Te Optimizo · Legal information

Privacy Policy

We explain how we process and protect personal data on our website and through our automation, artificial intelligence and Oficina Virtual services.

Last updated: 25 October 2026

Learn how the Oficina Virtual uses Google data ↗

This policy applies to the website teoptimizo.es and to the services and technology solutions provided by Te Optimizo. Section 19 provides specific information about voluntarily connecting Google accounts and services to the Oficina Virtual.

01 General information

In accordance with Regulation (EU) 2016/679 of 27 April 2016, the General Data Protection Regulation (“GDPR”), and the applicable personal data protection legislation, users are hereby informed through this Privacy Policy.

This policy governs the processing of personal data collected through the website www.teoptimizo.es, as well as processing associated with the consulting, automation, software and artificial intelligence services provided by Te Optimizo.

02 Data controller

Name: Raúl Cendrero Prior
Tax ID (NIF): 53450831G
Email address: hola@teoptimizo.es
Website: www.teoptimizo.es

For the purposes of this policy, any reference to “Te Optimizo”, “we” or “our” means the data controller identified above.

03 Scope

This Privacy Policy applies to the processing of personal data through:

the Te Optimizo website;
contact forms, quotation requests and commercial communications;
consulting, automation and technology solutions provided by Te Optimizo;
platforms, tools and integrations developed or managed by Te Optimizo, including the Oficina Virtual;
features connected to WhatsApp Business Platform, Meta and onboarding processes such as Meta Embedded Signup;
automated services involving messaging, conversational assistants, artificial intelligence, calendar management, reminders, follow-ups or similar features;
Google services voluntarily connected by Oficina Virtual users, as described in section 19.

04 What data we process

Depending on the user's relationship with Te Optimizo and the services contracted, we may process the following categories of data:

4.1. Identification and contact details

First and last name, email address, telephone number, company, job title and any other information provided by the data subject.

4.2. Data relating to enquiries, quotations and contracts

Information provided through forms, email, telephone calls, WhatsApp or other contact channels to request information, quotations, support or services.

4.3. Technical and usage data

Technical information relating to website browsing, use of our platforms, activity records, security logs, incidents, usage metrics, audits and operational configuration.

4.4. Data associated with Meta and WhatsApp Business integrations

When a client connects a WhatsApp Business account or channel to a solution managed by Te Optimizo, we may process technical data necessary to activate, verify, operate, maintain and support the service, including:

business identifiers;
WhatsApp Business Account (WABA) identifiers;
phone number identifiers;
technical system identifiers;
configuration and verification statuses;
connection, activation or audit logs;
operational credentials or tokens stored securely.

4.5. Third-party data processed on behalf of clients

When a company, clinic or professional uses Te Optimizo technology to communicate with their own clients, patients or business contacts, Te Optimizo may process data on that client's behalf, such as:

name;
telephone number;
message content;
information about appointments, reminders, cancellations or rescheduling;
other data configured by the client within the platform.

In certain contexts, particularly healthcare settings, communications may include information provided directly by the end user relating to symptoms, reasons for consultation or care needs.

4.6. Data from Google services connected to the Oficina Virtual

If you voluntarily connect your Google account, we may access account details, emails, events, files or metrics from the services you have authorised, as well as technical data and credentials needed to maintain the connection. The specific data and purposes are described in section 19: Google user data in the Oficina Virtual.

05 Purposes of processing

Personal data may be processed for the following purposes:

responding to enquiries, information requests and quotation requests;
managing pre-contractual and contractual relationships with clients;
providing consulting, automation, software and artificial intelligence services;
configuring, activating, verifying and maintaining technology integrations;
enabling business messaging and automation features;
managing reminders, confirmations, cancellations, rescheduling, follow-ups and other operational workflows;
providing the Oficina Virtual features used by the client, including the voluntary Google connections described in section 19;
providing technical support, maintenance, monitoring and service improvement;
ensuring security, traceability, incident management and prevention of unauthorised access or misuse;
complying with applicable legal obligations;
sending informational or marketing communications where there is an appropriate legal basis.

06 Legal basis for processing

Depending on the circumstances, the legal basis for processing personal data may be:

the data subject's consent;
taking pre-contractual steps at the data subject's request;
performance of a contract;
compliance with legal obligations;
Te Optimizo's legitimate interest in ensuring the security, continuity, support, improvement and legal defence of its services.

