Privacy policy

We are committed to safeguarding your privacy. Please read this privacy policy carefully as it sets out who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with certain services we provide and your use of our website. It also explains your rights in relation to your personal data and how to contact us if you have a complaint.

www.opusdatum.com (our website) is provided by OpusDatum Limited (registered in England and Wales with company number 06272985) of Suite 1 Aireside House, Royd Ings Avenue, Keighley, West Yorkshire, BD21 4BZ (‘we’, ‘our’ or ‘us’). We are the controller of personal data obtained via our website and in other ways described further in this privacy policy. We are the organisation legally responsible for deciding how and for what purposes it is used.

(1) What information do we collect?

We may collect, store and use the following kinds of personal data about you:

Information about your computer and about your visits to and activity on, and use of, this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation).
Information that you provide to us for the purpose of registering with us (including name, postal address, company details and email address).
Information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters (including name, postal address, company details and email address).
Director information from organisations registered with Companies House for the purposes of anonymising it to create test data in the provision of our services (including name and publicly available information only).
Any other information that you choose to send to us.

When we collect, store, use and share your personal data we are subject to the Data Protection Act 2018 UK General Data Protection Regulation (UK GDPR).

(2) How your personal data is collected

We collect personal data from you:

Directly, when you enter or send us information, such as when you register with us, contact us (including via email), when you accept the use of cookies or similar technologies by us, send us feedback or purchase products or services from us.
Indirectly, such as your information being publicly available on Companies House that we then collect. We will usually collect information indirectly using the technologies explained in our Cookie Policy.

(3) How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, for example:

Where you have given consent.
To comply with our legal and regulatory obligations.
For the performance of a contract with you or to take steps at your request before entering into a contract.
For our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. Where required under applicable laws, we will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

What we may use your personal data for and our reasons why:

Creating and managing your account with us
- For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you at the best price.
- To perform our contract with you or to take steps at your request before entering into a contract.
Providing products and/or services to you
- To perform our contract with you or to take steps at your request before entering into a contract.
Enforcing legal rights or defend or undertake legal proceedings
- Depending on the circumstances:
  - To comply with our legal and regulatory obligations.
  - In other cases, for our legitimate interests, i.e. to protect our business, interests and rights.
Customising our website and its content to your particular preferences based on a record of your selected preferences or on your use of our website
- Depending on the circumstances:
  - Your consent as gathered by the separate cookies tool on our website (see our Cookie Policy).
  - Where we are not required to obtain your consent and do not do so, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price.
  - If you have provided such a consent you may withdraw it at any time by emailing contact@opusdatum.com with your contact ID or IP address (this will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn).
Retaining and evaluating information on your recent visits to our website and how you move around different sections of our website for analytics purposes to understand how people use our website so that we can make it more intuitive or to check our website is working as intended.
- Depending on the circumstances:
  - Your consent as gathered by the separate cookies tool on our website (see our Cookie Policy).
  - Where we are not required to obtain your consent and do not do so, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price.
  - If you have provided such a consent you may withdraw it at any time by by emailing contact@opusdatum.com with your contact ID or IP address (this will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn).
Communications with you not related to marketing, including about changes to our terms or policies or changes to the products and/or services or other important notices
- Depending on the circumstances:
  - To comply with our legal and regulatory obligations.
  - In other cases, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price.
Send you email notifications you have specifically requested.
- Your consent.
Protecting the security of systems and data used to provide the services and security of the website
- To comply with our legal and regulatory obligations.
- We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us.
Creating anonymised test data for the provision of our services to our clients
- For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price.
Statistical analysis to help us understand our customer base
- For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price.
Updating and enhancing customer records
- Depending on the circumstances:
  - To perform our contract with you or to take steps at your request before entering into a contract.
  - To comply with our legal and regulatory obligations.
  - Where neither of the above apply, for our legitimate interests, e.g. making sure that we can keep in touch with our customers about existing orders and new products.
Disclosures and other activities necessary to comply with legal and regulatory obligations that apply to our business, e.g. to record and demonstrate evidence of your consents where relevant.
- To comply with our legal and regulatory obligations.
Marketing our services to existing and former customers, including sending newsletters
- For our legitimate interests, i.e. to promote our business to existing and former customers
- See ‘Marketing’ below for further information.
To share your personal data with members of our group (this means our subsidiaries, our ultimate holding company and all its subsidiaries), or any of our employees, officers, agents, suppliers or subcontractors.
- Depending on the circumstances:
  - To perform our contract with you or to take steps at your request before entering into a contract.
  - To comply with our legal and regulatory obligations.
  - In other cases, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price.

(4)Marketing

We will use your personal data to send you updates (by email, text message, telephone or post) about our products and/or services, including newsletters, exclusive offers, promotions or new products and/or services which we think may be of interest to you.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by contacting us at contact@opusdatum.com.

