilege access practices, secure
service providers, encryption where appropriate, backups, and internal
procedures.

However, no website, network, cloud service, device, data transfer, or
storage system is completely secure. We cannot guarantee absolute security.
You are responsible for using appropriate security controls on your own
systems and for communicating with us through secure channels when handling
sensitive information.

9. Your Privacy Choices and Rights

Depending on where you live and subject to applicable law, you may have the
right to request information about the personal data we process about you,
request access to or a copy of your personal data, request correction of
inaccurate data, request deletion, or opt out of certain processing.

To make a privacy request, email

info@theotautomations.website

with the subject line “Privacy Request,” or use our
Contact Us page.

To protect personal information, we may need to verify your identity before
responding to a request. We may deny or limit a request where permitted or
required by law, including where we cannot verify the request, where
disclosure would affect another person’s rights, or where information must
be retained for legal, security, accounting, or legitimate business reasons.

We do not sell personal information for money. If we engage in processing
that requires an opt-out mechanism under applicable law, we will provide the
required notice and method to exercise that choice.

If we deny a privacy request, you may appeal by replying to our decision
email and writing “Privacy Appeal” in the subject line. We will review the
appeal as required by applicable law.

10. Children’s Privacy

The Website and Services are not directed to children under 13, and we do
not knowingly collect personal information from children under 13 through
the Website. If you believe a child has provided personal information to us
without appropriate authorization, please contact us so we can take
appropriate steps.

11. Third-Party Links and Services

The Website may contain links to third-party websites, software, platforms,
vendors, and services, including our sister site,

theotautomations.com
.

We are not responsible for the privacy, security, content, availability, or
data practices of third-party websites or services. Review the privacy
policies and terms of each third party before providing information or using
its services.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in
our practices, technology, Services, legal requirements, or other business
needs. The “Last updated” date at the top of this page indicates when this
Privacy Policy was most recently revised.

Material changes will be posted on this page or communicated through another
reasonable method where required by law.

13. Contact Us

If you have questions about this Privacy Policy, want to exercise a privacy
right, or have a privacy concern, please contact us at 
info@theotautomations.website