Where Te Optimizo provides technology services to companies or clinics using the platform to engage with their own patients, clients or contacts, those entities are responsible for determining the appropriate legal basis for processing the data of those third parties.

07 Roles of Te Optimizo and its clients

7.1. Processing for which Te Optimizo acts as data controller

Te Optimizo acts as the data controller when processing data concerning:

website visitors;
people who contact Te Optimizo directly;
people requesting quotations;
direct clients;
subscribers or recipients of our own communications.

7.2. Processing for which Te Optimizo acts as data processor

When a business, clinic or professional client uses Te Optimizo technology to manage conversations, automations, appointments, reminders, WhatsApp support or other interactions with their own patients, customers or contacts, Te Optimizo will generally act as a data processor or technology provider, processing personal data on the client's behalf and in accordance with its instructions.

In such cases, the business, clinic or professional client will generally be the data controller in relation to the end user.

08 Services connected to Meta, WhatsApp Business and Embedded Signup

Te Optimizo may provide services that integrate Meta and WhatsApp Business Platform features, including technical connection and activation processes such as Meta Embedded Signup, to help businesses and clinics configure their channels.

During these processes, Te Optimizo may process the technical data and identifiers required to:

initiate the channel connection;
verify ownership or technical availability of the service;
obtain and validate operational credentials;
configure the connected account or number;
maintain the integration and resolve technical issues.

The use of these services may also involve the processing of data by Meta and its affiliated entities under their own policies, terms and legal bases. We therefore recommend reviewing the applicable Meta and WhatsApp Business policies and terms.

09 Automation and artificial intelligence

Some of the features offered by Te Optimizo may use automated processes, business rules, conversational assistants or artificial intelligence systems to:

classify messages or enquiries;
suggest or generate replies;
assist with calendar management;
trigger reminders, confirmations or rescheduling;
prioritise conversations;
refer matters for human intervention where necessary.

These processes may be part of the normal operation of the contracted service and may be subject to human validation, review or oversight, depending on the situation and the client's configuration.

The specific processing of Google data by the Oficina Virtual, including any transfer of such data to artificial intelligence model providers, is described in section 19.

10 Data retention

Personal data will be retained for as long as necessary to fulfil the purpose for which it was collected and, thereafter, for any legally required retention periods.

As a general rule:

enquiry and information-request data will be retained for the time needed to respond and for the period necessary to address potential liabilities;
client data will be retained throughout the contractual relationship and thereafter for the applicable statutory periods;
data required for tax, accounting or commercial obligations will be retained for the periods required by the relevant legislation;
technical records, logs, audits and incident records may be retained for additional periods where necessary to ensure security, traceability, service continuity or legal defence.

For services provided on behalf of clients, specific retention periods may also be determined by the contract with each client, its instructions and applicable legal obligations. The specific rules in section 19.3 also apply to Google connections in the Oficina Virtual.

11 Recipients and service providers

Personal data may be disclosed or made accessible to:

technology providers necessary for delivering the service;
hosting, infrastructure, storage, monitoring, support and security providers;
messaging, automation, artificial intelligence or integration providers;
Meta, WhatsApp and other related entities where required to activate or operate services connected to WhatsApp Business Platform;
public authorities, regulators, courts and tribunals where legally required.

No other disclosures will be made beyond those indicated here or otherwise required by law. For Google data, the specific recipients and restrictions are set out in section 19.4.

12 International data transfers

Some providers used by Te Optimizo, or by integrations involved in delivering its services, may be located outside the European Economic Area or involve international data transfers.

In such cases, Te Optimizo will implement the appropriate safeguards required by applicable law, including, where appropriate, adequacy decisions, standard contractual clauses or other legally valid mechanisms.

13 Security measures

Te Optimizo implements appropriate technical and organisational measures to protect personal data against loss, alteration, unauthorised access, improper disclosure or destruction, taking into account the state of the art, the nature of the data and the risks associated with processing.

However, no system can guarantee absolute security.

14 Data deletion

You can find information about the erasure or deletion of personal data, and how to request it, on our Data Deletion page.

15 Data subject rights

Where applicable, data subjects may exercise the following rights:

right of access;
right to rectification;
right to erasure;
right to object;
right to restriction of processing;
right to data portability;
right to withdraw consent where processing is based on consent.

To exercise these rights, the data subject may send a request to hola@teoptimizo.es, specifying the right they wish to exercise and, where appropriate, attaching documentation to verify their identity.

