PRIVACY POLICY

Optima Facilities Management ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the General Data Protection Regulation (GDPR) when you use our website or engage in business-related activities with us. This policy applies to the processing of personal data from business clients, partners, and suppliers.

1. Data Controller

We act as the Data Controller in relation to the personal data that we collect from you as defined by the GDPR. Our contact details are as follows:

Company Name: Optima Facilities Management
Registered Address: 14 Glebelands, Shawbury, Shrewsbury, SY44JT
Email Address: info@optimafm.co.uk
Data Protection Officer (if applicable): Mike Penn - mike@optimafm.co.uk

2. Personal Data We Collect

We may collect and process the following categories of personal data for legitimate business purposes:

Identity Data: Name, business title, company information, etc.
Contact Data: Business email, phone number, address, etc.
Transactional Data: Details of the transactions between us and your business.
Technical Data: IP addresses, browser type, and other technology on devices you use to access the website.
Usage Data: Information about how you use our website and services.

3. How We Use Your Personal Data

We use the data we collect for the following purposes:

To fulfill contractual obligations: To provide products or services you have requested, manage contracts, and process payments.
To communicate with you: For inquiries, updates, or marketing purposes (with consent where applicable).
For business administration: To maintain our business records, comply with legal obligations, or protect our legal rights.
Website functionality: To monitor the usage of our website and enhance your experience through analytics and improving website performance.

4. Legal Basis for Processing

Under GDPR, we are required to have a valid legal basis to process your personal data. Depending on the activity, the legal basis may be:

Contractual necessity: Processing your data to perform a contract or in preparation for a contract (e.g., providing services).
Legitimate interest: For business communication, direct marketing (if relevant), fraud prevention, or improving website security.
Legal obligation: To comply with legal or regulatory requirements.
Consent: Where you have provided explicit consent for certain processing activities, such as subscribing to our newsletter.

5. Data Sharing and Disclosure

We do not sell or lease your personal data to third parties. However, we may share your data with the following:

Service Providers: Third-party processors who provide IT, marketing, and professional services.
Business Partners: To fulfil contractual obligations and provide services (e.g., delivery partners).
Legal Authorities: When required by law, we may disclose personal data to regulatory bodies or law enforcement agencies.

6. International Data Transfers

If we transfer your personal data outside of the European Economic Area (EEA), we will ensure that appropriate safeguards are in place to protect your data. This may include Standard Contractual Clauses approved by the European Commission or other legal mechanisms recognized under GDPR.

7. Data Retention

We will retain your personal data only as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. The retention periods depend on the nature of the data and the specific legal or contractual requirements.

8. Your Rights Under GDPR

You have the following rights regarding your personal data:

Right to access: You can request a copy of the personal data we hold about you.
Right to rectification: You can request that we correct any inaccurate or incomplete data.
Right to erasure ("right to be forgotten"): In certain circumstances, you can request that we delete your personal data.
Right to restrict processing: You can request that we limit how your data is processed.
Right to data portability: You can request a copy of your personal data in a structured, commonly used, and machine-readable format.
Right to object: You can object to our processing of your data for direct marketing purposes or other situations based on legitimate interest.
Right to withdraw consent: Where processing is based on your consent, you can withdraw it at any time.

To exercise any of these rights, please contact us using the details provided above. We will respond within one month of receiving your request, as required by the GDPR.

9. Data Security

We are committed to ensuring the security of your personal data. We implement appropriate technical and organisational measures to protect it from unauthorised access, loss, or misuse. However, no data transmission over the internet can be guaranteed to be 100% secure, and you provide personal data at your own risk.

10. Cookies

We use cookies and similar tracking technologies on our website to collect usage data and improve functionality. You can manage your cookie preferences through your browser settings or using our cookie management tool. Please see our Cookies Policy for further information.

11. Changes to this Policy

We may update this Privacy Policy from time to time in response to legal, technical, or business developments. We will notify you of any significant changes by updating the date at the top of the policy or by other means. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: info@optimafm.co.uk
Phone: 01743 612055

Optima Facilities Management

Last updated: 30/10/24