Optimum Data Solutions Ltd (t/a Optimum Tracing) is strongly committed to protecting personal data and complies with the EU data protection law commonly known as the General Data Protection Regulation (GDPR). This Privacy Notice describes why and how we collect and use personal data and provides information about individuals’ rights. We may use personal data provided to us for any of the purposes described in this privacy notice or as otherwise stated at the point of collection and in a way that is consistent with our obligations and your rights under the law.
When it comes to your privacy, we follow 3 main principles:
Simple. We want to make it simple for you to understand how we use your personal data. We aim to use easy to understand language to describe our privacy policy and processes to help you make informed choices.
Transparent. We want to be transparent about the personal information we collect, why we collect it and how we process it.
Control. We give you control over the Personal Information you provide to us. We let you choose how and when it is used, shared, kept or deleted.
Our full Privacy Statement is below and we suggest you take the time to read and understand it.
What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
Data Processor:
For the purpose of the General Data Protection Regulations and in relation to the services we provide to our clients, our clients are the Data Controller and Optimum Data Solutions Ltd (t/a Optimum Tracing) are the Data Processors responsible for storing and protecting the personal data that our clients send to us - and that information we ourselves obtain - relating to Data Subjects.
Contact Details: Optimum Data Solutions Ltd T/A Optimum Tracing
Email Address: info@optimumtracing.co.uk
Postal address: Suite G, 35 Paxford Road, Wembley, HA0 3RQ.
Telephone Number: 0203 4758833
A Data Subject has the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
What Data is held?
The personal data provided by our clients that we may need to store about Data Subjects includes: Full name, Address, Dates of Occupation, Date of Birth, and details of account with the client (supply dates, balance, previous payment history). In addition during the course of our service Optimum Tracing may obtain data of Enquiry Subject’s new addresses, previous addresses, telephone numbers, bankruptcy/CCJ information, Voters Roll listings and Property Ownership.
Where will this information come from?
Optimum Tracing obtain information via publicly accessible information sources such as Companies House, HM Land Registry, historic voters roll records, internet searches and may obtain information from credit reference agencies.
Why do Optimum Tracing need this data?
Optimum Tracing needs this information to perform the services of a Tracing Agency. Specifically the information will be used to establish and confirm the identity of Data subjects, to trace their address movements and current contact details. We may also need the information to locate Data Subjects for Asset Reunification purposes.
Legal Basis:
The information will be collected and processed on the legal basis of “Legitimate Interest.”
Who will Optimum Tracing share this data with?
The information provided by our clients, and obtained during the course of Optimum Tracing’s enquiries, will be shared only with the relevant Data Controller client
Transferring the Data?
The information will not be transferred outside the EEA.
Security:
The information provided by our clients, and obtained during the course of Optimum Tracing’s enquiries, will be will be held internally by Optimum Tracing in a secure manner on a password protected system with encrypted backup facilities.
How Long?
The information provided by clients, and obtained during the course of Optimum Tracing’s enquiries, will usually be held in data format by Optimum Tracing for a period of 12 months following completion of our enquiry, however this may be varied according to a clients auditing requirements. Following this the data will then be erased from our systems. Any hard copy information will be destroyed after 6 months.
Legal Rights of a Data Subject:
Under certain circumstances, a Data Subject has rights under data protection laws in relation to their personal data. This section relates specifically to them.
Fees:
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we would need from you.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Optimum Tracing is the trading style of Optimum Data Solutions Ltd a company registered in England and Wales.
Registered address:
Suite G,
35 Paxford Road
Wembley
HA0 3RQ
Email: info@optimumtracing.co.uk
Company Number: 12312903
Information Commissioners Office Reg No: ZA796909
Telephone: 0203 475 8833
To report any concerns to the ICO:
Helpline number: 0303 123 1113
Website: www.ico.org.uk
Optimum Tracing is a trading style of Optimum Data Solutions Ltd. Company Reg No. 12312903
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