OPTSM respects your privacy and safeguards your data
OPTSM Limited is a company registered in England and Wales with a company number of 10951068.
We at OPTSM Limited (collectively “OPTSM”, “we”, “us” and “our”) take your privacy very seriously. We know that you, like us, care about how your personal information is used and shared. Please read the following to learn more about how we collect, store, use and disclose information about you when you interact with us, in any manner, via our website and/or our services.
WHAT INFORMATION DOES OPTSM COLLECT?
INFORMATION YOU PROVIDE TO US:
When you use our website – we collect the personal information that you provide to us, for example your name, your email address, your telephone number and your company name via our online forms for enquiries, resource downloads, newsletter sign-up and events registration.
When you use our services – we collect the personal information that you provide to us, for example your name, your email address, your company name, your job title as well as any other contact or other information you choose to provide us in connection with the delivery of services.
When you contact us by email, telephone, post, or social media – we collect the personal information that you provide to us, for example your name, your email address, your company name, your job title as well as any other contact or other information you choose to provide us in connection with your enquiry.
We may also consult third parties and / or review publicly available resources to collect information.
INFORMATION WE AUTOMATICALLY COLLECT:
When you use our website – we collect information via cookies and other similar technologies which may include saving cookies to users’ computers. We collect certain information related to your device such as your device’s IP address, referring website, what pages your device visited, and the time that your device visited our website.
HOW DO WE USE THE INFORMATION?
We use the information we collect via our services for a range of reasons, including:
- for purposes necessary for the performance of our contract with you / with our clients;
- to provide, operate and maintain the services;
- to process and complete transactions and send related information including transaction confirmations and invoices;
- to manage our customers’ use of our services i.e. respond to enquiries and comments and provide customer service and support;
- to investigate and prevent fraudulent activities, unauthorised access to the services, and other illegal activities;
- for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes (see our statement on ‘Legitimate Interests’ below);
- for certain additional purposes with your consent. In the limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw.
We use the information we collect via our website:
- for administration and reporting purposes including (but not limited to) troubleshooting, performance analysis, statistical analysis and testing
- to improve our website to ensure that content is presented in the most effective manner for you and for your device;
- to analyse customers use of our website for trend monitoring and marketing purposes;
for the purposes made clear to you at the time you submit your information – for example, to fulfill your request for information on our products and services;
as part of our efforts to keep our website safe and secure.
- We may also use the information you send to us via our website and/or services, to communicate with you via email and possibly other means regarding products, services, offers, promotions and events we think may be of interest to you or to send you our newsletter. You will always be able to opt-out of such communications at any time (see the “What choices do I have” section below).
Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.
Where we need to use your personal data for a purpose other than the one for which we originally collected it, we will only do so if that new purpose is compatible with the original one.
Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.
In practical terms, depending upon which products or service you engage us to deliver, we may use your personal data to:
- Contact you by post, email or telephone;
- Verify your identity where this is required;
- Understand your needs and how they may be met;
- Maintain our records in accordance with applicable legal and regulatory obligations;
- Process financial transactions;
- Provide you with information related to our services and our events and activities that you request from us or which we feel may interest you, provided you have consented to be contacted for such purposes;
- Seek your thoughts and opinions on the services we provide;
- Notify you about any changes to our services; and
- Prevent and detect crime, fraud and corruption.
HOW DO WE SHARE AND DISCLOSE THE INFORMATION TO THIRD PARTIES?
We do not sell your Personal Information to anyone under any circumstances.
Any staff with access to your information have a duty of confidentiality.
We may share your information with third party service providers working on our behalf. Whenever we use third-party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your data.
Under certain circumstances we may be required to disclose your Personal Information in response to valid requests by public authorities such as the Police or security services.
We may process your data for carefully considered purposes which are in our interests and enable us to enhance the services we provide.
“Legitimate Interests” means the interests of our company in conducting and managing our business to enable us to give you the best service/products and the best and most secure experience.
Some typical examples of when we might use this approach are:
- We have an interest in making sure our marketing is relevant for you, so we may process your information to send you marketing that is tailored to your interests.
- We may process your information to protect you against fraud when transacting on our website, and to ensure our websites and systems are secure.
- We have an interest in informing business professionals about practices and emerging trends that may impact their business. This may include: sharing ideas with individuals about: strategies, emerging technologies, best practice approaches and success stories.
- We believe that this is in the interest of the business professionals that we contact
- We believe that these business professionals would reasonably expect to receive relevant business communications from other businesses that they have connected to
When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests – we will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
If you have any concerns you have the right to object to processing that is based on our legitimate interests.
IS PERSONAL INFORMATION ABOUT ME SECURE?
We have put in place commercially reasonable and appropriate technical, organisational and administrative security measures to protect any information we hold from loss, misuse, unauthorised access, disclosure, alteration and destruction.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
YOUR DUTY TO INFORM US OF CHANGES IN YOUR PERSONAL DATA
It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.
YOUR RIGHTS IN CONNECTION WITH PERSONAL DATA
Under certain circumstances, by law you have the right to:
- Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully;
- Request correction of the personal data that we hold about you;
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below);
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes;
- Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it; and
- Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.
If you wish to exercise any of the above rights, please email us as described under “Contact information” below.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may decline to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information, or to exercise any of your other rights. This is an appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
We do not knowingly collect or solicit personal information from anyone under the age of 16. If you are under 16, please do not attempt to register for the Services or send any Personal Information about yourself to us. If we learn that we have collected Personal Information from a child, we will delete that information as quickly as possible. If you believe that a child under 16 may have provided us Personal Information please contact us at [email protected]
We keep our privacy notice under regular review. This privacy notice was last updated on 25th January 2019.
If you have any questions or concerns regarding our privacy policies, please send a detailed message to firstname.lastname@example.org
Our main address for the purposes of this website is [email protected]
WHAT IF I HAVE A COMPLAINT?
If you want to make a complaint about the way we have handled your personal information, you can contact the Information Commissioner’s Office which oversees data protection law – www.ico.org.uk/concerns.