CUSTOMER POLICY

Privacy notice

Effective November 6, 2026. This notice covers the Optimus Prime customer application operated by Forge & Helm, Ohio, United States. It does not automatically cover every page on the Forge & Helm marketing website. Privacy contact: forgeandhelm@gmail.com.

Information we process

We process your email address, password hash, session and verification records, workspace name and business context, uploaded notes and saved drafts, AI usage counts, and subscription identifiers and status. Stripe handles payment-card details; Optimus does not store card numbers.

The application uses security and rate-limit records. Its own request logs contain a request identifier, method and response status, plus aggregate AI model and token counts, rather than note bodies, prompts, images or credentials. Hosting and service providers may separately process connection and diagnostic metadata.

Why and where information is processed

We use information to authenticate accounts, store and search notes, answer your requests, enforce usage limits, handle billing, send account messages, prevent abuse and provide support.

• Supabase stores the customer database.
• Oracle Cloud hosts the customer application.
• OpenAI processes your question, business context and matching note excerpts when you confirm a note-based AI request. For screen assistance, only the snapshot you preview and your question are sent after your approval; notes and business context are excluded. The app does not save screen images or screen answers to the customer database.
• Google/Gmail sends verification and recovery messages and receives support requests.
• Stripe handles checkout, subscriptions and billing management.
• GitHub stores source code and private encrypted customer-database backup artifacts. The backup decryption key is stored separately.

The app requests OpenAI responses with storage disabled. This is not a guarantee that the provider retains no data for security or other permitted purposes. Provider processing is governed by their applicable terms and account settings. Forge & Helm operates in the United States; this notice does not promise that all provider processing stays within a particular region.

Optional Gmail connection — restricted review preview

Gmail is currently available only to explicitly authorized test accounts. When you connect it, Google requests read-only access to your messages and settings. Optimus uses that access to search messages and show their subject, sender, date and plain-text body on your request. It does not send, delete, modify or mark messages read, and does not display attachments or HTML bodies.

Google authorization credentials are encrypted and tied to your Optimus account in the customer database. The Gmail credential table is excluded from backups and workspace exports. Message bodies are processed for the requested display and are not automatically saved as notes. If you separately approve AI drafting, the displayed email text and your instructions are sent to OpenAI to generate that reply; other workspace notes are excluded. You may edit and explicitly save a reply as a workspace note. Saved replies follow the ordinary workspace and backup retention rules.

Disconnecting Gmail deletes the saved credentials and requests revocation from Google. If Google revocation cannot be confirmed, use Google account permissions to revoke access. Account deletion removes stored Gmail credentials, but does not itself guarantee revocation at Google. You can also revoke access at Google at any time. After recovery from a backup, reconnect Gmail to authorize access again.

Optimus Prime's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Gmail data is used to provide the user-facing reading and drafting features you request, not for advertising, sale, surveillance, or training generalized AI models. Human access is limited to your explicit permission, necessary security investigations, legal requirements, or other uses permitted by that policy. This disclosure is not a claim that Google has verified or endorsed the app.

Your choices

Each AI request requires affirmative sharing consent. You can use source search without an AI request, edit notes, export active and trashed notes, and delete your account through Settings, subject to the billing cancellation flow. Contact support for account or privacy assistance. The customer frontend uses authentication and request-protection cookies and does not embed advertising or analytics scripts.

Retention and deletion

Account and workspace content remains in the active database until account deletion. Trash is recoverable storage. Deleting your account removes its workspace, profiles, usage, session and verification records from the active application database.

Encrypted customer-database backup artifacts are retained for 30 days. Deleted content can remain in backups until those backups expire. Backups are used for recovery, and account deletions must be reconciled before restored data is returned to service.

Verification and password-reset links expire after 30 minutes; sessions expire after 24 hours. Expiration prevents use but is not immediate physical deletion: expired authentication records are removed during relevant cleanup operations or account deletion. Rate-limit records are cleared as the relevant limiting operations run. Provider diagnostic, payment and support records can be retained separately under their applicable policies and legitimate operational or legal requirements. Contact support with a deletion request concerning those records.

Security

We use encrypted connections, server-side credentials, account authorization and encrypted off-device backups. No service can guarantee absolute security. Please do not place passwords, payment-card details or other credentials in your notes.

Customer registration is invitation-only during the private pilot.