1. About this policy
Optiwise is a business management and manufacturing platform operated by AICAN Private Limited. In this policy, AICAN, Optiwise, we, us, and our refer to AICAN Private Limited and the products, services, websites, mobile applications, support channels, demos, and business operations we provide.
This Privacy Policy explains how we collect, use, store, share, retain, and protect personal information when you visit our website, create an account, use Optiwise, communicate with us, download content, request a demo, or interact with related services.
Personal information means information about an individual who can be identified from that information, either directly or together with other information. Business records may contain personal information, including a customer's contact details, an employee's work entries, a supplier's banking information, or an operator's activity logs.
2. Our role and your organization's role
When we collect information to manage our own relationship with you, such as account administration, website enquiries, demo requests, subscription billing, marketing communication, or support, AICAN decides how that information is used for those purposes.
When your organization uploads, imports, enters, connects, or generates information inside its Optiwise workspace, your organization generally decides the business purpose for that processing. AICAN processes that information on its behalf to provide the agreed services, subject to applicable law and the agreement with that organization.
Your organization manages its workspace, user access, permissions, business records, workflows, approvals, and connected systems. Authorized administrators may access information associated with your use of the workspace, including work entries, approvals, assigned activities, training progress, documents, and activity history, depending on the permissions configured.
Your organization is responsible for giving appropriate notices and establishing the required legal basis for information it collects about employees, workers, customers, suppliers, vendors, contractors, and other individuals. AICAN's own legal obligations continue to apply.
3. Information we collect
The information we process depends on how you interact with AICAN and which Optiwise features your organization enables.
- Account and organization information: name, email address, telephone number, organization name, job role, user identifier, login credentials or authentication information, workspace details, subscription details, and account permissions.
- Business and transaction records: customer, supplier, vendor, and business contact details; quotations; sales orders; purchase orders; invoices; expenses; billing addresses; tax information; payment or banking details included in business records; and related documents.
- Manufacturing and shopfloor records: inventory, material movement, production, job work, process tracking, quality inspection, maintenance, dispatch, packing, operator entries, pause reasons, output quantities, status changes, approvals, rework, NCR, CAPA, attachments, and workflow history.
- Employee activity and learning information: assigned jobs, process entries, timestamps, completion status, productivity signals, skill-fit data, training assignments, practice activities, attempts, results, and activity logs where those features are enabled.
- IoT and machine data: machine status, runtime, downtime, sensor readings, power and energy signals, process parameters, alerts, gateway/device identifiers, connectivity status, and device diagnostics when a customer connects machines or devices to Optiwise.
- Uploaded content and communications: documents, images, videos, instructions, voice inputs, transcripts, support messages, feedback, emails, chat messages, case study or deck download requests, demo forms, contact forms, and other content submitted to AICAN or Optiwise.
- Technical and usage information: IP address, browser and device details, operating system, app version, access timestamps, session identifiers, referral source, approximate location, pages or features used, cookies, analytics events, diagnostic logs, error logs, and performance data.
4. How we obtain information
AICAN receives personal information directly from users, from customer organizations and their authorized administrators, from other authorized users in a workspace, from records imported into Optiwise, from connected services authorized by the customer, and automatically through operation of the website, apps, integrations, and services. Please provide only information relevant to the business purpose for which Optiwise is being used. Before uploading information about another person, make sure you are authorized to do so.
5. How we use information
We use personal information only for business, product, security, support, legal, and communication purposes connected to AICAN and Optiwise.
- Create accounts, verify users, administer workspaces, manage access, and enforce role-based permissions.
- Provide, configure, maintain, and improve the Optiwise platform, mobile apps, dashboards, reports, AI features, learning features, IoT features, and integrations.
- Process manufacturing workflows including enquiries, quotations, orders, approvals, alerts, job updates, inventory movements, purchase flows, production planning, quality checks, maintenance, dispatch, and reporting.
- Support employee work activities, training, accountability, performance visibility, audit trails, and process-wise tracking where enabled by the customer.
- Process documents, voice entries, machine signals, prompts, and workspace information to deliver AI-assisted summaries, answers, recommendations, alerts, forecasts, routing, anomaly detection, and supported workflow actions.
- Manage subscriptions, billing, invoices, commercial relationships, demos, onboarding, support, implementation, feedback, and customer success.
