Privacy Notice
Opticore IT are committed to protecting the privacy and safeguarding of the data we collect. This privacy notice tells you what to expect when we collect personal information about you, whether through our website, as a prospective client, directly from you or your company as an existing client, or as an individual applying for a role with us, either directly, through a referral, via a job board (e.g. LinkedIn) or via a third-party recruitment company.
The data we process and why
Website Enquiries
We process data that you provide to us directly when you use the Contact Us page on our website. The lawful basis for processing this data is Legitimate Interests (Article 6(1)(f) of the UK GDPR) as it is used to facilitate your enquiry. The data is stored on our cloud-based document storage platform, and we retain this data for 3 years.
Data Types: Name, email address, company name, phone number and a free text field (please do not include personal data in this field)
Networking News Subscriptions
We process data that you provide to us directly either when you use the Subscribe page on our website or you opt into our newsletter. The lawful basis for processing this data is Consent (Article 6(1)(a) of the UK GDPR) which you are prompted for when you subscribe, and is used to provide you news about Opticore IT. The data is stored on our cloud-based document storage platform and our cloud-based mail list management mailing platform, and we retain this data for 3 years.
Data Types: Name, email address and company name
Careers Connections, Applicants and Candidates
Opticore’s dedicated privacy notice affecting people connecting via our Careers page or applying for roles with us can be found here.
Clients and Prospective Clients
We process basic business contact information for past, existing and prospective clients. This information may be collected through emails, meetings (face-to-face, video conference or telephone), verbal conversations, business cards, or via reputable third-party data providers.
The lawful basis for processing this data is Legitimate Interests (Article 6(1)(f) of the UK GDPR) or, where relevant, fulfilling our obligations when entering into or performing a Contract (Article 6(1)(b) of the UK GDPR).
In addition, we may also record and transcribe certain business calls made with clients and prospective clients to maintain accurate records of interactions, improve service quality, support staff training, and ensure clarity in discussions relating to our services.
The lawful basis for processing this data is Consent (Article 6(1)(a) of the UK GDPR).
All data is stored within our secure cloud-based email, document management and customer relationship management platforms. We retain this data for 12 months after last contact, unless a longer period is required for contractual or regulatory purposes.
Data Types: Name, email address, company name, address, phone number, signatures, business contact details, email conversations, call recordings and call transcripts, and other information provided during interactions with us.
Managed Service Clients
We process the basic business contact information for key contacts for managed service customers, which are either provided by the individual themselves when logging a ticket (either directly to Opticore, or via a third party providing the client’s helpdesk function), or by the client.
The lawful basis for processing this data is Contract (Article 6(1)(b) of the UK GDPR) with a client. The data is stored in our SaaS-based ITSM platform, cloud-based email platform and/or document storage platform. We retain this data for up to 7 years.
Data Types: Name, email address, company name, company address, mobile phone number, job description, ticket information
Financial Management, Accounting and Administration
We process basic contact information while fulfilling our accounting requirements, ranging from invoices, account details, timesheet approvals, statement of works, terms and conditions and bank details.
The primary lawful basis for processing this data is Contract (Article 6(1)(b) of the UK GDPR), to enable us to perform our side of the with our client. The secondary lawful basis for processing this data is Legal Obligations (Article 6(1)(c) of the UK GDPR), to meet our legal obligations for financial reporting. We use a cloud-based enterprise resource planning solution to process this data and use a separate cloud-based document storage platform and store this data for 7 years.
Data Types – Name, email addresses, company name, address, phone numbers, business contact details, email conversations
How do we protect your data?
Enterprise Resource Planning Platform: Our SaaS-based ERP platform provided by an industry-leading IT provider. Data is encrypted in transit using industry standard HTTPS (TLS 1.2 or higher) and at rest using AES-256. In addition to this, role-based access control, MFA and frequent access reviews ensure only those staff requiring access to personal data have access to it. Data is stored in the UK.
Document Management & Email Platforms: We utilise an industry-leading cloud services provider to deliver these services. Data is encrypted in transit using industry standard HTTPS (TLS 1.2 or higher) and at rest using AES-256. Personal data sent in emails to external recipients is encrypted manually. Data in our Document Management & Email Platforms is further protected using tools such as multi-factor authentication, anti-malware and anti-phishing filters. In addition to these controls, role-based access control and frequent access reviews ensure only those staff requiring access to personal data have access to it. Data is stored in the UK.
Applicant Tracking System (ATS): Our SaaS-based ATS is provided by a leading IT provider. Data is encrypted in transit using industry standard HTTPS (TLS 1.2 or higher) and at rest using AES-256. In addition to this, role-based access control, MFA and frequent access reviews ensure only those staff requiring access to personal data have access to it. Data is stored in Ireland.
Customer Relationship Management (CRM) Platform: Our SaaS-based CRM platform is provided by a leading IT provider in the field. Data is encrypted in transit using industry standard HTTPS (TLS 1.2 or higher) and at rest using AES-256. In addition to this, role-based access control, MFA and frequent access reviews ensure only those staff requiring access to personal data have access to it. Data is stored in the UK.
Information Technology Service Management (ITSM) Platform: Our SaaS-based ITSM platform is provided by a leading IT provider in the field. Data is encrypted in transit using industry standard HTTPS (TLS 1.2 or higher) and at rest using AES-256. In addition to this, role-based access control, MFA and frequent access reviews ensure only those staff requiring access to personal data have access to it. Data is stored in the UK.
Your rights in relation to this processing
As an individual you have certain rights regarding our processing of your personal data, including
- The right of access – You have the right to ask us for copies of your personal information.
- The right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- The right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- The right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- The right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
- The right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
- The right not to be subject to automated decision making – whilst you have this right, we do not conduct automated decision making.
- The right to lodge a complaint– You have the right to lodge a complaint with the Information Commissioner (ICO) as the relevant supervisory authority
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Email: casework@ico.org.uk
Telephone: 0303 123 1113
You are not required to pay any charge for exercising your rights. If you make a request to us, we have one month to respond to you.
If you wish to make a request, please contact us at dataprotection@opticoreit.com or write to us at
Data Protection
Opticore IT
St. Magnus House
3 Lower Thames Street
London EC3R 6HD
Automated decision-making, including profiling
We do not make decisions based solely on automated processing, including profiling, during any of our processes.
International data transfers
We utilise overseas partners for certain services, who we provide access to low-risk personal information in order to deliver services to you. Before doing this, we ensure that we have appropriate safeguards in place, including transport risk assessments and data privacy agreements where appropriate.
Changes to our privacy notices
Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy notice.
Our Contact Details
Address: 4th floor, John Stow House, 18 Bevis Marks, London EC3A 7JB