Privacy Policy

OptiMatee (“OptiMatee,” “we,” “our”, “us”, website (the “Service”) and www.OptiMatee.com) are committed to protecting your privacy in accordance with data regulations covered by the UK & European Union GDPR and cookie and privacy laws. 

We respect and value the privacy of all of our website users and customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law. See the Information Commissioner's website for more details on the rights and responsibilities of data protection at https://ico.org.uk/

Our Privacy Policy explains how we collect, use, disclose, and protect information about you or associated with you (“personal information”), your choices about the collection and use of your information, as well as the choices you have associated with that data.

We are committed to:

1. Transparency, fairness and lawfulness
2. Purpose limitation
3. Data minimisation
4. Accuracy
5. Storage limitation
6. Integrity and confidentiality (security)
7. Accountability

Privacy Summary:

1. Your data protection rights (GDPR)
2. How we collect, use and store personal data
3. Types of personal data collected
4. How to opt-out of third-party cookies
5. Links to other websites
6. Exercise your GDPR rights
7. WhatsApp, Messenger and text messages
8. How to complain about GDPR
9. Changes to this Privacy Policy 
10. Contact Us
    
    

1. Your Data Protection Rights (GDPR)​

• The right to be informed about the collection and use of your personal data
• The right to access the data we hold about you
• The right to rectification of the data we hold about you
• The right to erase the data we hold about you.
• The right to restrict the processing of your personal data or use your personal data for a particular purpose
• The right to data portability. If you have provided personal data to us directly, we are using it with your consent to provide you with more details about us as a company, or in the performance of a contract as a supplier to you.
• The right to object to us holding data about you.
• Rights in relation to automated decision-making and profiling.
  
  

2.How we collect, use and store personal data:

We collect several different types of information to provide and improve our service to you. 

Personal data is defined by the General Data Protection Regulation (“GDPR”) as ‘any information relating to an identifiable person who can be identified by reference.’ Personal data is information about you that enables you to be identified such as an email address, name, phone number, Cookies and Usage Data, and (ID) identification numbers. 

We may also collect information on how the Service is accessed and used (“Usage Data”). This Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data. 

Use of Data

OptiMatee uses the collected data for various purposes:

• To provide and maintain the Service
• To notify you about changes to our Service
• To allow you to participate in interactive features of our Service when you choose to do so
• To provide customer care and support
• To provide analysis or valuable information so that we can improve the Service
• To monitor the usage of the Service
• To detect, prevent and address technical issues
• 
  

Disclosure Policy

OptiMatee may disclose your personal data in the good faith belief that such action is necessary:

• To comply with a legal obligation
• To protect and defend the rights or property of OptiMatee 
• To prevent or investigate wrongdoing in connection with the Service
• To protect the personal safety of users of the Service or the public
• To protect against legal liability

Storage Of Data

If you are located outside the United Kingdom and choose to provide information to us, please note that we transfer the data, including personal data, to the United Kingdom and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

OptiMatee will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your personal data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”).

Security Of Data

The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

3. Types of Personal Data Collected​

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”). Personally, identifiable information may include, but is not limited to:

• Email address
• First name and last name
• Phone number
• Cookies and Usage Data

We may also collect information on how the Service is accessed and used (“Usage Data”). This Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

Cookies are sent to your browser from a website and stored on your device. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Cookies allow websites to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

How we use Cookies

We use traffic log cookies to identify records of which pages are being used. This helps us analyse data about web page traffic as an anonymous aggregate and improve our website to tailor it to site visitors’ usage. 

We use cookies and similar tracking technologies to track the activity on our Service and hold certain information. 

Examples of Cookies we use:

• Session Cookies. We use Session Cookies to operate our Service.
• Preference Cookies. We use Preference Cookies to remember your
  preferences and various settings.
• Security Cookies. We use Security Cookies for security purposes.
• Behaviourally Targeted Advertising Cookies

OptiMatee uses 1st party cookies for Google Analytics as well as 3rd party cookies to serve you remarketing advertisements that we believe are relevant to your previous interests. For example, if you have visited our site and or purchased a product you could see a OptiMatee advertisement on other sites within the Google Display Network that you visit. We also use Lookalike Audiences and Similar Audience targeting using seed remarketing audiences.