- Send account notifications, product updates, service messages, operational alerts, security notices, requested marketing communications, and opt-in content.
- Identify errors, measure service usage, improve usability, protect forms, detect misuse, investigate security incidents, prevent fraud, and protect accounts and systems.
- Meet legal obligations and establish, exercise, or defend legal claims.
6. Legal basis, consent, and required information
Where applicable law requires consent, we obtain consent for the relevant processing. Where processing is permitted without consent, we rely on the lawful grounds and conditions allowed by that law, including performance of a contract, business operations requested by a customer organization, compliance with law, security, and protection of legal rights.
If required information is not provided, we may be unable to create an account, provide a requested feature, complete an onboarding step, process support, send a requested document, or operate the relevant service.
7. AI-assisted features
Optiwise includes AI-assisted features that help users understand information, extract details from documents, answer questions, identify exceptions, recommend actions, forecast risks, summarize workflows, route tasks, and perform supported business actions.
When you use these features, relevant information from your request and workspace may be processed to produce the requested result. This can include prompts, questions, uploaded documents, business records, voice inputs, transcripts, machine signals, workflow context, generated responses, and records of actions performed.
Depending on the feature and deployment, AI, document-processing, transcription, speech, infrastructure, or analytics service providers may process limited information on AICAN's behalf. We limit the information shared with such providers to what is reasonably needed for the feature, support, security, or service operation.
We do not use customer workspace content, uploaded documents, prompts, responses, audio, transcripts, or factory records to train general-purpose AI models without separate explicit authorization from the customer organization and any consent required by applicable law. This restriction also applies to providers processing that information on our behalf.
AI-generated outputs can be incomplete or incorrect. Users should review outputs before relying on them for operational, financial, procurement, compliance, quality, safety, or employment-related decisions.
8. Cookies, browser storage, and device permissions
We use cookies, browser storage, and similar technologies where needed to support login sessions, authentication, preferences, security, website functionality, analytics, campaign measurement, error diagnostics, and product improvement.
Where optional analytics or marketing technologies are used, their purpose is to understand usage, identify technical issues, improve pages, measure campaigns, and protect forms. Where required by law, we provide information about these technologies and obtain consent before activating them.
You can manage cookies and browser storage through your browser settings. Restricting essential storage may affect login or other features.
Optiwise mobile apps or browser features may request camera, microphone, file, photo, notification, or device permissions only when needed for a feature. Camera access may be used for QR codes, barcodes, documents, photos, material proof, or quality proof. Microphone access may be used for voice-based entries. File or photo access may be used for document and image upload. Notifications may be used for approvals, tasks, alerts, and workflow updates.
You can manage device permissions through your device or browser settings. Declining a permission may stop the corresponding feature from working.
9. How we share information
AICAN shares information only when needed to provide the service, support customers, operate integrations, comply with law, protect the platform, or complete a requested business action.
- Within your organization, information may be available to administrators and authorized users according to workspace permissions and configured workflows.
- With service providers that support hosting, storage, infrastructure, communications, customer support, diagnostics, analytics, security, payment processing, document processing, AI functionality, transcription, speech services, or operational services.
- With customer-authorized integrations such as ERP, accounting, messaging, cloud storage, IoT, analytics, payment, communication, or factory systems.
- With selected recipients when you or your organization send a document, trigger a notification, approve a workflow, export data, connect a service, or initiate another supported action.
- With authorized AICAN personnel and implementation partners engaged for your organization where relevant for onboarding, configuration, support, troubleshooting, service administration, security, or legal reasons.
- With courts, regulators, authorities, professional advisors, or other parties when required by law or valid legal process, or when lawfully necessary to investigate misuse, address security incidents, protect rights, or protect safety and property.
- In connection with a merger, acquisition, financing, restructuring, or sale of relevant business assets, subject to appropriate confidentiality and data protection requirements.
10. No sale of customer data
AICAN does not sell personal information. We also do not disclose customer workspace information, factory data, uploaded documents, prompts, responses, audio, transcripts, machine signals, or operational records to third parties for their independent advertising purposes.
11. Security
Optiwise supports role-based access controls and workspace permissions. We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, misuse, loss, and destruction.
Access to information for service administration, engineering, support, and security is limited according to business need and relevant responsibilities.
