Data Protection

Data Privacy Notice

Optimise Systems Limited


1. General Data Protection Regulation (GDPR)

The General Data Protection Regulation is new law in May 2018 that strengthens the previous Data Protection Register and places the onus on data processors to have formal procedures for the use of personal data – that is data that relates to an individual who can be identified from that data.

2. Optimise Systems Limited

Optimise Systems Limited is a data controller that will use some personal data in the course of its business.

3. How do we use personal data?

Optimise Systems Limited holds data about individuals within a business context. We only collect basic personal data needed to deliver our services. This can however include name, address, email, phone number etc.

Optimise Systems complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

  • To enable us to provide a service in support of our products within our client base;
  • To maintain our own accounts and support records;
  • To inform you of news, and product information from Optimise Systems;
  • To share your contact details with our hardware maintenance partners when a system is on a maintenance sub-contract;
  • To maintain a list of contacts in the supply chain relevant to Optimise Systems operations.
4. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other organisations where there is a supply of service associated with Optimise Systems own business such as maintenance sub-contracts or third party supply.

Otherwise, we will only share your data with other third parties with your consent.

Optimise Systems Limited – Data Privacy Notice 1.0 – 11th May 2018

5. How long do we keep your personal data?

We keep personal data for as long as you are a customer or supplier and for 6 years after the relationship ceases in accordance with the need to satisfy HMRC audit.

6. Your rights concerning your personal data

You have the following rights with respect to your personal data held by Optimise Systems Limited:

  • To request a copy of your personal data that Optimise Systems holds about you;
  • To request that Optimise Systems corrects any personal data if it is found to be inaccurate or out of date;
  • To request your personal data is erased where it is no longer necessary for Optimise Systems to retain such data;
  • To withdraw your consent to the use of your personal data.

In the first instance contact our Data Controller [details below]. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can get in touch with the Information Commissioner’s Office [details below].

7. Opting Out

If consent has been given, Optimise Systems Limited may contact you in connection with our products and other services. You may opt out at any time. If you no longer wish to be contacted by Optimise Systems Limited please opt out by sending your opt out request to our Data Controller – details below.

8. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact Optimise Systems Data Controller, Mr. Charlie Grant, at 0115 962 2829, or by post at Optimise Systems Limited, Sherwood House, 7 Gregory Boulevard, Nottingham, NG7 6LB

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Optimise Systems Limited – Data Privacy Notice 1.0 – 11th May 2018