Privacy notice

Who we are

Optira Systems Ltd is the controller of the personal data described here. We are a company registered in England and Wales, number 16963710.

Optira Systems Ltd
71–75 Shelton Street, Covent Garden, London WC2H 9JQ
[email protected]

For anything about this notice or your data, email Alex Ievins, Director, at the address above.

What we hold, and where it comes from

We hold business contact details only: your name, job title, the company you work for, your business email address and phone number, and any correspondence between us.

If we contacted you first, we found your details in public business sources: your company's website, Companies House, trade association directories, or LinkedIn. If you contacted us, you gave them to us.

We do not collect special category data, and we don't buy or rent contact lists.

Why we use it, and on what basis

• To contact you about our services, where they are relevant to your role and your company. Our lawful basis is legitimate interests: introducing a specialist service to the business people most likely to need it. We send these messages individually, from a personal mailbox, and never through bulk-mailing tools or with tracking pixels.
• To reply to you when you get in touch. Our basis is legitimate interests, or taking steps at your request before entering a contract.
• To deliver work you've engaged us for, and to invoice and keep accounts. Our basis is the contract between our companies, and our legal obligations.

Opting out

If you'd rather not hear from us, reply "no" to any email or write to [email protected]. We will stop the same day. We keep a short record of your name and email address on a do-not-contact list, only so that we don't contact you again.

How long we keep it

• Prospects who don't become clients: deleted within 12 months of our last contact, except for the do-not-contact record above.
• Clients: contact details and correspondence for as long as we work together, and invoices and accounting records for six years, as UK law requires.

Production data that a client sends for a diagnostic or a build is mostly not personal data, and is covered by a separate written data note, summarised on the page about how client data is handled. Where it does contain people's details, such as operator names or IDs, those are removed or replaced by codes before any AI tool sees it. In short, it is held on Optira's own machine, AI tools see it only after names and identifiers have been replaced and are not used at all if the client asks, and it is deleted at the end of the engagement or sooner on request.

Who else sees it

We don't sell or share your details. They are processed by the providers we use to run the business, such as our email and IT providers and our accountant, under contracts that require them to protect it. Where AI tools are used in the analysis, the AI provider processes the client's production data on the same basis: only in the form, and through the providers, set out in the data note. Where a provider stores data outside the UK, the transfer is covered by UK adequacy regulations or the standard contractual safeguards.

This website

This site sets no cookies and uses no analytics or tracking. Its fonts are served by Google Fonts, so your browser sends your IP address to Google when the page loads. Our web host keeps standard server logs, such as IP address and pages requested, for security.

Your rights

You can ask us for a copy of the data we hold about you, and ask us to correct it, delete it or restrict how we use it. You can object at any time to our using it for direct marketing, and we will stop. Email [email protected] and we will reply within one month.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to put it right first.