Privacy Policy, Terms & Cookies

Who we are

This website is operated by OPTIMUS COFFEE & VENDING SERVICES LTD (company number 08384602) trading as Optimus Associates ("we", "us" or "our").

Registered office: 89 High Street, Hadleigh, Suffolk, IP7 5EA, United Kingdom.

Contact email: info@optimus-associates.com

We are the data controller for personal data collected via this website.

What this policy covers

This policy explains how we collect, use and protect personal data when you:

• browse our website
• contact us or request a quote
• use any website forms (including our solution quiz)

Our website may include links to third-party websites. We are not responsible for the privacy practices of those third parties.

Personal data we collect

The personal data we collect depends on how you use the website. We may collect:

• Contact details (for example, your name, business name, email address, telephone number, and office postcode) when you submit an enquiry or request a quote.
• Message content (for example, any notes you include in a form or email).
• Quiz responses (for example, your preferences and answers) if you use our solution quiz and then choose to submit your details.
• Basic technical data that is typically logged by web servers and CDNs, such as IP address, device/browser information, and timestamps.

We do not intentionally collect "special category" data (such as health information). Please avoid submitting sensitive information in forms or emails.

How we use your personal data

We use personal data to:

• respond to enquiries and provide quotes or information
• understand your requirements (including quiz responses, where provided) and recommend suitable solutions
• manage our relationship with you and keep internal records
• keep our website secure, troubleshoot issues, and improve the website

Our legal bases for processing

Under UK data protection law, we rely on one or more of the following lawful bases:

• Legitimate interests: for example, to respond to enquiries, operate and secure our website, and improve our services. We only rely on this where our interests are not overridden by your rights.
• Contract / steps to enter a contract: for example, where you request a quote or ask us to provide services.
• Consent: where required, for example for certain types of direct marketing by email.
• Legal obligation: where we must keep certain records for legal, tax or regulatory reasons.

Marketing

If you ask us for information, we may follow up about relevant products or services. Where we send direct marketing by email, we will do so in line with applicable rules (including PECR), and you can opt out at any time.

To unsubscribe, use the link in the email (where provided) or contact info@optimus-associates.com.

Who we share personal data with

We may share personal data with trusted service providers (acting as processors) who help us operate our website and communicate with you, such as hosting, email and IT providers. We only share what is necessary and require appropriate security and confidentiality.

We may also share data if required by law, or to protect our rights, property, or safety.

International transfers

Some of our service providers may process data outside the UK. If we transfer personal data internationally, we will ensure appropriate safeguards are in place (for example, adequacy regulations or approved contractual protections).

How long we keep your personal data

We keep personal data only as long as necessary for the purposes described above, including to respond to enquiries, manage our relationship with you, and meet legal obligations.

If you would like more detail about our retention periods, please contact info@optimus-associates.com.

Security

We use appropriate technical and organisational measures designed to protect personal data. However, no method of transmission over the internet is completely secure.

If you believe your personal data has been compromised, please contact us at info@optimus-associates.com.

Your rights

Depending on the circumstances, you may have rights under UK GDPR, including:

• to access your personal data
• to correct inaccurate personal data
• to request deletion of your personal data
• to restrict or object to processing
• to data portability (in certain cases)
• to withdraw consent (where processing is based on consent)

To exercise your rights, contact info@optimus-associates.com.

You also have the right to complain to the UK Information Commissioner's Office (ICO). See ico.org.uk.