1. Who We Are
Optiflow Digital Ltd (“Optiflow Digital”, “we”, “us” or “our”) is responsible for the personal information described in this policy. Company No. 17403420.
For privacy questions or to exercise your data-protection rights, please contact Optiflow Digital using the contact details made available on our website.
2. Information We Collect
When you submit a free website application or enquiry, we may collect information you provide directly to us, including:
- your name;
- your email address and phone number;
- your business name and business type;
- whether you already have a website; and
- any other information you choose to provide when speaking with us.
When you use our website, our hosting or security services may also process basic technical information such as your IP address, browser or device information, timestamps and server logs where necessary to operate and secure the website.
3. How We Use Your Information
We may use personal information to:
- review and respond to your website application or enquiry;
- contact you about the service you asked us about;
- discuss your requirements and prepare next steps, proposals or service information;
- provide and administer services if you become a client;
- keep appropriate business and enquiry records;
- protect our website, systems, users and business from misuse, fraud or security threats; and
- comply with legal, regulatory, accounting or tax obligations.
4. Our Lawful Bases
Under UK data-protection law, we rely on one or more lawful bases depending on why we use your information. These may include:
- Steps at your request before entering into a contract — for example, responding to an application and discussing a website service you have asked about.
- Performance of a contract — where we need information to provide an agreed service.
- Legitimate interests — for proportionate business purposes such as managing enquiries, keeping records, improving service delivery and protecting our systems, where those interests are not overridden by your rights.
- Legal obligation — where we must retain or use information to comply with the law.
- Consent — where the law requires us to ask for it. You may withdraw consent at any time where consent is the basis we rely on.
5. Marketing Communications
Submitting a website application allows us to contact you about that application. We will not treat an application itself as blanket permission to send unrelated marketing. Where direct-marketing rules require consent, we will obtain it before sending those communications. You can ask us to stop marketing communications at any time.
6. Who We Share Information With
We may share information with trusted suppliers that help us operate our business, such as website hosting, email, communications, CRM, IT, security, analytics, professional advisers or payment/accounting providers where relevant. These organisations should only process information for authorised purposes and with appropriate safeguards.
We may also disclose information where required by law, to protect legal rights, or in connection with a business sale, restructuring or similar corporate transaction.
7. International Transfers
Some service providers may process information outside the United Kingdom. Where UK data-protection law requires additional safeguards for an international transfer, we will use an approved safeguard or another lawful transfer mechanism.
8. How Long We Keep Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including responding to enquiries, maintaining appropriate business records, resolving disputes and meeting legal, accounting or tax requirements. Retention periods may vary depending on the nature of the information and our relationship with you.
9. How We Protect Information
We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. No online system can be guaranteed to be completely secure, but we take proportionate steps to reduce risk.
10. Your Data-Protection Rights
Depending on the circumstances, UK data-protection law may give you rights to:
- ask for access to your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information in certain circumstances;
- ask us to restrict how information is used;
- object to certain processing, including direct marketing;
- receive certain information in a portable format; and
- withdraw consent where we rely on consent.
These rights are not absolute and may be subject to legal exceptions. We may need to verify your identity before acting on a request.
11. Cookies & Similar Technologies
Our website may use essential technologies required for the site to function and may use analytics or other optional technologies if they are added to the website. Where consent is required for non-essential cookies or similar technologies, we will request it before using them. If additional analytics, advertising pixels or cookie-based tools are introduced, this policy and any cookie notice should be updated accordingly.
12. Children
Our services are intended for businesses and are not directed at children. We do not knowingly seek to collect personal information from children through our business enquiry forms.
13. Questions & Complaints
Please contact Optiflow Digital first if you have a privacy question or concern. You also have the right to complain to the UK Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. Information about your rights and how to raise a concern is available from the ICO.
14. Changes To This Policy
We may update this privacy policy from time to time to reflect changes to our services, technology, suppliers or legal requirements. The latest version will be published on this page with an updated revision date.