Privacy Policy

Octolife Climate Solutions Private Limited, operating under the brand name Optimist (hereinafter referred to as “Optimist”, “we”, “us” or “our”), is committed to protecting the privacy of all individuals whose personal data we collect, use, store, or process. We recognise that personal information is a valuable asset entrusted to us and we consider its protection to be a core responsibility of our business.

This Privacy Policy explains how we handle personal information collected through our website, mobile application, products, services, and all related customer interactions. This Policy is issued in compliance with the Digital Personal Data Protection Act, 2023 (“DPDP Act”), the Information Technology Act, 2000, and the Consumer Protection (E-Commerce) Rules, 2020.

By accessing or using any Optimist platform or service, you agree to the terms of this Privacy Policy. Where we rely on your consent to process personal data, you may withdraw that consent at any time by contacting us at care@optimist.in or through the Optimist app settings, without affecting the lawfulness of processing carried out prior to withdrawal.

1. Scope of This Policy

This Privacy Policy applies to personal information collected through:

• The website www.optimist.in
• The Optimist mobile application
• Purchase, warranty registration, installation and servicing of Optimist products
• Connected (smart) air-conditioners and related software
• Customer support, service requests, and feedback
• Marketing, surveys, and communication activities

2. Legal Basis for Processing

Optimist processes personal data only on one of the following lawful bases under the DPDP Act, 2023:

• Consent: Where you have given free, specific, informed, and unambiguous consent prior to processing.
• Legitimate Use: Where processing is necessary to perform a contract with you, such as fulfilling your order or providing warranty support.
• Legal Obligation: Where processing is required to comply with applicable Indian law or a lawful order of a government authority.

3. Collection of Personal Information

We may collect the following categories of information when you interact with us.

3.1 Information Provided by You

We may collect the following information when you interact with us:

• Full name, mobile number, email address, and postal address
• Purchase and invoice details
• Product model number and serial number
• Installation location details
• Warranty registration information
• Service request details and communication history
• Account information created on the Optimist app
• Preferences relating to communication and notifications

3.2 Information Collected Automatically

When you use our website, app, or connected products, certain information may be collected automatically, including:

• Device identifiers and IP address
• Browser and operating system information
• App usage logs and interaction data
• Energy consumption and performance data (for connected ACs)
• Error logs and diagnostic data
• Cookies and similar tracking technologies

3.3 Information from Third Parties

We may receive personal information from e-commerce platforms (Amazon, Flipkart, etc.) for order verification, authorized dealers and installers, service partners, and logistics and fulfillment partners.

4. Purpose of Processing Personal Information

Personal information collected by Optimist is processed for the following purposes:

• To supply products and provide installation services
• To activate, manage, and verify product warranty
• To provide after-sales service and customer support
• To enable app-based features including energy monitoring and diagnostics
• To improve product quality, reliability, and performance
• To conduct internal research, analytics, and product development
• To respond to inquiries, complaints, and feedback
• To communicate service updates, safety information, and product notifications
• To conduct surveys, campaigns, and customer engagement programs (only with your consent)
• To comply with legal and regulatory obligations under applicable Indian law

5. Connected Product Data (Smart Features)

If you choose to connect your Optimist air-conditioner to the Optimist app, we may collect operational and performance data such as:

• Cooling performance metrics
• Energy consumption data
• Error and diagnostic logs
• Usage patterns

This data is used exclusively for product improvement, predictive maintenance, energy optimization, and enhanced customer support. You may disconnect your product from the app at any time. Disconnecting from the app does not affect your product warranty in any way.

6. Disclosure and Sharing of Personal Information

Optimist does not sell personal data to any third party.

We may disclose personal information to third parties only to the extent necessary for the purposes described in this Policy, including:

• Authorized service and installation partners
• Cloud service providers and technology vendors
• Customer relationship management and analytics partners
• Logistics and delivery partners
• Government authorities or legal bodies where required by law

All such third parties are contractually bound to maintain confidentiality and adequate data protection measures, and to process data only as instructed by Optimist.

7. Cross-Border Data Transfers

Some of our cloud service providers may store or process your personal data outside India. Where such transfers occur, Optimist ensures they are carried out only to countries or entities that provide an adequate level of data protection as required under the DPDP Act, 2023, or under contractual safeguards that require the recipient to protect personal data to an equivalent standard. You may request details of applicable safeguards by contacting our Data Protection Officer.

8. Storage and Retention of Data

Personal information is stored securely and retained only for as long as necessary to fulfill the purpose for which it was collected, in accordance with the following periods:

• Customer account and order data: 7 years from last transaction (tax and legal compliance)
• Warranty registration data: Duration of warranty plus 2 years
• Connected product usage data: 3 years from last connection
• Customer support records: 3 years from resolution
• Marketing and consent records: Until consent is withdrawn plus 1 year
• Website and app logs: 12 months

Upon expiry of the applicable period, personal data is securely deleted or irreversibly anonymized, unless a longer period is required by law.

9. Data Security Measures

We implement appropriate technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, or destruction, including:

• Encryption of sensitive data in transit and at rest
• Secure access controls
• Restricted internal access on a need-to-know basis
• Regular security audits and monitoring
• Data breach response procedures with notification timelines compliant with the DPDP Act, 2023

10. Your Rights as a Data Principal

Under the Digital Personal Data Protection Act, 2023, you have the following rights in relation to your personal data:

• Request access to your personal information
• Request correction or update of inaccurate data
• Withdraw consent for marketing communications or any consent-based processing
• Request deletion of personal data, where legally permissible
• Request data portability
• Raise a grievance regarding the processing of your personal data

To exercise any of these rights, please contact our Data Protection Officer at care@optimist.in or through the Optimist app. We will acknowledge your request within 72 hours and provide a substantive response within 30 days.

11. Cookies and Tracking Technologies

Our website and app use cookies and similar technologies to improve user experience, analyze traffic, and personalize content. We use the following categories of cookies:

• Strictly Necessary Cookies: Required for the website to function and cannot be disabled.
• Performance and Analytics Cookies: Help us understand how visitors interact with our website. Enabled only with your consent.
• Marketing Cookies: Used to deliver relevant communications. Enabled only with your explicit consent.

You may control or disable non-essential cookies through your browser settings; however, some features may not function correctly if cookies are disabled.

12. Children’s Privacy

Our products and services are not intended for individuals below the age of 18. We do not knowingly collect personal data from children. If we become aware that personal data of a child has been collected, we will take steps to delete such data promptly. If you believe we have inadvertently collected data about a child, please contact us at care@optimist.in.

13. Amendments to This Policy

We reserve the right to modify this Privacy Policy at any time. For material changes that affect your rights or how your data is processed, we will notify you by email to your registered address or through an in-app notification at least 15 days before the change takes effect, and will seek fresh consent where required under the DPDP Act, 2023.

For non-material changes, the revised Policy will be published on our website with an updated effective date. Continued use of our services following notification of changes does not substitute for consent where consent is required under the DPDP Act, 2023.

14. Grievance Redressal

In accordance with the Consumer Protection (E-Commerce) Rules, 2020 and the DPDP Act, 2023, Optimist has appointed a Data Protection Officer and Grievance Officer to address privacy-related complaints.

If your grievance is not resolved to your satisfaction, you may escalate the matter to the Data Protection Board of India established under the DPDP Act, 2023.

Commitment to Privacy

At Optimist, privacy is not a checkbox, it is part of building systems that people can trust for years. We protect your data with the same seriousness with which we engineer your comfort.