See Google’s Interest-based privacy policy for more details - and how to remove yourself from seeing our adverts on the display network. https://support.google.com/adsense/

Cookies used by our service providers

Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/. We also use Google Ads, Facebook Ads and LinkedIn Ads tracking features. 

We use HubSpot CRM to report on and manage website activity. This service uses cookies for tracking activity across our site. You can view the privacy policy of this service provider at https://legal.hubspot.com/privacy-policy.
Our cookie banner uses HubSpot CRM for you to accept, reject or modify cookie tracking on both our website and CRM. We can also delete all information we hold about you upon request through our CRM.

4. How to Opt-out of third-party Cookies

When you visit our website, you have the option to accept or reject our privacy and cookie policy. However, if you do accept our cookie policy, we may show you remarket adverts by sharing your cookie data with data processors like Google and Facebook. You can opt-out of seeing our ads if you want to by following the instructions below.

Disable website cookies

Cookies help you to get the most out of our websites. However, if you wish to disable our cookies, then follow the steps provided by your browser. (e.g. Chrome, Firefox, Safari). 

How to Opt-out of adverts shown by Google Ads
https://www.google.com/settings/anonymous
https://support.google.com/adsense/

How to Opt-out of adverts shown by Facebook Ads.
https://en-gb.facebook.com/opt-out

How to Opt-out of adverts shown by LinkedIn Ads.
https://www.linkedin.com/opt-out

How to Opt-out of adverts shown by Twitter Ads.

 https://help.twitter.com/privacy-controls-for-tailored-ads

Control your Whats App and Facebook Messenger Privacy Settings
https://www.whatsapp.com/legal/privacy-policy
https://www.messenger.com/privacy

General information on the practice of display and social advertising in the EU and America

Internet users based in the UK and the rest of the European Union can visit www.youronlinechoices.eu

For users in the US or Canada can visit http://www.aboutads.info/choice
The above websites are independent of OptiMatee, and we are not responsible for their content.

6. Links to Other Websites

Our Service may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third-party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

7. Exercise your GDPR Rights with OptiMatee 

This website privacy policy informs you how we collect and use your data and our purposes for processing your personal data.

Our website cookie banner gives you the choice of accepting or rejecting our privacy and cookie policies. We give you transparency on how we collect your data, as well as the control to prevent or restrict the sharing of your data.

We retain your data indefinitely and give you control over who it will be shared with. We will not share your data with data processors like Google and Facebook unless you choose to accept our cookie banner policy. 

How to exercise your right to access the data we hold about you

You can make a subject access request to obtain a copy of your personal data we have about you. All subject access requests should be made in writing and sent to our email at support@OptiMatee.com.

You can also ask us for copies of your personal information in writing or verbally. This is called the right of access and is commonly known as making a SAR (subject access request). 

How to exercise your right to rectify the data we hold about you

You can make a request for rectification verbally or in writing. We will respond to you within the permitted time of 1 month or sooner with confirmation of the updated changes.

How to exercise your right to erase the data we hold about you

Also known as 'the right to be forgotten’, we provide you with the right to the erasure of the data we hold about you. You have the right to ask us whether or not we are using or storing your personal information. You can request what information we have recorded about you. This includes contact details you have previously provided us with like your email address, phone number and first-party website cookie and IP data.

You can execute your right with a written request to our organisation, addressed to our Data Protection Officer (DPO), Aaron Mercer, at support@OptiMatee.com

Upon request, we shall delete all electronic records we have of you including your email and contact record from our CRM system, as well as your first-party website cookie history.

For past customers, the only information we are obligated to maintain are your invoices and payment history for financial accounting compliance.

How to exercise your right to restrict the processing of your personal data or use your personal data for a particular purpose

You can limit the way our organisation uses your data. This is an alternative to requesting the erasure of your data.
For example, you can unsubscribe from our email marketing emails while still being able to use our website or be a customer. You can contact us to exercise your right to restrict the processing of your personal data. 

