Privacy Policy

1. Who we are

Optimism is a business-management platform for managers of artists, athletes and creators. The Service is operated by Rakaunui LLC, a Delaware limited liability company (“Optimism”, “we”, “us”, “our”). This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. It applies to the Optimism website and application at optimismos.com (the “Service”).

2. Two roles: your account vs. the data you put in

Optimism handles two different kinds of personal information, and our role differs for each:

• Your account information — the data about you and your organization that you give us to create and run your account. For this, we act as a “controller” (we decide how it’s used), and this Policy governs it.
• The content you upload about other people — the talent you manage, their contacts, counterparties, and the contracts, statements and records relating to them. For this, we act as a “service provider” / “processor” that handles the data on your instructions. You are responsible for that data, including having the rights and consents needed to provide it to us (see Section 9).

3. Information we collect

Information you provide directly:

• Account details: name, email address, password, organization name and role.
• Business profile: legal entity name, trading name, tax identifiers, business address, payment details you choose to display on invoices, and your logo.
• Content you upload or create: rosters and talent records, contacts, deals, contracts, royalty and financial statements, invoices, shows, releases, and any documents, notes, and figures you enter. This content may include personal and financial information about you and about third parties.
• Communications: messages you send us, including support requests.

Information collected automatically:

• Usage and product analytics: pages and features used, actions taken, and similar events, used to understand and improve the Service.
• Device and log data: IP address, browser type, and technical logs, including error diagnostics.
• Cookies and similar technologies needed to keep you signed in and secure.

Payment information: when you subscribe, your card and billing details are collected and processed directly by Stripe, our payment processor. We do not store full payment card numbers; we receive limited information such as the last four digits, card brand, and subscription status.

4. How we use information

• To provide, operate, secure and maintain the Service.
• To process the documents and data you submit, including running automated extraction (see Section 5) and producing the records, calculations, invoices and reports you ask for.
• To handle subscriptions, billing, and tax calculation.
• To send service and transactional emails (e.g. confirmations, alerts, receipts).
• To provide support and respond to your requests.
• To monitor performance, debug, prevent fraud and abuse, and improve the Service.
• To comply with legal obligations and enforce our terms.

5. Automated document processing (AI)

A core feature of Optimism reads documents you upload — such as contracts and royalty statements — and extracts their terms and figures for you. To do this, we send the relevant document content to our AI processing provider, Anthropic, through its commercial API.

• Under Anthropic’s commercial terms, data submitted through its API is not used to train its models.
• Automated extraction can be inaccurate or incomplete. Extracted results are suggestions for you to review and confirm; you are responsible for verifying them before relying on them. Optimism does not provide financial, legal, tax or accounting advice.

6. How we share information

We do not sell your personal information. We share information only as needed to run the Service:

• Within your organization: with other members and collaborators you invite, and with talent or partners you grant portal or share access to, according to the permissions you set.
• Service providers (sub-processors) who process data on our behalf:• Supabase — database, file storage and authentication (United States).
  • Vercel — application hosting (United States).
  • Stripe — payment processing and tax calculation.
  • Anthropic — AI document extraction (see Section 5).
  • Resend — transactional email delivery.
  • PostHog — product analytics.
  • Sentry — error monitoring and diagnostics.
  • Open Exchange Rates — currency conversion rates.
• Legal and safety: when required by law, to respond to lawful requests, or to protect the rights, property or safety of Optimism, our users, or others.
• Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this Policy.

7. Data retention

We retain your information for as long as your account is active and as needed to provide the Service. After account closure we delete or de-identify personal information within a reasonable period, except where we must retain it to comply with legal, tax, accounting or dispute-resolution obligations, or where it exists in routine backups that age out on a rolling basis. You can export your data before closing your account.

8. Security

We use technical and organizational measures designed to protect your information, including encryption in transit, access controls, and tenant isolation so each organization’s data is segregated. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your login credentials confidential.

9. Your responsibilities for third-party data

Much of what you put into Optimism is personal information about other people — the talent you manage and their contacts, partners and counterparties. You confirm that you have the necessary rights, permissions and lawful basis to provide that information to us and to have us process it on your behalf, and that doing so does not violate any law or agreement. You are responsible for responding to requests those individuals make about their data; we will assist you as your service provider where reasonable.

10. Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, or export your personal information, and to object to or restrict certain processing. You can access and update much of your account information directly in the Service, or contact us at privacy@optimismos.com to make a request. We will not discriminate against you for exercising these rights.

California residents (CCPA/CPRA): you have the right to know what personal information we collect and how we use and share it, to request deletion or correction, and to opt out of any “sale” or “sharing” of personal information. We do not sell your personal information. You may exercise these rights at privacy@optimismos.com.

EU/UK residents: where the GDPR or UK GDPR applies, you have rights of access, rectification, erasure, restriction, portability, and objection, and the right to lodge a complaint with your supervisory authority. For data you upload about others, the account holder is the controller and Optimism acts as processor on their instructions. Contact privacy@optimismos.com for assistance.

11. Data location and international transfers

Optimism is operated from the United States, and your information is stored and processed in the United States. If you access the Service from outside the United States, you understand your information will be transferred to and processed there, where data-protection laws may differ from those in your country.

12. Children

The Service is for business use and is not directed to children under 16. We do not knowingly collect personal information directly from children. If you use Optimism to manage talent who are minors, you are responsible for having the appropriate authority and consents to do so.

13. Changes to this Policy

We may update this Policy from time to time. When we make material changes, we will update the “Last updated” date and, where appropriate, notify you. Your continued use of the Service after a change takes effect means you accept the updated Policy.

14. Contact us

Questions about this Policy or your information? Contact us at privacy@optimismos.com, or by mail at Rakaunui LLC, a Delaware limited liability company, 8 The Green, Suite B, Dover, DE 19901.