Where Te Optimizo acts as a data processor on behalf of a clinic, business or professional client, the request should preferably be addressed to that entity as the data controller, without prejudice to the assistance Te Optimizo may provide in handling the request properly.

If the data subject believes that their rights have not been adequately respected, they may lodge a complaint with the Spanish Data Protection Agency (AEPD).

16 Accuracy of data

Users warrant that the data they provide is accurate, complete, truthful and up to date, and undertake to notify us of any changes.

Users are solely responsible for any direct or indirect damage or loss that may result from providing false, inaccurate or outdated information.

17 Changes to this policy

Te Optimizo may amend this Privacy Policy to reflect changes in legal, technical, operational or business requirements. Any material changes will be published on this page.

18 Contact

For any questions about this Privacy Policy or the processing of personal data, please contact:

Entity: Te Optimizo
Email address: hola@teoptimizo.es
Website: www.teoptimizo.es

19 · Oficina Virtual

Google user data in the Oficina Virtual

Last updated: 25 October 2026

This section explains how Te Optimizo's Oficina Virtual accesses, uses, stores and shares data from your Google Account. It supplements the rest of this Privacy Policy; the data controller is identified in section 2.

19.1. What data we use and why

The Oficina Virtual only accesses your Google Account if you connect it, and only the services you choose.

Basic account data (name and email address): to identify the connected account and, if you choose, to sign in with Google.
Gmail: to read your emails to detect invoices and documents and propose recording them in Odoo; to search emails when you ask the assistant; to prepare drafts and send emails, always after you approve them; and to label emails already processed.
Google Calendar: to see your calendars and availability to prepare your schedule and propose meetings; and to create, move or cancel events, always after you approve them.
Google Drive: to search and read your files when you ask the assistant or to find documents about your clients and projects; and to create folders, documents and files, always after you approve them.
Google Analytics, Google Ads and Search Console (only if you connect the marketing services): to read your website and campaign metrics to prepare reports and proposals. Any changes to your campaigns or Search Console are made only after you approve them.

We use this data only to provide the Oficina Virtual features that you see and use.

19.2. Artificial intelligence

To provide these features, we send the necessary content (for example, the text of an email or an attached invoice) to artificial intelligence model providers that process it on Te Optimizo's behalf: Anthropic, OpenAI and Google. We only send what the task you request or configure needs, and it is used only to generate the answer or proposal you see.

We do not use, transfer or sell your Google user data, or any data derived or anonymised from it, to create, train or improve general-purpose artificial intelligence or machine learning models. We may store criteria specific to your company (for example, which ledger account a supplier is assigned to) to tailor the service to your needs. Those criteria are used only for your company.

19.3. What we store and for how long

We do not keep a copy of your mailbox, calendar or Drive: we access them when a task requires it.
For each invoice detected in your email, we store what is needed to track it: sender, subject, attachment name and status. Invoices you approve are recorded in your Odoo with the associated document.
What the assistant shows you remains in your company's conversation history.
The access credentials provided by Google are stored in encrypted form.
When you disconnect Google, we delete its credentials and revoke access. When your company closes its account, we delete its data within a maximum of 30 days, except for information we are legally required to retain.

19.4. Who we share it with

We do not sell your Google user data or use it for advertising. We only share it:

with service providers that help us deliver the service (hosting and artificial intelligence models), under contract and only for that purpose;
when you request or approve it, for example, when recording an invoice in your Odoo or sending an email;
when required by law;
in connection with a merger, acquisition or sale of the company, with the same level of protection and, where applicable to information obtained from Google APIs, after obtaining your prior express consent.

19.5. Who can access your data

No one at Te Optimizo reads your emails, events or files except: with your express permission for a specific matter (such as a support incident); when necessary for security, such as investigating abuse or a failure; to comply with the law; or where data has been aggregated and anonymised for our internal operations.

19.6. Transfers outside the European Union

Some providers may process data outside the European Economic Area, for example in the United States. In such cases, we apply the safeguards required by the GDPR, such as an adequacy decision or the European Commission's standard contractual clauses.

19.7. How to revoke access

In the Oficina Virtual, go to Settings → Connections → Disconnect. You can also revoke access from your Google Account at myaccount.google.com/permissions. To exercise your rights or ask any questions, write to hola@teoptimizo.es.

19.8. Limited Use

Te Optimizo'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.