Privacy policy.

Last updated: 11 July 2026

Optira Systems respects your privacy and is committed to protecting your personal information. This privacy policy explains how we collect, use, store and protect your information when you visit www.optirasystems.uk, contact us or purchase our services.

1. Who we are

Optira Systems is a UK web-design and local SEO business based in Kent.

For data-protection purposes, Optira Systems is the controller of the personal information described in this policy.

Contact details

Optira Systems
Ashford Business Park
Kent, United Kingdom
Email: harry@optirasystems.uk

2. Information we collect

We may collect the following personal information:

  • Your name

  • Business or company name

  • Email address

  • Telephone number

  • Information about your business, project or service requirements

  • Messages and information submitted through our contact form

  • Communications between you and Optira Systems

  • Billing, transaction and payment-related information

  • Technical information, including your IP address, browser, device type and how you use our website

  • Cookie and analytics information, subject to your cookie choices

Please avoid submitting sensitive personal information through our contact form unless it is genuinely necessary.

3. How we collect your information

We collect information when you:

  • Submit an enquiry or request a quote

  • Contact us by email, telephone or another communication channel

  • Purchase or discuss purchasing one of our services

  • Enter into a contract with us

  • Visit and interact with our website

  • Accept optional cookies or analytics technologies

We may also receive business contact information from publicly available sources, referrals or business directories where permitted by law.

4. How and why we use your information

We use personal information to:

  • Respond to enquiries and prepare quotations

  • Discuss, arrange and deliver our services

  • Manage customer relationships and provide support

  • Process payments and maintain transaction records

  • Communicate about projects and requested services

  • Operate, secure and improve our website

  • Measure website traffic and performance

  • Prevent fraud, misuse and security incidents

  • Maintain financial, tax and business records

  • Establish, exercise or defend legal claims

  • Send marketing communications where we have permission or are otherwise legally permitted to do so

5. Our lawful bases

Under UK data-protection law, we rely on one or more of the following lawful bases:

  • Contract: where processing is necessary to provide requested services, prepare to enter into a contract or fulfil an existing contract.

  • Legitimate interests: where necessary to respond to business enquiries, operate and protect our business, improve our services, maintain customer relationships or establish legal claims—provided your rights do not override those interests.

  • Legal obligation: where we must retain or disclose information to comply with tax, accounting or other legal requirements.

  • Consent: where you have actively agreed to optional cookies or certain marketing communications. You may withdraw consent at any time.

6. Cookies and analytics

Our website is hosted by Squarespace. Squarespace may use essential cookies and similar technologies to operate, protect and deliver the website.

Subject to your cookie choices, Squarespace may also collect analytics and performance information, such as:

  • Pages visited

  • Traffic sources

  • Browser and device information

  • Approximate location

  • IP address

  • Time spent on the website

  • Interactions with the website

Essential cookies do not require consent where they are strictly necessary. Optional analytics, performance or marketing cookies will only be used where legally permitted and after any required consent has been obtained.

You can accept, reject or manage optional cookies through the website’s cookie banner. You can also delete cookies through your browser settings, although this may affect parts of the website.

7. Who we share information with

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

  • Squarespace, which hosts and operates the website

  • Email and communication providers

  • Payment processors and banking providers

  • Analytics and website-security providers

  • Accountants, professional advisers or contractors

  • Government bodies, regulators or law-enforcement authorities where legally required

  • A purchaser or adviser involved in a potential sale, merger or restructuring of the business

These organisations may act as processors or separate controllers, depending on the service involved. We do not sell your personal information.

8. International transfers

Some service providers, including Squarespace, may process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal safeguard is used, such as an adequacy decision or approved contractual protections.

9. How long we retain information

We keep personal information only for as long as reasonably necessary:

  • General enquiries that do not become customers: normally up to 24 months

  • Customer, project and contractual records: for the duration of the relationship and normally up to six yearsafterwards

  • Financial and transaction records: normally six years, or longer where legally required

  • Marketing information: until consent is withdrawn, you object or the information is no longer needed

  • Cookie and analytics information: according to the relevant cookie’s duration and provider settings

We may retain information longer where necessary to resolve a dispute, establish legal claims or comply with the law.

10. How we protect information

We use reasonable organisational and technical measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

However, no internet transmission or electronic storage system is completely secure, and we cannot guarantee absolute security.

11. Your rights

Depending on the circumstances, you may have the right to:

  • Request access to your personal information

  • Ask us to correct inaccurate or incomplete information

  • Ask us to erase your information

  • Ask us to restrict how your information is used

  • Object to processing based on legitimate interests

  • Object to direct marketing at any time

  • Request the transfer of certain information

  • Withdraw consent at any time

  • Complain to the Information Commissioner’s Office

These rights are not absolute and may be subject to legal exceptions.

To exercise a right, email harry@optirasystems.uk. We may need to verify your identity before completing a request.

You may also complain to the UK Information Commissioner’s Office through www.ico.org.uk. We would appreciate the opportunity to address your concerns first.

12. Third-party websites

Our website may contain links to websites operated by other organisations. We are not responsible for their privacy practices. You should review the privacy policy of any external website you visit.

13. Children’s information

Our services are intended for businesses and adults. We do not knowingly collect personal information from children under 18.

14. Changes to this policy

We may update this privacy policy when our website, services or legal obligations change. The latest version will be published on this page with its updated date.