Privacy Policy

01Who This Policy Applies To

OptiFlow Labs LLC ("OptiFlow Labs," "we," "us," or "our") operates the FailSafe platform (the "Service"), an IT business continuity platform that helps organizations discover, document, and protect the systems they depend on. This Policy explains how we handle personal and business information.

It applies to:

• Businesses and organizations that engage OptiFlow Labs for a FailSafe assessment or ongoing service
• Individual users who create accounts on the FailSafe Portal, including founders, owners, operators, internal IT staff, and office managers
• Channel partners, including managed service providers and independent IT consultants who use the Service to onboard or support their clients
• Administrators of Microsoft 365 and Google Workspace tenants who authorize the Service to perform read only discovery
• Visitors to our marketing website at optiflowlabs.ai

When your organization engages FailSafe for an assessment, personal data of your employees, customers, or contacts may appear in discovery output. In that context, you are the data controller and OptiFlow Labs acts as a data processor operating under your instructions and the terms of your agreement with us.

02Information We Collect

Information you provide directly

When you register for an account, sign an agreement, or contact us, we collect:

• Name, business email address, company name, and job title
• Billing and payment information, processed by our payment processor (we do not store full card numbers)
• Communications you send to support, sales, or partner channels

Information collected automatically

• Log data such as IP address, browser type, device identifiers, pages visited, timestamps, and referring URLs
• Cookies and similar technologies used for authentication, session management, and analytics
• Usage patterns such as features accessed, reports generated, and scan history

Information from connected environments

To provide its core discovery and documentation function, FailSafe connects to cloud productivity environments that you authorize. The categories of data we read depend on the platform:

Microsoft 365 and Microsoft Entra ID. Through the Microsoft Graph API, we read directory metadata (users, groups, roles, license assignments), OAuth application consents and scopes, conditional access policies, mailbox forwarding rules, sign in activity summaries, and tenant configuration. When Email Intelligence is enabled (see below), we also read mailbox messages to detect transactional SaaS signals. We do not read file content, calendar content, chat messages, or meeting recordings.

Google Workspace. Through the Google Admin SDK and Gmail API, using a service account that you authorize via domain wide delegation, we read directory metadata (users, groups, organizational units, domains), OAuth token inventories, admin audit logs, and domain configuration. When Email Intelligence is enabled (see below), we also read Gmail messages to detect transactional SaaS signals. We do not read Drive file content, Calendar events, Chat messages, or Meet recordings.

Email Intelligence: what we read and why

FailSafe's Email Intelligence feature (Layer 2 of our four layer discovery model) scans mailboxes to identify software, services, and vendors that the organization is actively using. Many tools in a modern business environment are adopted outside of IT visibility, and transactional emails are often the only signal that they exist.

What we read. When Email Intelligence is enabled on your engagement, we read:

• Message sender (from address and display name)
• Message subject line
• Message received date
• Message body text, limited to content that matches our transactional pattern library (welcome messages, receipts, trial notices, subscription confirmations, renewal reminders, invitation and collaboration invites, and similar SaaS lifecycle signals)

What we do not read.

• We do not read personal correspondence between employees or between employees and their contacts
• We do not download or store attachment content
• We do not index mailboxes or build a searchable archive of message content
• We do not read messages that do not match our transactional pattern library, except to the extent necessary to determine whether they match
• We do not use message content for advertising, profiling, or any purpose other than SaaS detection for the engagement you authorized

What happens to the data. Message matches are transformed into structured records (for example: "Slack welcome email detected, sender noreply@slack.com, 5 recipients"). These records are displayed to you in the FailSafe Portal's Email Intelligence view and included in your discovery report. Raw message bodies are not retained after processing; only the extracted SaaS detection records are stored.

How to opt out. Email Intelligence is enabled per engagement and can be declined at onboarding or disabled at any time. Disabling it does not affect other layers of the Service. You can also revoke the underlying API access entirely at any time as described in Sections 04 and 05.

Information from optional financial correlation

If you opt in to financial correlation, we may ingest vendor and transaction metadata from CSV uploads or accounting connectors you authorize. This data is used solely to correlate SaaS spend with discovered applications and is never shared externally.

03How We Use Information

We use the information we collect to:

• Operate, maintain, and improve the FailSafe platform and related services
• Generate IT continuity assessments, SaaS discovery reports, runbook documentation, and remediation roadmaps
• Authenticate users and manage account and engagement access
• Detect, prevent, and respond to security incidents, fraud, and abuse on the Service
• Communicate with you about your account, service updates, and support requests
• Comply with legal obligations and enforce our terms of service
• Conduct internal research and analytics to improve detections, benchmarks, and overall product quality, using data in aggregated or anonymized form whenever feasible

We do not use data obtained from Google Workspace or Microsoft 365 for advertising, to train general purpose machine learning models, or for any purpose unrelated to the continuity assessment you authorized.

