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Introduction

Welcome to Optima’s privacy notice which will apply to you as a registered user of our website
Optima respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
This privacy notice is provided in a layered format so you can click through to the specific areas set out below. Alternatively, you can download a pdf version of the policy here . Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.

  1. IMPORTANT INFORMATION AND WHO WE ARE
  2. THE DATA WE COLLECT ABOUT YOU
  3. HOW IS YOUR PERSONAL DATA COLLECTED
  4. HOW WE USE YOUR PERSONAL DATA
  5. DISCLOSURES OF YOUR PERSONAL DATA
  6. INTERNATIONAL TRANSFER
  7. DATA SECURITY
  8. DATA RETENTION
  9. YOUR LEGAL RIGHTS
  10. GLOSSARY

1. Important information and who we are

Purpose of this privacy notice

Optima is made up of several different legal entities details of which can be found here,  This privacy notice is issued on behalf of these companies and us so when we mention “Optima”, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in the Optima Group responsible for processing your data.

This privacy notice aims to give you information on how Optima collects and processes your personal data through your use of this website, including any data you may provide through this website when you register or, as a registered user, you log-in.
This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

References to “law” in this privacy policy are to laws which is applicable in the UK and which we believe set out principles and standards applicable to all entities in the Optima Group  and which are not in conflict with local laws of any particular Optima Group. In the event of conflict disputes will be dealt with as set out in our Terms of Use

Controller

Optima Contracting Limited (trading as “Optima”) is based in the UK is the controller and is responsible for this website.

Joint Controllers

Each Optima Group entity has its own website where you may register as a user. However, the data which is collected by that Optima Group entity will be shared with Optima Contracting Limited in the UK, This is because Optima Contracting Limited is responsible for security measures to enable you to safely access our products and product specifications (which it maintains in a centralised system in the UK) and to provide support services to the Optima Group entity with which you have registered as a member, as well as for marketing purposes to registered members of all Optima Group entities.

Therefore, the Optima Group entity with which you have registered as a member or to which you have been referred to as the nearest to your territory, as well as Optima Contracting Limited will be joint controllers of the data which is collected from you as a user.

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out in the Contact Details below.

Contact Details

Our full details are:

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance (see our Contact Details above).

If you have registered with an Optima Group entity outside of the UK, you may also have a right to complain to the relevant data protection authorities in the jurisdiction of that entity. Again, we would appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance (see our Contact Details above).

Changes to the privacy notice and your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

Other than in relation to Optima Group entities, this website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

3. How is your personal data collected?

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where the jurisdiction of your business organisation is outside the United Kingdom or the European Economic Area, your Identity Data, Contact Data and Technical Data will be shared with an entity in the Optima Group entity which is geographically as near as possible to the jurisdiction of your business organisation to contact you. That Optima Group entity will then be a joint controller for your personal data.

Click here to find out more about the types of lawful basis that we will rely on to process your personal data.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via phone or email or text message as a representative of your business organisation. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
To register you as a new user (a) Identity
(b) Contact
(a) To verify and identify that you are a registered user and have relevant security clearance to access Optima’s technical and proprietary information through our website
(b) To periodically contact you as a representative of your business organisation regarding marketing our services and goods
(c) Where the jurisdiction of your business organisation is outside the United Kingdom or the European Economic Area, your Identity Data, Contact Data and Technical Data will be shared an entity of the Optima Group which is geographically as near as possible to the jurisdiction of your business organisation, to contact you.
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Asking you to leave a review or take a survey
(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications
(a) Necessary to comply with a legal obligation
((b) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity
(b) Contact
(c) Technical
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you  (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences (a) Technical
(b) Usage
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you (a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
Necessary for our legitimate interests (to develop our products/services and grow our business)

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. As a registered member and user of our website you can make decisions about the information you receive from us by changing settings to your account via this website.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to your business organisation. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if, on behalf of your business organisation:

Third-party marketing

We will get your express opt-in [INSERT LINK to below] consent before we share your personal data with any company outside of the Optima Group for marketing purposes.

Opting-out

You can ask us or third parties to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt-out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your personal data

We may have to share your personal data with the parties other entities of the Optima Group for the purposes set out in the table in paragraph 4 above, namely where the jurisdiction of your business organisation is outside the United Kingdom or the European Economic Area, your Identity Data, Contact Data and Technical Data will be shared with a company which is an entity within the Optima Group (as joint controller [INSERT LINK to Joint Controller, above]) and which is geographically as near as possible to the jurisdiction of your business organisation to contact you.

We require all entities in the Optima Group and all third parties to respect the security of your personal data and to treat it in accordance with the law.

We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

Apart from sharing your personal information with other entities in the Optima Group for the lawful purposes and legitimate interests (as set out in the table to paragraph 4 above), we do not transfer your personal data outside the European Economic Area (EEA), without your prior express written consent given by email, fax or by post.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 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.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers (including Contact, Identity, and Transaction Data) for as long as you remain a registered user.

In some circumstances you can ask us to delete your data: see Request erasure below for further information, but if you request erasure of some or all of your Identity Data and Contact Data it may not be possible to retain your registration in which event you will automatically cease to be a registered user and will no longer have access to Optima’s technical and proprietary information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

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 is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. Glossary

LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do 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). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us

Performance of Contract means processing your data where it is necessary for the performance of a contract to which your business organisation is a party and in which you have been involved with us or to take steps at your request (on behalf of your business organisation) before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

THIRD PARTIES

Territory Name Website
UK Optima Contracting Limited registered (trading as “Opima”) in England and Wales under company number 01886477 https://optimasystems.com
Australia    
UEA    
Kingdom of Saudi Arabia    
India    
Indonesia    
Singapore    
Hong Kong    

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United Kingdom Australia GCC Asia