Privacy Policy

We care about the people we work with and how we use their information. This policy explains how Optimum handles personal information when you visit our website, contact us, discuss equipment or services with us, or receive our marketing.

Optimum Temperature Solutions Ltd, trading as Optimum, is a company registered in England and Wales under company number 11798517. Our registered office is Vicarage Corner House, 219 Burton Road, Derby, England, DE23 6AE.

Email: sales@optimumtemps.co.uk

We are the controller of the personal information covered by this policy. This means that we decide why and how it is used. Please address privacy questions or requests to the Optimum team using the email or postal address above.

Information we collect

The information we collect depends on how you interact with us. It can include:

your name, job title, employer or trading name, email address, telephone number and business or delivery address;

enquiries, correspondence, quotations, order and service records, and information you provide about your equipment, premises and production requirements;

billing contacts, invoices, payment status and other information needed to administer a business relationship;

marketing preferences and records showing when and how consent, an opt-out or an objection was received;

technical information such as IP address, browser and device details, security logs, and website interactions collected through the technologies explained under Cookies and similar technologies.

Please avoid sending sensitive information, such as health information, unless it is needed for a specific request. If we need additional information for recruitment or another purpose not covered here, we will provide the relevant privacy information at that point.

Where information comes from

Most information comes directly from you, for example through a form, email, phone conversation or meeting. We may also receive relevant business contact details from your employer, a colleague or a manufacturer involved in your enquiry or project.

Where we use business contact details obtained from a publicly available company website or professional directory, we will explain the source when we contact you. A public listing does not, by itself, mean you have agreed to marketing.

Why we use information and our lawful bases

Data protection law requires a lawful basis for each use of personal information. We use the following bases according to the purpose and our relationship with you.

Responding to enquiries and arranging work

We use contact details and enquiry or project information to understand your requirements, answer questions, prepare quotations and arrange equipment supply, installation or servicing. If you are entering into a contract with us personally, including as a sole trader, this is necessary to take steps you request before a contract or to perform that contract. If you represent a company, we rely on our legitimate interests in communicating with its team and managing that business relationship.

Supporting customers and managing the business

We use relevant contact, equipment and service records to organise ongoing support, deal with faults or complaints and keep accurate business records. The basis is performance of a contract where the contract is with you personally, or our legitimate interests in providing support and administering relationships with business customers.

Legal obligations and claims

We use billing and transaction information where necessary to meet tax and accounting obligations. We also use relevant records to comply with data protection requests and other legal duties. Where we need to establish, exercise or defend legal claims, we rely on our legitimate interests in protecting legal rights, unless the processing is required by law.

Website security and optional analytics

We use necessary technical records to operate and secure the website and investigate misuse, relying on our legitimate interests in maintaining a reliable service. Optional analytics and advertising technologies are used with your consent, as explained below. Cookie permission requirements are considered separately from the lawful basis for any personal information involved.

Marketing

We use relevant contact details to tell you about Optimum equipment and services. We rely on consent where required, and otherwise on our legitimate interests in promoting relevant services to business contacts, subject to the rules and choices in the next section.

Where we rely on legitimate interests, we consider whether the use is necessary and proportionate and whether your rights and interests override it. You can ask us for more information about that assessment.

Marketing and your choices

You can object to direct marketing at any time. Use the unsubscribe option in our marketing emails or contact us at sales@optimumtemps.co.uk. We will stop using your information for direct marketing, including any profiling for that purpose.

Submitting an enquiry does not automatically subscribe you to a newsletter. Where we ask you to opt in, the choice is optional. You can withdraw consent at any time without affecting the lawfulness of earlier use.

For individuals, sole traders and other contacts treated as individual subscribers under the electronic marketing rules, we send unsolicited marketing emails or messages only with consent or where the existing-customer exception, sometimes called the soft opt-in, applies. We use that exception only if:

we obtained the contact details directly during a sale or genuine negotiations for a sale of our products or services;

we market our own similar products or services; and

we offered a clear, simple opt-out when collecting the details and in every subsequent marketing message.

We may send relevant business marketing to contacts at limited companies and other corporate subscribers without prior electronic-mail consent where the law permits. Where those contact details identify a person, we assess our legitimate interests, explain who we are and provide an easy opt-out. We respect opt-outs from all business recipients.

Before any unsolicited live marketing calls, we screen numbers against the Telephone Preference Service, the Corporate Telephone Preference Service and our own suppression records, unless valid specific permission allows the call. You can ask us not to call you. We do not use automated recorded-message marketing calls.

We retain limited suppression information so we can honour your choices. Opting out of marketing does not stop necessary correspondence about an enquiry, order or service you have requested.

Cookies and similar technologies

Our website is hosted on Wix. Cookies and similar technologies can store information on your device or access information already stored there. They support website functions, remember choices and, where enabled with permission, help measure website use or advertising.

We use technologies that are strictly necessary for requested website functions, such as security, reliable delivery and remembering cookie choices. Our policy is to ask for consent before using optional analytics, advertising or other non-essential technologies. Optional categories remain off unless you choose them. Browsing the website or closing the banner does not count as consent.

