Privacy Statement

Optimus Group Limited customer privacy notice

What is the purpose of this notice?

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful basis and data protection rights
• Where we get personal information from
• How long we keep information
• How to complain

Contact details

Post: Optichrome House, 98-102 Maybury Road, Maybury Road, Woking, Surrey, GU21 5HX, GB

Telephone: +44 (0)1483 740233

Email: OptimusMIS@optimusmis.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

• Names and contact details
• Addresses
• Website user information (including user journeys and cookie tracking)
• Language settings

We collect or use the following information for service updates or marketing purposes:

• Names and contact details
• Addresses
• Website user information (including user journeys and cookie tracking)
• Language settings and document downloads

Lawful basis and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful basis in the UK GDPR. You can find out more about lawful bases on the ICO’s website.  Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure– You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing– You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful basis for the collection and use of your data

Our lawful basis for collecting or using personal information to provide services and goods are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

• We may process personal information for certain legitimate business purposes, which include some or all of the following:
• where the processing enables us to enhance, modify, personalise or otherwise improve our services/communications for the benefit of our customers
• To better understand how people interact with our websites
• To provide electronic communication which we think will be of interest to you
• To determine the effectiveness of promotional campaigns and advertising. Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights at all times. When we process your personal data for our legitimate interests, we will make sure that we 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).

Where we get personal information from

• Directly from you
• Publicly available sources
• Providers of marketing lists and other personal information
• Social Media Platforms, e.g. LinkedIn

How long we keep information

We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing e-mails, we will stop storing your e-mails for marketing purposes (though we’ll keep a record of your preference not to be e-mailed).

We continually review what information we hold and delete what is no longer required. We will not retain your data for any longer than necessary and the longest time that we will hold your data will be six years.

We would, however, like to use your name and e-mail address to inform you of our future offers and similar products. This information maybe shared with third parties and you can unsubscribe at any time via phone, e-mail or via post.

Others we share personal information with

• Other relevant third parties:
  • XMPie

What are your rights?

We want to ensure that you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

• The right to confirmation as to whether we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as a data subject access request)
• The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason)
• The right to have inaccurate data rectified the right to object to your data being used for marketing or profiling;

and

• Where technically feasible, you have the right to personal data you have provided to us which we process automatically based on your consent or the performance of a contract. This information will be provided in a common electronic format.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number:  +44 (0)303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

11 February 2025