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Privacy Policy

 

Optio Systems Limited – Privacy Policy

Last updated: January 2026

Optio Systems Limited respects your privacy and is committed to protecting your personal data. This notice explains how personal data is collected, used and protected, and describes your rights under UK data protection law.

  1. Who we are
  • Company Name: Optio Systems Limited
  • Registered number: 01442610 (England and Wales)
  • Registered and trading address: Floor 1 Priory Court, Derby Road, Nottingham, England, NG9 2TA
  • Telephone: 0115 981 3700
  • Email: support@optio-systems.com

Optio Systems Limited is the data controller of the personal data described in this notice and is regulated by the UK Information Commissioner’s Office (ICO).

For any questions about this notice or how your data is handled, please contact our Data Protection Contact at the details above (note: this is not a formal Data Protection Officer role).

  1. What data we collect

The personal data we collect depends on your relationship with us and how you interact with us. It may include:

  • Identification and contact details: name, title, business or home address, email address, telephone number.
  • Professional details: employer, job title, department, role within your organisation.
  • Account and transaction data: records of enquiries, contracts, orders, invoices, payment details (processed via secure providers), support requests.
  • Recruitment data (if you apply for a job): CV, cover letter, qualifications, employment history, interview notes.
  • Technical and usage data: IP address, browser type, device identifiers, pages visited, time and date of visits, as collected via cookies and similar technologies (see Section 6).

We may receive some of this information directly from you and, in some cases, from your colleagues, publicly available sources (such as Companies House or LinkedIn), or our business partners.

  1. How long we keep your data

We keep personal data only for as long as necessary for the purposes set out in this notice, and to satisfy any legal, accounting or reporting requirements. Typical retention periods include:

  • Customer and supplier records: usually up to 10 years after the end of the relationship, to meet contract and audit requirements.
  • Marketing contact details: until you opt out or your details are identified as inactive, plus a short period to maintain suppression lists.
  • Recruitment records: normally up to 12 months for unsuccessful candidates, unless a longer period is required or legally permissible.

Where no longer needed, data is securely deleted or anonymised.

  1. Sharing your personal data

We do not sell or rent your personal data. We may share it with:

  • Service providers who support our business (for example, IT hosting, CRM, communications platforms, analytics and professional advisers such as auditors and lawyers).
  • Public authorities, regulators or courts where required by law, regulation, or in connection with legal proceedings.

All such recipients are required to keep your data secure and use it only in accordance with our instructions and applicable law.

If any personal data is transferred outside the UK (for example, where a cloud provider stores or accesses data from another country), we will ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or other approved mechanisms.

  1. Your rights

Under UK data protection law, you have the following rights in relation to your personal data:

  • Right to be informed – to receive clear information about how your data is used, as provided in this notice.
  • Right of access – to request a copy of the personal data we hold about you.
  • Right to rectification – to have inaccurate or incomplete data corrected.
  • Right to erasure – to request deletion of your data in certain circumstances.
  • Right to restrict processing – to ask us to limit how we use your data in certain cases.
  • Right to object – to object to processing based on legitimate interests and to object at any time to direct marketing.
  • Right to data portability – to receive certain data in a structured, commonly used format and have it transmitted to another organisation, where technically feasible.
  • Rights in relation to automated decision‑making and profiling – we do not carry out automated decisions that produce legal or similarly significant effects about you.

To exercise any of your rights, please contact us using the details in Section 8. We may need to verify your identity before acting on your request and will respond within one month or inform you if more time is needed for complex requests.

You also have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk. However, you are encouraged to contact us first so we can try to resolve any concerns.

  1. Cookies and website analytics

Our website uses cookies and similar technologies to provide core functionality and to help us understand how the site is used.

  • Strictly necessary cookies are required for the site to function and are set without consent.
  • Analytics cookies (for example, via Google Analytics 4) help us measure and improve site performance. These cookies are not essential and will only be used with your consent via our cookie banner or settings.

Analytics tools collect information such as IP address (often truncated), device type, browser, pages visited and time spent on pages. This information is aggregated and does not identify you directly. You can:

  • Manage your cookie preferences through our on‑site cookie banner/settings; and
  • Disable cookies in your browser settings (this may affect website functionality).

More detail on the cookies we use, including types and durations, is set out in our separate Cookie Policy, available on our website.

  1. Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration, taking into account the nature of the data and the risks involved. These measures include access controls, encryption where appropriate, security monitoring and staff training.

Despite these measures, transmission of information over the internet can never be completely secure, and you submit information at your own risk.

  1. How to contact us

To ask questions about this notice, exercise your rights, or make a complaint, please contact:

Data Protection Contact
Optio Systems Limited
Floor 1 Priory Court, Derby Road, Nottingham, England, NG9 2TA
Telephone: 0115 981 3700
Email: support@optio-systems.com

If you are not satisfied with our response, you can contact the Information Commissioner’s Office (ICO) at www.ico.org.uk

  1. Website disclaimer and copyright

The content on our website is provided for general information only and does not constitute advice on which you should rely. While reasonable efforts are made to keep content accurate and up to date, we give no representation, warranty or guarantee, whether express or implied, that the content is complete or free from errors.

Our website may contain links to third‑party websites. We have no control over, and are not responsible for, the content or privacy practices of those websites, and you follow links at your own risk.

Unless otherwise stated, copyright in the text, graphics, logos and other materials on our website is owned by Optio Systems Limited. You may print or download extracts for your personal use only, provided you acknowledge www.optio-systems.com as the source. Any other use, including reproduction or distribution for commercial purposes, requires our prior written permission.

  1. Changes to this notice

We may update this privacy notice from time to time, for example to reflect changes in the law, our services, or how we handle personal data. The most recent version will always be published on our website and will show the date it was last updated.