Optimus Mediation

Privacy Policy

Data Controller

John Fisher

The type of personal information we collect 

We currently collect and process the following information:

  • Enquiry information: Enquiries about our services may be processed for the purposes of marketing and selling services to you. The legal basis for doing this is consent and or legitimate business interest.
  • Customer Contact information: We may get this information from you directly or from your employer. It may include your name, job title, contact details, employer and the information contained in or relating to communications between us and you or your employer. This personal information may be processed and used to communicate with customers, maintain business records and for marketing purposes. The legal basis for this processing is consent and our legitimate business interests to have good customer relationship management and comply with our contractual obligations.
  • Supplier Contact information: We may get this information from you directly or from your employer. It may include your name, job title, contact details, employer and the information contained in or relating to communications between us and you or your employer. This personal information may be processed and used to communicate with suppliers, maintain business records and for marketing purposes. The legal basis for this processing is consent and our legitimate business interests to have good supplier relationship management and comply with our contractual obligations.
  • Transactions: We will process information regarding the buying and selling of goods and services. The data may include your individual reference numbers, bank details and transaction details. This information will be processed for the purpose of supplying and purchase of goods and services and for keeping proper records. The 21 April 2021 (Version 1.0) legal basis for this processing is our legitimate business interest to enter or to perform a contract.
  • Insurance: We may process information for the purposes of obtaining insurance cover. The legal basis for this processing is our legitimate business interest to protect our business against risks and fulfil our legal obligations.
  • Legal Rights: We may process any of your personal data identified in this policy for the exercise or defence of legal claims. The legal basis for this is our legitimate business interests through the assertion of the legal rights of ourselves, you and others or to protect your vital interests or the vital interests of another natural person.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you or a third party you have engaged, for one of the following reasons:

  • To enable us to provide services to you.
  • To enable us to purchase services and goods from you.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • We are provided information from clients or other third parties to whom we are providing mediation, consultancy, coaching, training and similar services.
  • They provide necessary personal information about participants to enable us to provide the services. We use the information that you have given us to plan and deliver the service.

We may share this information with:

  • our insurers and/or professional advisors where necessary to obtain insurance, professional advice or exercising or meeting our legal rights and obligations.
  • our suppliers if reasonably necessary to perform the contract.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  1. Your consent. You can remove your consent at any time. You may do this by contacting John Fisher.
  1. We have a legitimate interest.
  2. We have a vital interest.

How we store your personal information

Your information is securely stored in the UK.

We keep Enquiry Information for a maximum period of one year.

We keep Customer Contact Information for a maximum period of 5 years.

We keep Transaction Information for a maximum period of 6 years unless legally required to retain them for a longer period.

We will then dispose of your information by shredding paper records and deleting online records.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at Optimus Management Limited, 53 Club Lane, Halifax, HX2 8DA.

Phone Number: 07533096837 Email: john.fisher@optimus-mediation.com if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at Optimus Management Limited, 53, Club Lane, Halifax, HX2 8DA.

Phone Number: 07533096837 Email: john.fisher@optimus-mediation.com

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Or call me on 07533096837