Privacy Policy

Welcome to Optima’s privacy notice, which applies to you as a registered user of our website. We are committed to protecting your personal data. This notice is set out in the following sections.

1. Important information and who we are

Optima Contracting Limited (trading as “Optima”) is the controller and responsible for your personal data. Where data collected by an individual Optima Group entity is shared with Optima Contracting Limited for the provision of security and support services, those companies act as joint controllers.

You can contact us at action@optima-group.co.uk, by post at Courtyard House, West End Road, High Wycombe, Buckinghamshire HP11 2QB, United Kingdom, or by telephone on 01494 492600.

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).

2. The data we collect about you

• Identity Data — title, first name, last name and job role.
• Contact Data — business organisation name and address, business email address and business telephone number.
• Technical Data — IP address, login data, browser type and version, time zone setting and operating system.
• Profile Data — your username, password and files you have downloaded.
• Usage Data — information about how you use our website, products and services.
• Marketing and Communications Data — your preferences in receiving marketing from us and your communication preferences.

We do not collect any Special Categories of Personal Data about you (such as details about your race or ethnicity, religious beliefs, sexual orientation, political opinions or health), nor any information about criminal convictions and offences.

3. How is your personal data collected?

We collect data through direct interactions (when you complete forms, correspond with us or register on our site) and through automated technologies (such as cookies and server logs as you interact with our site).

4. How we use your personal data

We will only use your personal data when the law allows us to, most commonly to verify and identify that you are a registered user with relevant security clearance, to contact you about the marketing of our services and goods, and to share your identity and contact data with the geographically nearest Optima Group entity where your organisation’s jurisdiction is outside the UK/EEA. We will get your express opt-in consent before we share your personal data with any company outside of the Optima Group. You can ask us to stop sending you marketing messages at any time through your account settings or by contacting us.

5. Disclosures of your personal data

We may share your personal data with other entities in the Optima Group for lawful purposes. 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.

6. International transfers

We do not transfer your personal data outside the European Economic Area (EEA) without your prior express written consent, save for sharing with Optima Group entities for lawful purposes.

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. We limit access to your personal data to those employees and contractors who have a business need to know. We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator where we are legally required to do so.

8. Data retention

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. You may request that we delete your data, although this may result in the loss of your registration. In some circumstances we may anonymise your personal data for research or statistical purposes.

9. Your legal rights

Under certain circumstances you have rights under data protection laws in relation to your personal data, including the right to request access, correction, erasure, restriction or transfer of your personal data, to object to processing and to withdraw consent. You will not have to pay a fee to access your personal data, unless your request is clearly unfounded, repetitive or excessive. We try to respond to all legitimate requests within one month.

10. Glossary — Optima Group entities

Optima Contracting Ltd, OAG Ltd, Optima Products Ltd, Optima Products Asia Sdn Bhd, Optima Systems International DMCC, Optima Partitions LLC and HLS Installations Ltd.