Optimus Group Limited customer privacy notice

1. Who We Are

This privacy notice explains how Optimus Group Limited (“Optimus”, “we”, “us”, or “our”) collects, uses, and protects your personal information when you visit our website or engage with our services.

Registered Office:
Optichrome House
98–102 Maybury Road
Woking, Surrey, GU21 5HX
United Kingdom

Telephone: +44 (0)1483 740233
Email: optimusmis@optimusmis.com

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2. What This Notice Covers

This notice explains:

• What personal information we collect

• How and why we use it

• Our lawful bases for processing

• Who we share information with

• How long we retain information

• Your data protection rights

• How to make a complaint

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3. What Information We Collect

3.1 Information You Provide Directly

We may collect personal information when you:

• Submit a contact form

• Request information or a consultation

• Download materials

• Subscribe to communications

• Communicate with us by email or telephone

This may include:

• Name

• Job title

• Company name

• Email address

• Telephone number

• Business address

• Any information included in your enquiry

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3.2 Information Collected Automatically

When you visit our website, we may collect:

• IP address

• Device and browser information

• Pages visited

• Time spent on pages

• Navigation paths

• Referrer information

• Language preferences

Some of this information is collected through cookies and similar technologies (see Section 10).

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3.3 Information from Third Parties

We may obtain business contact information from:

• Publicly available sources

• Professional networking platforms (such as LinkedIn)

• Marketing list providers

• Website analytics and visitor identification tools

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4. How We Use Your Information

We use personal information to:

• Respond to enquiries

• Provide requested services or demonstrations

• Manage business relationships

• Improve our website and services

• Send relevant business communications (where permitted)

• Support marketing and business development activities

We do not sell personal data.

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5. Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis to process personal data.

We rely on the following lawful bases:

5.1 Consent

We rely on consent where required, including:

• Non-essential cookies

• Marketing communications where legally required

You may withdraw your consent at any time using the Cookie Settings link on our website or by contacting us.

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5.2 Legitimate Interests

We may process personal data where necessary for our legitimate business interests, provided those interests do not override your rights and freedoms.

These interests include:

• Improving our website and services

• Understanding how organisations interact with our website

• Supporting business-to-business marketing activities

• Measuring the effectiveness of communications

Where appropriate, we have carried out a legitimate interests assessment.

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5.3 Contract

Where you request services or enter into a contract with us, we process personal data as necessary to fulfil that contract.

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5.4 Legal Obligation

We may process personal data where required to comply with legal or regulatory obligations.

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6. Website Visitor Identification and Analytics

6.1 Google Analytics

We use Google Analytics, provided by Google LLC, to analyse how visitors use our website and to improve performance and content.

Google Analytics may process:

• IP address (with IP anonymisation enabled where applicable)

• Device and browser information

• Pages visited

• Time spent on pages

• Navigation paths

• General interaction data

Analytics cookies are only set where you have provided consent via our cookie banner.

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6.2 Snitcher

We use Snitcher B.V., a website visitor identification service, to understand which organisations visit our website and how they interact with it.

Snitcher may process:

• IP address

• Company information associated with that IP address

• Pages visited

• Browsing behaviour

• Technical device and browser data

The purpose of this processing is to:

• Understand organisational interest in our services

• Support business development activities

We do not use Snitcher to intentionally identify or monitor individual visitors.

Snitcher cookies are classified as marketing / visitor identification cookies and are only set where you have given consent via our cookie banner.

Further information is available in Snitcher’s privacy policy:
https://www.snitcher.com/privacy-policy/

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7. Who We Share Personal Information With

We may share personal information with trusted service providers where necessary, including:

• Website hosting providers

• IT support providers

• CRM or business systems providers

• Marketing or analytics providers

• Snitcher B.V. (website visitor identification and analytics provider)

We only share information where appropriate and ensure suitable safeguards are in place.

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8. International Transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as:

• Adequacy regulations

• Standard contractual clauses

• Other approved transfer mechanisms

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9. How Long We Keep Information

We retain personal data only for as long as necessary for the purposes for which it was collected.

Retention periods vary depending on the type of information and how it is used.

The maximum period we generally retain personal data is six years, unless a longer retention period is required by law.

We regularly review the data we hold and securely delete information that is no longer required.

Last updated: 17 February 2026

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