We may ask you to confirm or update your marketing preferences if you ask us to provide further products and/or services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations outside the OpusDatum group for marketing purposes.

For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.

(5) Who we share your personal data with

We routinely share personal data with:

Third parties we use to help us run our business, e.g. marketing agencies or website hosts and website analytics providers.
Our bank.

We or the third parties mentioned above occasionally also share personal data with:

Our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations.
Law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations.
Other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations.

We also provide statistical data to our customers on a test basis, but will anonymise the majority of the data when doing so.

(6) How long your personal data will be kept

We will not keep your personal data for longer than we need it for the purpose for which it is used. For example, in line with statutory limitation periods or as required by HMRC for tax and auditing purposes.

If you stop using your account we will generally delete or anonymise your account data after seven years.

Following the end of the of the relevant retention period, we will delete or anonymise your personal data.

(7) Transferring your personal data out of the UK and EEA

The EEA, UK and other countries outside the EEA and the UK have differing data protection laws, some of which may provide lower levels of protection of privacy.

It is sometimes necessary for us to transfer your personal data to countries outside the UK and EEA. In those cases we will comply with applicable UK and EEA laws designed to ensure the privacy of your personal data.

Your personal data that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the personal data in accordance with this privacy policy.

In addition, personal data that you submit for publication on the website will be published on the internet and may be available, via the internet, around the world. We cannot prevent the use or misuse of such information by others.

Under data protection laws, we can only transfer your personal data to a country outside the UK/EEA where:

In the case of transfers subject to UK data protection law, the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR. A list of countries the UK currently has adequacy regulations in relation to is available here: A guide to international transfers | ICO.
In the case of transfers subject to EEA data protection laws, the European Commission has decided that the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy decision’) further to Article 45 of the EU GDPR. A list of countries the European Commission has currently made adequacy decisions in relation to is available here: Data protection adequacy for non-EU countries (europa.eu).
There are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you.
A specific exception applies under relevant data protection law.

Where we transfer your personal data outside the UK or EEA (as applicable) we do so on the basis of an adequacy regulation or (where this is not available) legally approved standard data protection clauses recognised or issued further to Article 46(2) of the UK GDPR. In the event we cannot or choose not to continue to rely on either of those mechanisms at any time we will not transfer your personal data outside the UK unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law and reflected in an update to this policy.

Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on ‘Changes to this privacy policy’ below.

(8) Transferring your personal data out of the UK and EEA—further information

If you would like further information about data transferred outside the UK/EEA, please contact us (see ‘How to contact us’ below).

(9) Security of your personal data

We will take reasonable technical and organisational precautions to prevent the accidental loss, or unlawful use or access of your personal data. We will store all the personal data you provide on our secure (password and firewall protected) servers. We limit access to your personal data to those who have a genuine need to access it.

You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. You are responsible for keeping your password and other login details confidential. We will not ask you for your password (except when you log in to the website).

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

(10) How to Complain

Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.We hope we will be able to deal with any complaints you have directly, however, you also have the right to lodge a complaint with the Information Commissioner in the UK.

The UK’s Information Commissioner may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone: +44 (0) 303 123 1113.

(11) Changes to this Privacy Policy

We may update this privacy policy from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.

(12) Your rights

You generally have the following rights, which you can usually exercise free of charge:

Access to a copy of your personal data
- The right to be provided with a copy of your personal data.
Correction (also known as rectification)
- The right to require us to correct any mistakes in your personal data.
Erasure (also known as the right to be forgotten)
- The right to require us to delete your personal data—in certain situations.
Restriction of use
- The right to require us to restrict use of your personal data in certain circumstances, eg if you contest the accuracy of the data.
Data portability
- The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations.
To object to use
- The right to object:
  - At any time to your personal data being used for direct marketing (including profiling).
  - In certain other situations to our continued use of your personal data, eg where we use your personal data for our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims
Not to be subject to decisions without human involvement
- The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
- We do not make any such decisions based on data collected by our website.
The right to withdraw consents
- If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time.
- You may withdraw consents by contacting us (see ‘How to Contact Us’ below).
- Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn.

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.

If you would like to exercise any of those rights, please email, or write to us—see below: ‘How to contact us’. When contacting us please:

Provide enough information to identify yourself (e.g. your full name, address and customer or matter reference number where applicable) and any additional identity information we may reasonably request from you.
Let us know which right(s) you want to exercise and the information to which your request relates.

(13) Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

(14) Updating personal data we hold about you

Please let us know if the personal data which we hold about you needs to be corrected or updated.

(15) How to contact us

If you have any questions about this privacy policy or our treatment of your personal data, please write to us by email to contact@opusdatum.com or by post to OpusDatum Ltd, Suite 1, Aireside House, Royd Ings Avenue, Keighley BD21 4BZ.