No internet service, software platform, network, device, or storage system can be guaranteed to be completely secure. Users and customer organizations should protect login credentials, use strong account practices, keep devices secure, assign appropriate permissions, maintain local network security, and remove access promptly when it is no longer required.
Where a personal information breach requires notification, we will notify the relevant organization, affected individuals, or authorities as required by applicable law and any applicable agreement.
12. Retention and deletion
We retain personal information for as long as reasonably necessary for the purposes described in this policy, taking into account the nature of the information, service requirements, the agreement with your organization, audit needs, technical limits, and applicable legal obligations.
- Account and workspace information is retained while the account or subscription is active and for any additional period needed to complete export, closure, billing, dispute resolution, security, or legal obligations.
- Business and transaction records are retained according to customer requirements, service agreements, audit history, accounting, tax, statutory, contractual, and operational needs.
- Support records are retained as needed to handle enquiries, maintain service history, resolve issues, improve support, defend claims, and meet legal requirements.
- Activity logs, technical logs, and AI interactions are retained only for as long as needed for the feature, service history, troubleshooting, security, auditability, abuse prevention, or other disclosed purposes.
- Deleted information may remain in backups until those backups expire or are overwritten through the applicable backup cycle. During that period, it remains protected and is not used for routine business purposes.
- Removing a user's access does not necessarily delete business records associated with that user. For example, invoices, approvals, production entries, quality records, and audit trails may remain part of the organization's records.
- When information is no longer required, we delete it or anonymize it so it no longer identifies an individual, subject to legal, contractual, technical, backup, and audit requirements.
13. Where information is processed
Personal information may be stored or processed in locations where AICAN, its infrastructure providers, and its service providers operate. Depending on the service, processing may take place outside the country where you or your organization are located. Where information is transferred across national borders, we apply safeguards required by applicable law and any commitments in the agreement with your organization. Any specific data residency arrangement must be set out in the applicable agreement.
14. Your privacy rights and choices
Depending on the law applicable to your information, you may have rights relating to your personal information.
- Request information about how your personal information is processed.
- Access your personal information.
- Correct inaccurate or incomplete information.
- Request deletion of information in applicable circumstances.
- Withdraw consent where processing depends on consent.
- Raise a grievance about the handling of your information.
- Exercise other rights available under applicable law, including nomination rights where applicable.
15. How to make a privacy request
To make a request, contact us using the details below. We may ask for information reasonably necessary to verify your identity, confirm your authority to act, and identify the relevant account, workspace, or organization.
If your request concerns information controlled by your organization, you should contact its administrator or privacy contact. AICAN will assist the organization where appropriate and as required by law.
Withdrawing consent does not affect processing lawfully carried out before withdrawal. It may affect our ability to provide features that require the relevant information.
You may opt out of promotional communications using the instructions in those messages or by contacting us. Essential service, security, account, and operational communications may continue.
We will respond within applicable legal timelines and explain any lawful limitation on fulfilling a request.
16. Children's information
Optiwise is designed for organizational and business use and is not directed at children. We do not knowingly collect personal information from children for consumer use. If you believe a child's personal information has been submitted without authorization required by applicable law, contact us so we can investigate and take appropriate action. Organizations entering information about children are responsible for meeting applicable requirements, including any required parent or guardian consent.
17. Third-party services
External websites and services connected to or linked from AICAN or Optiwise may process information under their own privacy policies. Review the relevant provider's policy before enabling an integration or submitting information directly to that provider. Disconnecting an integration does not necessarily delete information previously transferred to it. Our responsibilities for providers processing information on our behalf remain subject to applicable law and our agreements.
18. Changes to this policy
We may update this policy to reflect changes to our services, data practices, security practices, providers, or legal requirements. The updated version will display a revised Last updated date. Where required, we will provide additional notice of material changes and obtain consent before carrying out processing that requires new consent.
19. Contact and grievance redressal
For privacy questions, requests, or complaints, contact AICAN Private Limited at vedant@aican.co.in. Privacy / Grievance Officer: Vedant Awasthi. Address: 18th Floor, Zone Startups India, Bombay Stock Exchange, PJ Towers, Dalal Street, Mumbai, Maharashtra - 400001, India. Website: https://aican.co.in. Please include enough information for us to understand your request and identify the relevant account or organization. Do not include passwords or unnecessary sensitive information. We will review and address grievances within the period required by applicable law. Where applicable, you may also raise a complaint with the competent authority through the available legal process.