Privacy Policy
The policy:
This privacy policy notice is served by Optima Systems Consultancy Ltd, Heron House, Midland Way, Thornbury, Bristol BS35 2BS under the website www.optimasc.co.uk. The purpose of this policy is to explain to you how we control, process, handle and protect your personal information through the business and while you browse or use this website. If you do not agree to the following policy you may wish to cease viewing or using this website, and/or refrain from submitting your personal data to us.
Policy key definitions:
- “I”, “our”, “us”, or “we” refer to the business, Optima Systems Consultancy Limited.
- “you”, “the user” refer to the person(s) using this website.
- GDPR means General Data Protection Act.
- PECR means Privacy & Electronic Communications Regulation.
- ICO means Information Commissioner’s Office.
- Cookies mean small files stored on a user’s computer or device.
Key principles of GDPR:
Our privacy policy embodies the following key principles; (a) Lawfulness, fairness and transparency, (b) Purpose limitation, (c) Data minimisation, (d) Accuracy, (e) Storage limitation, (f) Integrity and confidence, (g) Accountability.
Processing of your personal data
As required by the GDPR (General Data Protection Regulation) we will always process your data in a fair and transparent manner. We may control and / or process any personal information about you electronically using the following lawful bases.
- We are registered with the ICO under the Data Protection Register, our registration number is: ZA522873.
- Lawful basis: Consent
Where our purpose for processing is: sales and marketing
Which is necessary because: we believe our services may be relevant to your organisation and we would like to send you updates and information.
We process your information in the following ways: email marketing (see below); Google Analytics cookies that identify your IP address placed on your computer or device when you visit our website for the purposes of marketing analytics and targeting.
Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists.
Sharing your information: We do not share your information with third parties.
- Lawful basis: Contract
Where our purpose for processing is: to identify relevant individuals within the context of a contract or potential contract of work
Which is necessary because: to enable us to fulfil our contractual obligations.
We process your information in the following ways: we will retain your name, email, phone number, address and/or any other contact information as supplied to us for the fulfilment of the services we provide.
Data retention period: We will continue to process your information under this basis until the term required further to the expiration of the contract.
Sharing your information: We do not share your information with third parties - Lawful basis: Legal obligation
Where our purpose for processing is: contractual obligation
Which is necessary because: We are contractually obliged to retain data stored in a contract for 6 years.
We process your information in the following ways: client database
Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists.
Sharing your information: We do not share your information with third parties. - Lawful basis: Legitimate interests
Where our purpose for processing is: sales and marketing
Which is necessary because: provision of relevant services to your company
We process your information in the following ways: email marketing database, client and prospect database, retained email exchanges.
Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists.
Sharing your information: We do not share your information with third parties.
If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We will stop processing your personal information if the lawful basis used is no longer relevant. You may request the erasure of your personal data at any time and we will comply with this as long as we are not required by law or contract to retain it.
Your individual rights
Under the GDPR your rights are as follows. You can read more about your rights in detail here;
- the right to be informed;
- the right of access;
- the right to rectification;
- the right to erasure;
- the right to restrict processing;
- the right to data portability;
- the right to object; and
- the right not to be subject to automated decision-making including profiling.
You also have the right to complain to the ICO www.ico.org.uk if you feel there is a problem with the way we are handling your data.
We handle subject access requests in accordance with the GDPR.
Internet cookies
We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track how you use the website, to record or log whether you have seen particular messages that we display, to keep you logged into the website where applicable, to display relevant adverts or content, and/or refer you to a third party website.
Some cookies are required to enjoy and use the full functionality of this website.
We use a cookie control system which allows you to accept the use of cookies, and control which cookies are saved to your device / computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.
Cookies that we use are:
- Google Analytics
Data security and protection
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.
Fair & Transparent Privacy Explained
We have provided some further explanations below about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.
Email marketing messages & subscription
Under the GDPR we use the Consent lawful basis for anyone subscribing to our marketing mailing list. We only collect certain data about you, as detailed in the “Processing of your personal data” above. Any email marketing messages we send are done so through an EMS (email marketing service provider). An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users.
Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P. addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.
Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from all MailChimp lists, by following this link.
Our EMS provider is Mailchimp. We hold the following information about you within our EMS system;
- Full name and email address
- Company name
- I.P address
- Subscription time & date
- Information on your past engagement with our marketing activities: email marketing, social media posts, website downloads.