Privacy Policy

This policy explains what personal data OPTIGATE LTD ("OPTIGATE", "we", "us") collects when you contact us, request a survey or receive an installation, how we use it, and what rights you have over it. It applies to this website and to our installation and maintenance services.

1. Who we are

OPTIGATE LTD is a company registered in England and Wales under company number 16545301, with its registered office at 131 Vicarage Way, Colnbrook, Slough, England, SL3 0RB.

For the purposes of UK data protection law, OPTIGATE LTD is the data controller for the personal data described in this policy.

Data protection contact: OPTIGATEUK@outlook.com.

2. Personal data we collect

2.1 Data you give us

• Identity and contact details: name, email address, telephone number, and the name of your business where relevant.
• Property details: address or postcode, property type, number of rooms or desks, access arrangements and any constraints you tell us about.
• Enquiry content: anything you write in a form, email or message to us, including scheduling preferences.
• Contractual and payment records: quotations, invoices, purchase references and correspondence. We do not process card details ourselves; payments are handled by banks or payment providers.

2.2 Data generated by the work

• Survey notes, route drawings and network schematics relating to your property.
• Technical test results — optical loss measurements, OTDR traces, throughput protocols — recorded against a site reference.
• Photographs of installation areas taken for quality records, where you have agreed to them.
• Service history: faults reported, visits made and work carried out under warranty or an SLA.

2.3 Data collected automatically

• Basic technical information your browser sends when you load this site, such as IP address, browser type and the pages requested, which may be recorded in server logs by our hosting provider.
• Cookie and similar-technology data, as described in our Cookies Policy.

3. What we use it for

• Responding to your enquiry and preparing a quotation.
• Carrying out a site survey and planning the installation route.
• Performing the contract: installing, splicing, configuring, certifying and handing over the work.
• Providing warranty cover, maintenance and SLA support, which requires us to keep the technical records for the site.
• Invoicing, accounting and meeting our statutory record-keeping obligations.
• Handling complaints, insurance matters and any legal claims.
• Operating and securing this website.
• Sending service information about work we have carried out for you. We do not send marketing email without a separate opt-in, and any such message will contain an unsubscribe link.

4. Lawful bases for processing

• Contract — where processing is necessary to quote for, deliver or support an installation you have asked for.
• Legitimate interests — to run and secure our business, keep accurate technical records of the systems we have installed, prevent fraud and defend legal claims. We balance these against your rights and interests.
• Legal obligation — to keep accounting, tax and health-and-safety records required by law.
• Consent — for non-essential cookies and for optional marketing communications. Consent can be withdrawn at any time.

5. Who we share data with

We do not sell personal data. We share it only where necessary, with:

• Suppliers and subcontracted engineers engaged on your job, limited to what they need to attend and complete the work.
• IT and hosting providers, email providers and backup services acting as processors under contract.
• Accountants, auditors and professional advisers.
• Payment providers and banks in relation to invoices.
• Insurers, courts, regulators or law enforcement where we are legally required or entitled to disclose.
• A buyer or successor if the business or its assets are sold or reorganised.

6. How long we keep it

• Enquiries that do not lead to work: up to 12 months from the last contact.
• Contract, installation and certification records: for the duration of the warranty or SLA and for six years afterwards, so we can evidence what was installed and answer any claim.
• Accounting and tax records: six years from the end of the relevant financial year, as required by law.
• Website server logs: normally no more than 12 months.

When a retention period ends we delete the data or anonymise it so it can no longer identify you.

7. Security

We apply technical and organisational measures appropriate to the risk, including access control on the systems holding client records, encrypted transport for this website, restricted device access for engineers, and confidentiality obligations for anyone working on our behalf. No system is perfectly secure, but we take reasonable steps to protect your data and will notify you and the Information Commissioner's Office where a breach requires it.

8. Your rights

Under UK data protection law you have the right to:

• Be informed about how we use your data — that is the purpose of this policy.
• Request a copy of the personal data we hold about you.
• Have inaccurate data corrected.
• Request erasure, where we no longer have a lawful reason to keep the data.
• Restrict processing in certain circumstances.
• Object to processing carried out on the basis of legitimate interests.
• Request portability of data you provided to us, where processing is based on contract or consent.
• Withdraw consent at any time where consent is the basis for processing.

To exercise any of these rights, contact us using the details in section 13. We respond within one month and may ask for proof of identity first. Exercising your rights is free of charge unless a request is manifestly unfounded or excessive.

9. Cookies

This website uses a minimal set of cookies and similar technologies. Details of what is set, why, and how to control it are in our Cookies Policy.

10. International transfers

We aim to keep personal data within the UK or the European Economic Area. Where a supplier processes data outside those areas, we rely on UK adequacy regulations or the International Data Transfer Agreement / Addendum, together with appropriate supplementary safeguards.

11. Children

Our services are directed at adults and at businesses. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

12. Changes to this policy

We may update this policy to reflect changes to our services or to the law. The date at the top of this page shows when it was last revised. Material changes affecting how we use your data will be brought to your attention directly where practicable.

13. Contact and complaints

Questions, requests and complaints about data protection should be sent to:

OPTIGATE LTD, 131 Vicarage Way, Colnbrook, Slough, England, SL3 0RB
Email: OPTIGATEUK@outlook.com
Telephone: +44 7988 034217

If you are not satisfied with our response, you can complain to the Information Commissioner's Office, the UK supervisory authority for data protection, at ico.org.uk. We would appreciate the chance to resolve the matter first.