Open Cookie settings on the website to see the technologies currently in use, their providers, purposes and lifetimes, and to accept, reject or change optional choices. You can revisit those settings and withdraw consent at any time. Rejecting optional cookies does not prevent you from reading our main pages or contacting us.

Optional embedded content may remain unavailable until you allow the relevant category. You can also use your browser to delete or block cookies, although blocking necessary cookies may affect website functions. Cookie choices normally apply to the browser and device on which you make them.

Who receives information

We share information only where needed for the purposes described in this policy. Recipients can include:

Wix.com Ltd and its service providers, which host the website and process website information on our behalf;

providers of business email, customer records, IT support and marketing delivery, and the agency supporting our website or communications, with access appropriate to their work;

manufacturers, including KOMA and Kornfeil, and relevant installation, engineering, delivery or warranty partners, where their involvement is needed for your enquiry or project;

accountants, legal advisers, insurers and public authorities where necessary for professional advice, legal obligations or claims.

Service providers acting for us must protect the information and process it under appropriate contractual arrangements. Manufacturers and professional advisers may act as separate controllers for their own activities and provide their own privacy information. We do not sell your personal information or automatically add you to a manufacturer’s marketing list.

Information processed outside the UK

Wix is based in Israel and uses an international network of service providers. Other suppliers and manufacturers may also process relevant information outside the UK. Using Wix does not mean that all website information is stored in the UK.

Where a transfer is covered by UK adequacy regulations, we rely on that recognised protection. For other restricted transfers, we use an appropriate UK transfer safeguard, such as the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, together with any required assessment and additional protections. We do not treat an EU-only arrangement as sufficient for a UK transfer.

Contact us for information about a particular transfer or a copy of the relevant safeguards, with confidential information redacted where necessary. Further information about Wix is available in:

Wix’s Data Processing Addendum

Wix’s list of sub-processors

How long we keep information

We keep personal information for the period needed for its purpose, taking account of legal requirements and the need to resolve disputes. The criteria differ by record type:

Enquiries and quotations: while the discussion is active and for a proportionate follow-up period, considering the anticipated purchasing timetable, your last contact and whether the enquiry remains relevant. We review inactive enquiries and remove information no longer needed.

Customer and service records: for the business relationship and any period needed for agreed support, warranty obligations or legal claims. Equipment history may remain useful for longer than the details of an individual contact; we remove or update personal details when they are no longer needed.

Accounting records: normally six years from the end of the last company financial year they relate to, or longer where the applicable accounting or tax rules require it.

Marketing records: while permission or another valid basis remains current and the contact remains relevant. We review inactive records. Limited opt-out and consent evidence is retained for as long as needed to honour choices and demonstrate compliance.

Website records: necessary logs for security, fault investigation and service operation; optional technology data for the periods identified in Cookie settings or the relevant technology information.

We may retain relevant records longer for a live complaint, legal claim or legal obligation. Otherwise, we delete or anonymise information when it is no longer needed. Residual backup copies are restricted and removed through the backup retention cycle.

Protecting information

We use technical and organisational measures appropriate to the information and risks, including restricting access to people who need it for their work. No online service is completely risk-free. If a personal data breach occurs, we assess it and notify affected people and the regulator where the law requires.

Your information rights

Depending on the circumstances, you can ask to access your personal information, correct inaccuracies, erase information, restrict its use, or receive information you provided in a portable form where the law gives that right. You can also object to uses based on legitimate interests on grounds relating to your situation. The right to stop direct marketing is absolute.

Where we rely on consent, you can withdraw it at any time. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.

To exercise your rights, contact us using the details above. You do not need to use a special form or legal wording. We normally respond without undue delay and within one month. If a lawful extension applies, we will explain it and its reason within the applicable time limit. We may ask for proportionate information to verify identity or clarify a request where the law permits.

Requests are normally free. If a legal exception permits a fee or refusal, we will explain our decision and how to challenge it. Some information may need to be retained despite an erasure request, for example to comply with tax law.

Providing information and changing its use

You can browse our main website without giving us your name. If you make an enquiry or ask us to arrange work, we need enough information to respond and provide the requested service. Without it, we may be unable to do so. Marketing choices are optional. If particular information is required by law or for a contract, we will explain this when we request it.

If we intend to use information for a materially different purpose, we will explain that use before it begins and obtain consent where required. Links to other websites lead to services with their own privacy practices.

Questions and complaints

If you have a concern about our use of personal information, please email sales@optimumtemps.co.uk or write to our registered office. Explain what happened and the outcome you are seeking. We will acknowledge a data protection complaint within 30 days, investigate it and respond without undue delay, keeping you informed of progress.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator. Its telephone number is 0303 123 1113. We welcome the opportunity to help, but this does not remove your right to contact the regulator.

Make a complaint to the ICO

Updates to this policy

We review this policy when our practices or legal requirements change. The date at the top shows the latest revision. Where a change materially affects how we use your information, we will take appropriate steps to bring it to your attention.