This policy covers how Optimum PPS Ltd will collect, use, disclose, transfer and store your data.
Our pledge to you is to:
- Hold your data securely;
- Never share unless you ask us;
- Use your data to tailor the information we provide you and improve services;
Who is Optimum PPS Ltd
Optimum PPS Ltd is an impartial and independent ERP consultancy.
We have in-depth knowledge and understanding of the ERP solutions in the marketplace and strong relationships with the leading ERP vendors. Likewise across CRM, WMS, SCM and Business Intelligence.
The website is https://optimumpps.co.uk which has details about who we are and what we do. The aim of the website is to ensure you experience what we have to offer.
Your use of this website (the ‘website’) is governed by the Disclaimer and Terms and Conditions of Use (the ‘terms’) displayed on the website.
When You Use Our Digital Services Website Analytics
Optimum PPS Ltd is committed to protecting any personal information that you may provide to us. Using HubSpot (https://legal.hubspot.com/privacy-policy) we collect the following information regarding visitors to the website: domain name, name, information regarding what pages are accessed and any information you may volunteer.
We use website log files, cookies, digital analytics (Google) and HubSpot software, to gather information about how people use this site.
We do not collect or store your personal information (e.g. your name or address) in our website analytics. However, we can recognise that behaviours belong to a single person.
Website log files collect your IP address when you visited the site and the pages you visited. The IP address is a numeric code assigned to a device based on your geographical location. If for example, you are in Manchester your IP address will be the same as other users accessing the internet from Manchester.
Cookies are small text files which are delivered onto your computer by websites that you visit.
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
We use both session and persistent cookies on our website.
We use SESSION COOKIE to recognise a computer when a user visits our website.
We use a persistent cookie to remember you on subsequent visits, speeding up or enhancing your experience of services or functions offered. Most browsers allow you to refuse to accept cookies.
Deleting cookies will have a negative impact on the usability of many websites.
Google Analytics may be used to record anonymous user’s interaction with the website. This data may then be used to retarget users through advertising on other websites, therefore an individual’s behaviour on one of our websites may result in them being retargeted with advertising related to the pages they visited or actions they took on the site.
You may opt-out by visiting the Google advertising opt-out page or you may opt out of our use of Analytics by visiting the Google Analytics opt-out page.
Remarketing lists for search ads
When You Provide Personal Data
There are areas on this site where we may need to collect personal information from you for a specific purpose, such as to provide you with certain information you request. The information collected from you will include your name, address, telephone number, fax number and e-mail address.
When you make an enquiry, via the ‘Contact’ form on the website, an email is sent to us. This email includes your email address, name and optional telephone number, along with the email content. The email content is reviewed and responded to via email or telephone number if provided.
We will only use the personal information we collect to process the enquiry. By giving us your personal data you consent to us processing it.
We hold basic customer details in HubSpot and FreeAgent.
At times, customers may provide us with a copy of their customers’ data. This information is processed to help us resolve a customer issue. After we have finished we will delete this data.
Our legal basis for processing this information is contract and we do so to fulfil a service to you.
Give us feedback (when we ask you)
We may ask you for feedback whilst on the website. You only need to include an email address if you want us to reply to you or you would like to be included in future research.
If you consent to receive marketing we will store your contact details in our secure database for as long as we feel necessary after your last communication with us, unless you withdraw consent. If you withdraw consent the email will be deleted and never used again.
When You Use Other Services (Like LinkedIn) To Interact With Us
When you use a social media platform, details about how your personal information is held is described within the relevant social media policy, such as Facebook, LinkedIn or Twitter.
If you send us a private or direct message via social media the message will be stored on that social media platform. We will respond within 2 weeks and it will not be shared by any other organisations. In some situations, when we do this we identify if there is a legitimate interest and balance it against the individual’s interests, rights and freedoms. If there is a legitimate interest contact details are moved to our secure database.
Our legal basis for processing this information is legitimate interest and we do so to fulfil a service to you.
When You Contact Us Directly
When you phone us (for enquiry)
We will only collect personal information that you consent to provide to us in order to deliver a product or service.
When you phone us (for support)
We will only collect personal information that you consent to provide to us in order to resolve the support issue. Our legal basis for processing this information is contract and we do so to fulfil a service to you.
When you email us
When you contact us via email, we will retain your email and our response to it for as long as the business enquiry remains.
When you write to us
When you contact us via post, we will retain your letter/postal address/personal information and our response to it in our locked filing cabinet for as long as the business issue remains. After this, the information will be confidentially destroyed.
When We Meet In Person
Eg Attend an event
When you attend an event we will only request your name and address/business card in order to provide a service. We will never share these details. You can withdraw consent at any time and if you withdraw consent the email will be suppressed/deleted and never used again.
When We Contact You
Email and e-newsletters via HubSpot
We may email you regarding a contract or service or in response to a request, you have made. Your data will be stored for the purpose and time required to fulfil this. The legal basis for this contract.
We sometimes send e-newsletters. To provide these newsletters, we record contact details including your email address and name. We collect this data via consent on our contact form and also when we feel there is a legitimate interest. The data is retained on HubSpot.
When we identify a legitimate interest we balance it against the individual’s interests, rights and freedoms.
We store this data for as long as we feel necessary unless you withdraw consent. If you withdraw consent the email will be suppressed and deleted and never used again.
We only send emails to you promoting Optimum PPS Ltd if there is consent or legitimate interest. If you subscribed to regular information via email before 25 May 2018, you have not asked us to stop and you have engaged with the content recently we will continue to contact you. The legal basis for this is legitimate interest.
Data is stored in HubSpot for as long as we feel necessary after your last communication with us, unless you withdraw consent. If you withdraw consent the email will be suppressed/deleted and never used again.
We rarely communicate to you via post however when we do the legal basis for processing this data is legitimate interest.
If you subscribed to regular information via post before May 2018, you haven’t asked us to stop and we believe the information is in your interest we will continue to contact you. The legal basis for this is legitimate interest.
Information is stored for as long as we feel necessary or we no longer believe it in your interest.
Under the General Data Protection Regulations, you have rights as an individual which you can exercise in relation to the information we hold about you.
Read more about your individual rights on the Information Commissioner’s Office website – https://ico.org.uk/
Access To Personal Information
Optimum PPS Ltd tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making an ‘right of access’ request under the General Data Protection Regulations. If we do hold information about you we will:
- Give you a description of it;
- Tell you why we are holding it;
- Tell you who it could be disclosed to; and
- Let you have a copy of the information in an intelligible form.
Links to Other Sites
Security of Collected Information
We maintain strict standards to protect your personal information and take all reasonable steps to protect personal information from loss, destruction, misuse, modification, disclosure or unauthorised or inappropriate access. If there is a data breach we will notify you and ICO within 72 hours.
We keep our privacy notice under regular review. This privacy notice was last updated on 23rd May 2018.
You can access this policy at any time through the link at the bottom of our websites.
How To Contact Us
Optimum PPS Ltd endeavours to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with transparency and clarity in mind. It provides exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Optimum PPS Ltd
Birmingham Office, Quayside Tower, Broad Street, Birmingham, B1 2HF
Glasgow Office, Suite 222-223, Baltic Chambers, 50 Wellington Street, Glasgow, G2 6HJ
+44 (0) 141 221 3257