How to exercise your right to data portability

You can request your personal data from us in a format that is: Structured, commonly used, and machine-readable.

How to exercise your right to object to us holding data about you

You can object to the organisation processing your data when it is:

• for a task carried out in the public interest.
• for the exercise of official authority.
• for their legitimate interests.
• for scientific or historical research, or statistical purposes; or
• for direct marketing purposes.

In order to object you should inform us directly that you don’t want us to process your data and explain why you believe we should stop using your data in this way. You can make your request verbally or in writing.

How to exercise rights in relation to automated decision-making and profiling.

You have the right to not be subject to a decision based solely on automated processing. Processing is “automated” where it is carried out without human intervention and where it produces legal effects or significantly affects you.

8. WhatsApp, Messenger and Text Messages

Use of WhatsApp, Messenger and text message for Communication

At OptiMatee, we understand that convenience and efficient communication are essential for our customers. To facilitate this, we use WhatsApp, Messenger and text message for specific purposes related to our services. Here's how we use these platforms:

1. Initial Contact: We may initiate contact with you using WhatsApp, Messenger or text message to discuss your enquiry, or to provide information about our service. You may also choose to contact us through these platforms for your convenience.
   
   
2. Sending Pictures of Vehicles: If you have requested a valuation, we may suggest that you send us images of your vehicle via WhatsApp, Messenger or text message to assist us with this process. We will then be able to reply to you using the same platform as appropriate.
   
   
3. Confirming Collection Times: For services that require scheduled appointments or collections, we may use WhatsApp, Messenger or text message to confirm collection times and dates, and any subsequent changes to these. This helps to ensure a smooth and hassle-free experience.

Please note that while we use WhatsApp, Messenger and text messages for these communication purposes, we are committed to maintaining the privacy and security of your data. We recommend reviewing the privacy policies of these platforms to understand how they handle your information.

Additionally, we may retain records of our conversations for customer service and administrative purposes, but we will handle your data in accordance with our data protection policies and applicable laws.

By using WhatsApp, Messenger or text message to communicate with us, you agree to the terms of service and acknowledge that these platforms may process your data in accordance with their own privacy policies.

If you have any concerns about the use of WhatsApp, Messenger or text messages for communication or data privacy, please refer to the How to Raise Concerns, Make Complaints, or Request a GDPR Delete Request About Your Data section of this privacy policy for information on how to contact us and voice your concerns. We are committed to addressing any issues promptly and transparently.

9. How to Complain about GDPR

How to Raise Concerns, Make Complaints, or Request a GDPR Delete Request About Your Data.

At OptiMatee, we take the protection of your personal data seriously. If you have concerns, wish to make a complaint, or want to request a GDPR delete request, we encourage you to reach out to us. Here's how you can do that:

1. Contact Our Data Protection Officer: You can contact our designated Data Protection Officer (DPO) at support@OptiMatee.com. Our DPO is responsible for ensuring that your concerns are addressed promptly and in accordance with data protection regulations.
   
   
2. Request a GDPR Delete Request: If you wish to have your personal data deleted in accordance with the General Data Protection Regulation (GDPR), you can make a delete request by contacting us at support@OptiMatee.com. Please include your contact details and specify the data you want to be deleted. We will process your request within three calendar months and confirm the deletion of your data, subject to legal obligations.
   
   
3. Contact the Supervisory Authority: If you believe that we have not adequately addressed your concerns, or if you are dissatisfied with our response to your GDPR delete request, you have the right to contact the relevant supervisory authority in your country. They are responsible for overseeing data protection compliance and can investigate your complaint further. For the UK, this is the Information Commissioner’s Office (ICO), the contact details for which can be found at www.ico.org.uk

We are committed to resolving any concerns or complaints you may have regarding your data privacy, as well as processing GDPR delete requests in accordance with the law. Rest assured that we will handle your concerns and delete requests promptly, fairly, and in accordance with applicable data protection laws.

1. Changes To This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the “effective date” at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. Contact Us

If you have any questions about this Privacy Policy, please contact us by email:
support@OptiMatee.com