04Google API Services User Data Policy

OptiFlow Labs LLC's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Scopes we request

When you authorize Google Workspace discovery, FailSafe requests only the read only scopes required to perform its assessment. The specific scopes include:

• admin.directory.user.readonly, admin.directory.group.readonly, admin.directory.rolemanagement.readonly, admin.directory.domain.readonly, admin.directory.customer.readonly, and admin.directory.orgunit.readonly for directory inventory (Layer 1 Identity Discovery)
• admin.reports.audit.readonly for admin audit log context
• apps.licensing for license assignment visibility
• gmail.readonly for Email Intelligence (Layer 2), used solely to detect transactional SaaS signals as described in Section 02. This scope is requested only when Email Intelligence is enabled on your engagement.

The exact set of scopes is displayed on the Google consent screen before you approve access, and we request no more than what is strictly needed to produce your deliverable.

Revoking access

You can revoke FailSafe's access to your Google Workspace environment at any time through the Google Admin console under Security, API Controls, Domain Wide Delegation, by removing the client ID associated with the FailSafe service account. Revocation takes effect immediately.

05Microsoft 365 Data Access

For Microsoft 365 and Entra ID, FailSafe is registered as a multi tenant application. When an administrator consents, the application receives the read only permissions required to enumerate directory objects, OAuth grants, conditional access policies, and other configuration relevant to IT continuity and posture. No write permissions are requested.

You can revoke access at any time through the Microsoft Entra admin center under Enterprise Applications by removing the FailSafe application from your tenant.

06How We Share Information

Service providers

We share information with vendors who help us operate the Service. These include cloud hosting and database infrastructure (Railway), transactional email delivery (Postmark) and digest email delivery (SendGrid), payment processing, error monitoring, and analytics. These providers are contractually bound to protect your information and to use it only for the services they provide to us.

Channel partners

If your FailSafe engagement was created or is managed by a channel partner, such as a managed service provider or independent IT consultant, that partner has access to your engagement data, findings, and reports as part of the service they provide to you. The partner is responsible for the agreement it has with you regarding the handling of that information.

Legal and safety

We may disclose information if we believe in good faith that disclosure is required by law, subpoena, court order, or other valid legal process, or is necessary to protect the rights, property, or safety of OptiFlow Labs LLC, our customers, or the public.

Business transfers

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a materially different privacy policy.

With your consent

We may share information for any other purpose that we disclose to you and for which you provide consent.

We do not sell personal information. We do not share personal information with third parties for their own marketing purposes.

07Data Storage and Security

• FailSafe platform infrastructure is hosted on Railway with PostgreSQL databases located in the United States.
• All data in transit is encrypted using TLS 1.2 or higher.
• Sensitive credentials, service account keys, and access tokens are encrypted at rest using industry standard symmetric encryption.
• Access to production systems is restricted to authorized personnel, logged, and monitored.
• We follow defense in depth practices including least privilege access, audit logging, secure software development reviews, and periodic security assessments.

No method of transmission or electronic storage is perfectly secure. While we apply reasonable and appropriate safeguards, we cannot guarantee absolute security of information transmitted to or stored on the Service.

08Data Retention

• Account data is retained for the duration of your account and for up to 90 days after termination for billing and audit purposes.
• Engagement and scan data is retained while the engagement is active and for up to 12 months after completion, unless you request earlier deletion.
• Log and audit records are retained for up to 24 months to support security investigations and compliance.
• Aggregated and anonymized data that cannot reasonably be used to identify you may be retained indefinitely for product benchmarking and improvement.

You may request earlier deletion of your data at any time as described in Section 9.

09Your Rights and Choices

Depending on where you are located, you may have rights under laws such as the California Consumer Privacy Act and California Privacy Rights Act (CCPA and CPRA), the EU General Data Protection Regulation (GDPR), the UK GDPR, and similar laws to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your information
• Restrict or object to certain processing
• Receive a copy of your information in a portable format
• Withdraw consent where processing is based on consent
• Lodge a complaint with a supervisory authority

To exercise these rights, email privacy@optiflowlabs.ai. We will respond within the timeframes required by applicable law. We do not discriminate against users for exercising privacy rights.

Account deletion

To delete your account and associated data, email privacy@optiflowlabs.ai. We will delete your data within 30 days, except where retention is required by law or for the limited legitimate business purposes described in Section 8.

10Cookies and Tracking

We use cookies and similar technologies to keep you signed in, maintain your session, remember preferences, measure usage, and detect security threats. You can control cookies through your browser settings. Disabling cookies may limit functionality of the Service. We do not currently respond to Do Not Track browser signals.

Website visitor identification

When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing to these email addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.

11International Data Transfers

OptiFlow Labs LLC operates from the United States and our primary infrastructure providers are located in the United States. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States. Where required by law, we implement appropriate safeguards such as Standard Contractual Clauses for international transfers.

12Children's Privacy

The Service is designed for business use. It is not directed to individuals under 18 years of age, and we do not knowingly collect personal information from children. If we learn that we have collected information from a child, we will delete it promptly.

13Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a prominent notice on the Service before the changes take effect. The "Last Updated" date at the top of this Policy indicates when it was last revised. Continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

14Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or our handling of your information, please contact us: