Effective date: 6/1/2020
Who is responsible for the data processing?
The body responsible for processing your personal data (“controller”) is:
Unit 12/14 Blacklands Way
Abingdon Business Park
Oxford, OX14 1DY
Phone: +44 1235 539182
Fax: +44 1235 539183
What information is collected by Optek Sensor Developments?
Optek Sensor Developments collects personal data that has been submitted to us through a number of ways:
- Through our website inquiry forms that you have either submitted, for example to ask a question or to sign up to our marketing newsletters
- Through business cards that are handed to us by yourselves in face-to-face meetings
- Through data from face-to-face encounters at exhibitions (scanned or manual)
- Through the emails that you have sent directly to our teams
- Through emails sent to our generic email addresses
- Through phone calls that have been made to our teams
- Occasionally, we research potential customers for specific targeted growth areas but in this instance your data won’t be added to our database for remarketing unless you have shown a specific interest
Optek Sensor Developments may use targeted industry publications to support our lead generation and through activity, such as webinars, will be provided with names of interested customers/potential customers. We do not purchase information from third party list providers. Usage Data is data collected automatically either generated by the use of our website for example, the duration of a page visit. In this case we do collect web data about our visitors, their location, systems used, and what has been downloaded - to assess and improve our marketing.
Purpose & Legal Basis
We collect your personal data for the following purpose(s):
Digital Marketing and Lead Generation.
Cookies are small pieces of data stored on a User’s device and most modern websites use these to help improve the service. They utilize your IP address to help your user experience on a website and can also be used to provide additional data. We use session cookies to operate our website service and preference cookies to remember your preferences and various settings. We do not use advertising cookies and therefore no ads will be pushed in front of you when you are browsing our site. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent, but this may prevent you from using our sites and services. Some third-party services that we use, such as Google Analytics, may also place cookies on your device.
We use your information in our day-to-day business with you, for example to respond to your questions or contact you with information about our products, services, changes, offers, updates or other announcements and we may, from time-to-time, send you newsletters about product developments and technology advancements, but only if you have allowed us to do so. Hopefully you will find these interesting, but if not, you can unsubscribe at any time using the link at the bottom of our newsletters. Our newsletters are produced on a 3rd party software and the only personal data that is used to undertake this service is your first name, last name and email address. We use one of the leading global email automation companies which has secure system policies in place, and they do not use our (your) data for any other purpose. See Named Service Providers below.
Your personal data security is important to us. We take all reasonable measures to
- Protect your personal data and information, and to protect our sites from unauthorized access to, or unauthorized alteration, disclosure or destruction of, information we maintain.
- Ensure that we are in compliance with the EU General Data Protection Regulation (GDPR) regardless of where your personal data may be stored and processed.
We use one of the leading CRMs (Customer Relationship Management systems) to keep your data safe and secure. For initial inquiries or encounters with us (we refer to these as Leads), we keep only data such as you name, email, company (or research establishment), location and your position at the organization for example, Chief Technical Officer. Once we embark on the next steps of our process, and you become a potential customer/customer (we refer to these as Opportunities), we will require more information such as company addresses (shipping and billing) and product interests.
As soon as the above mentioned personal data are no longer required to display the website, they will be deleted. The collection of data for the purpose of providing the website and the storage of the data in log files is mandatory for the operation of the website. There is therefore no possibility of objection on the part of the user with regard to this aspect. Further storage can be carried out in individual cases if this is required by law.
(For personal data related to our leads, information will be retained for a period of 4 years, unless we have managed to progress the lead further so that you become a potential customer/customer, in which case we would retain the information for a further 4 years. If within this period we don’t have any correspondence, inquiries or digital interest i.e. download from our website or interest in our email newsletters, then we will delete the lead after a period of 4 years.)
Potential customer/customer data, where we have been having meaningful communication regarding our products and services, is slightly different in that we would have effectively built up a communication trail and will have to keep some data such as signed contracts, orders and Non-Disclosure Agreements (NDA’s) in order to fulfill our obligations. The retention of such data may be up to 20+ years as customers may wish us to store evidence of their previously purchased orders/contracts.
Data Transfer to Third Countries
Within the scope allowed by law, we may transfer personal data to companies in our group for the purpose of fulfilling contractual obligations and for reporting purposes.
When you sign up for a webinar or other activity that is co-sponsored by another company, we may share your registration information with that company.
We will share personal information if we have a good-faith belief that access, use, preservation, or disclosure of the information is reasonably necessary to:
- meet any applicable law, regulation, legal process, or enforceable governmental request;
- enforce applicable Terms of Service or any of our other agreements with you, including investigation of potential breaches;
- detect, prevent, or otherwise address fraud, security or technical issues;
- protect against harm to the rights, property, or safety of optek.humaneticsgroup.com, our users and customers, or the general public, as required or permitted by law.)
Third-Party Service Providers
Below are services that we use to provide us with analysis or function outside of our everyday business.
Optek Sensor Developments uses the CRM system Hubspot. This CRM system enables us to track our leads, accounts and opportunities in one single place. Hubspot is a leading global CRM provider and therefore have security policies in place to look after our (your) data. For more information on the Privacy Policies of Hubspot please visit https://legal.hubspot.com/privacy-policy/
If we are involved in a merger, acquisition or asset sale, you agree that your personal information may be transferred to a third party.
If you wish to withdraw your consent of having your personal information used for certain purposes, please contact us.
All information you disclose in your public profile, in forum posts, blogs, comments, issue queues, or other public portions of our sites becomes public information. You should be careful in what you choose to disclose publicly.
We aim to take reasonable steps to allow you to correct, amend, delete, or limit the use of your personal data. Whenever made possible, i.e. through our website, you can update your personal data directly within your account settings section.
Regardless, you have, in general, the following rights in relation to the personal data concerning you:
- Right to information,
- Right of correction or deletion,
- Right to restrict processing,
- Right to object to the processing,
You have the right to data portability for the information you provide to us. You can request to obtain a copy of your personal data. Please note that we may ask you to verify your identity before responding to such requests.
In addition, you can direct a complaint at any time to a regulatory authority. For example, the State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia can be contacted at [email protected]. Alternatively, you may also approach the regulatory authority with jurisdiction at your location.