Who we are and what this policy covers
This Privacy Policy explains how Optimus Robotics ("we", "us") handles personal data when you visit gen3order-optim.us, submit a reservation request, correspond with our team, or operate an Optimus Gen-3 unit under a fleet agreement.
Optimus Robotics is the controller of the personal data described here. Where we process data on behalf of a customer operating a fleet — for example, operator identifiers inside a customer's own fleet console — we act as a processor and the customer remains the controller. That relationship is governed by the data processing terms in your fleet agreement rather than by this policy.
Short version. We collect the details you type into the reservation form, a small amount of technical information every web server receives, and — only if you agree — anonymised analytics. We do not sell personal data, we do not run advertising networks on this site, and robot perception data stays on the unit unless your own administrator chooses otherwise.
The personal data we collect
Data you give us directly
- Reservation requests. Your name, work email address, organisation, deployment region, chosen configuration, the number of units, and the free-text description of your intended application.
- Correspondence. The content of emails you send us and any attachments, together with our replies.
- Programme documents. Where a reservation progresses to technical review or site survey, the technical information you choose to share about your facility. This is usually organisational rather than personal, but may include the names and roles of the people we will be working with.
Data collected automatically
- Server logs. IP address, user-agent string, requested URL, referring URL, response status and timestamp. These are generated by the hosting infrastructure and are needed to serve and secure the site.
- Strictly necessary cookies and local storage. A single entry recording your cookie choice, so we do not ask again on every page. See the Cookie Policy.
- Analytics (only with consent). Aggregated page-view and interaction counts, with IP addresses truncated before storage. Declining this changes nothing about how the site works for you.
Data we deliberately do not collect
- We do not ask for payment card details anywhere on this website.
- We do not ask for home addresses or telephone numbers.
- We do not collect special category data (health, biometrics, political or religious views, and similar) and ask that you do not include such information in free-text fields.
- We do not operate third-party advertising or cross-site tracking pixels on this domain.
Robot perception data
This deserves its own section, because it is the question we are asked most often.
An Optimus Gen-3 unit processes camera, depth and LiDAR data on board. Under the default configuration, raw perception frames are never transmitted off the unit and are overwritten in a rolling buffer. What leaves the unit, if fleet telemetry is enabled by the customer's administrator, is operational metadata: task identifiers, outcome codes, fault codes, joint health counters and battery statistics.
Where a unit operates in a space in which people are present, images of those people may be held transiently in the on-board buffer for the purpose of collision avoidance. That processing is local, is not used to identify anyone, and no facial recognition, gait recognition or person re-identification is performed. Where a customer's administrator chooses to attach a perception frame to a support ticket, that specific frame is transferred to us and handled under the customer's own fleet agreement.
If you operate units in the EU, the UK or another jurisdiction with workplace monitoring rules, you remain responsible for informing the people who work alongside them. We supply a signage pack and a worker information template with every commissioning.
Why we process it, and on what legal basis
| Purpose | Data used | Legal basis (UK/EU GDPR) |
|---|---|---|
| Responding to a reservation request and running the programme stages | Reservation form fields, correspondence | Steps at your request prior to entering a contract; performance of a contract |
| Keeping the website available, fast and secure | Server logs, necessary cookies | Legitimate interests — operating and defending our own service |
| Understanding which parts of the site are read | Aggregated analytics | Consent, withdrawable at any time |
| Product safety, incident investigation and recall obligations | Unit telemetry, fault records | Legal obligation; legitimate interests in product safety |
| Accounting, tax and dispute records | Contract and reservation records | Legal obligation |
Where we rely on legitimate interests, we have balanced those interests against your rights and concluded that the processing is limited, expected in context, and not intrusive. You may object at any time using the contact details below.
Who we share data with
We share personal data only with the categories of recipient listed below, and only to the extent each one needs it:
- Infrastructure providers who host this website and our email systems, under written processing terms.
- Professional advisers — auditors, insurers and lawyers — where there is a genuine need and a duty of confidence.
- Regulators, courts and law enforcement, where we are legally compelled, and after checking that the request is valid and proportionate.
- A successor organisation in the event of a merger, acquisition or restructuring, subject to equivalent protection and advance notice to affected individuals where the law requires it.
We do not sell personal data, and we do not "share" it for cross-context behavioural advertising as those terms are defined under United States state privacy law.
International transfers
Our infrastructure is operated from data centres in the European Union and the United States. Where personal data originating in the UK, the EEA or Switzerland is transferred to a country without an adequacy decision, we rely on the European Commission's Standard Contractual Clauses, together with the UK International Data Transfer Addendum where applicable, and apply supplementary technical measures including encryption in transit and at rest.
You may request a copy of the transfer mechanism applicable to your data by writing to [email protected].
How long we keep it
| Record | Retention |
|---|---|
| Reservation request that does not proceed | 18 months from last contact, then deleted |
| Reservation that becomes an order | Duration of the contract plus 7 years, for tax and warranty purposes |
| General correspondence | 24 months from last contact |
| Web server logs | 30 days, then deleted |
| Consent record (cookie choice) | 12 months, or until you clear it in your browser |
| Aggregated analytics | 14 months, in aggregate form only |
| Product safety and incident records | 10 years from the incident, as required for machinery safety |
Your rights
Depending on where you live, you have some or all of the following rights. We honour all of them for everyone who asks, regardless of jurisdiction, provided we can verify the request.
- Access — a copy of the personal data we hold about you.
- Rectification — correction of anything inaccurate or incomplete.
- Erasure — deletion, where we no longer have a lawful reason to keep it.
- Restriction — pausing processing while a dispute is resolved.
- Portability — a machine-readable copy of data you provided to us.
- Objection — to processing based on legitimate interests, including profiling.
- Withdrawal of consent — at any time, without affecting processing already carried out.
- Non-discrimination — we will not degrade the service you receive because you exercised a right.
To exercise any of these, write to [email protected]. We respond within 30 days, and will tell you if we need an extension and why. There is no charge unless a request is manifestly unfounded or excessive.
If you are unhappy with our response, you may complain to your national supervisory authority — in the UK, the Information Commissioner's Office; in the EEA, the authority in your country of residence. We would appreciate the chance to put it right first.
Security
We apply measures proportionate to the risk, including TLS on all connections to this site, encryption at rest for stored records, role-based access limited to staff who need it, multi-factor authentication on all administrative systems, signed firmware for every unit, and logging of administrative access.
No system is perfect. If a breach occurs that is likely to result in a risk to your rights, we will notify the relevant supervisory authority within 72 hours and inform affected individuals without undue delay where the risk is high.
If you believe you have found a vulnerability in this site or in our products, please write to [email protected]. We will acknowledge within three business days and will not pursue good-faith research that respects user privacy and avoids service disruption.
Automated decision-making
We do not make decisions about you that produce legal or similarly significant effects on the basis of automated processing alone. Reservation requests are read and assessed by a person. Units make autonomous motion decisions in the course of their work, but those decisions are about objects and tasks, not about individuals.
Children
This site is aimed at organisations and is not directed at children. We do not knowingly collect personal data from anyone under 16. If you believe a child has submitted information through this site, write to [email protected] and we will delete it.
Changes to this policy
We will update this policy when our practices change. The version number and date at the top of the page always reflect the current text. Where a change materially affects how we use personal data you have already given us, we will contact you directly before it takes effect rather than relying on this page alone. Previous versions are available on request.
How to contact us
Privacy questions, rights requests and complaints: [email protected]
Security reports: [email protected]
Everything else: [email protected]
We answer by email. If you need correspondence in an alternative accessible format, say so in your message and we will accommodate it — see the Accessibility Statement.