Privacy Policy

Optimal Compliance operates the website and the Novel App software. Optimal Compliance values the privacy of those who use our website, products and services and makes all commercially reasonable efforts to protect it. This Privacy Statement covers the collection, use and disclosure of personal information that may be collected any time you interact with Optimal Compliance such as when you visit our website, use our products and services or communicate with Optimal Compliance team members. Please read the following to learn more about what information we collect, what we do with that information, and how we may use your personal information.

WHO WE ARE?

Optimal Compliance Services (London) LLP is a Limited Liability Partnership (registration number: OC397739) that creates software products and provides consultancy services to small businesses and individuals in the UK.

Our Data Protection Officer (DPO) can be contacted directly here:

Ben Crampin, Partner
Address: 81 The Cut, South Bank, London, SE1 8LL
Tel: 0203 326 0133
Email: privacy@optimalcompliance.com

PERSONAL DATA

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

Any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

THE DATA WE COLLECT ABOUT YOU 

We use different methods to collect data from you. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, username or similar identifier, title, date of birth, profile images and gender (provided by you / your employer)
  • Contact Data includes billing address, email address and telephone numbers (provided by you / your employer)
  • Financial Data includes bank account and payment card details (provided by you)
  • Tax References includes NI number and UTR (provided by you / your employer)
  • Employment data includes job title, salary, historic payroll figures, expenses and worksheets (provided by you / your employer)
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and version, operating system and platform and other technology on the devices you use to access this website (automated technologies or interactions*)
  • Usage Data includes information about how you use our website and our software, product and services (automated technologies or interactions*)

*Automated technologies or interactions state data that is collected as you interact with our website or our software by using cookies, web analytics services, server logs and similar technologies.

HOW WE USE YOUR INFORMATION

This privacy notice tells you how we, Optimal Compliance, will collect and use your personal data to provide services to you and your employer, company or partnership/LLP.

The personal data we collect will be used for the following purposes:

WHY DOES OPTIMAL COMPLIANCE NEED TO COLLECT AND STORE PERSONAL DATA?

In order for us to provide you with our services, we need to collect personal data to provide those services. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

The purpose of the processing as well as the legal basis for processing. If the processing is based on the legitimate interests of Optimal Compliance or a third party, information about those interests.

Our legal basis for processing the personal data:

  • Legal obligation – your data will be used to complete documents that are required to be completed by law;
  • Legitimate interest – we have a legitimate interest in using your data to fulfil the contractual obligations we have to you and to our client.

WILL OPTIMAL COMPLIANCE SHARE MY PERSONAL DATA WITH ANYONE ELSE?

We may pass your personal data on to third-party service providers contracted to Optimal Compliance in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Optimal Compliance’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

HOW WILL OPTIMAL COMPLIANCE USE THE PERSONAL DATA IT COLLECTS ABOUT ME?

Optimal Compliance will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Optimal Compliance is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

UNDER WHAT CIRCUMSTANCES WILL OPTIMAL COMPLIANCE CONTACT ME?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

CAN I FIND OUT THE PERSONAL DATA THAT THE ORGANISATION HOLDS ABOUT ME?

Optimal Compliance at your request can confirm what information we hold about you and how it is processed. If Optimal Compliance does hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data.

HOW LONG WILL THE DATA BE STORED

Details of your rights to correct, erase, restrict or object to such processing. Information about your right to withdraw consent at any time. Optimal Compliance will process personal data until such time as we are no longer engaged to provide services to you, and will store the personal data for up to 20 years in order to facilitate the defence of any potential claim(s) or assessment(s) by HM Revenue and Customs under Finance Act 1998 Sch 18 Para 46 (2A).

HOW TO LODGE A COMPLAINT WITH THE SUPERVISORY AUTHORITY 

In the event that you wish to make a complaint about how your personal data is being processed by Optimal Compliance, or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Optimal Compliance’s data protection representatives Data Protection Officer (DPO). 

Our Data Protection Officer (DPO) can be contacted directly here:

Ben Crampin, Partner
Address: 81 The Cut, South Bank, London, SE1 8LL
Tel: 0203 326 0133
Email: privacy@optimalcompliance.com

Information Commissioner’s Office
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Email: casework@ico.org.uk