Last Updated: 09/02/2025

Optima Suite

(“we,” “us,” or “our”) operates the
Optima Suite CRM platform, designed to help businesses manage customer interactions, appointments, payments, and marketing. We are committed to protecting your privacy and handling data responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard information for both our clients (businesses using Optima Suite) and their customers.

1. Information We Collect

A. Information Provided by Clients (Business Users):

Account Details: Name, email, phone number, billing address, and payment information.

Customer Data: Information uploaded by clients (e.g., customer names, contact details, appointment history, payment records).

Communications: Support requests, feedback, or queries submitted via email or our platform.

B. Automatically Collected Data:

Usage Data: IP address, device type, browser, pages visited, and interactions with the platform.

Cookies: We use cookies to improve functionality and analyse trends. Manage preferences via your browser settings.

2. How We Use Information

For Clients: Provide, maintain, and improve Optima Suite.

Process payments, send invoices, and deliver service notifications.

Troubleshoot issues and personalize your experience.

For Customer Data (Uploaded by Clients): Process data on behalf of clients to deliver CRM services (e.g., appointment reminders, payment processing).Clients are responsible for ensuring lawful processing of their customers’ data under GDPR/UK GDPR.

3. Data Sharing

We do not sell your data. We may share it with:

Third-Party Service Providers: Essential for platform operations (e.g., payment processors like Stripe/PayPal, cloud hosting providers, SMS/email services).

Compliance: If required by law (e.g., court orders, tax audits).

Business Transfers: During mergers, acquisitions, or asset sales.

4. Data Security

We implement industry-standard measures, including:

Encryption (SSL/TLS for data in transit). Access controls and regular security audits. Compliance with GDPR/UK GDPR and CCPA.

Note: Clients are responsible for securing their account credentials and ensuring lawful use of customer data.

5. Your Rights (Under GDPR/UK GDPR)

Access, Correct, or Delete personal data. Object to Processing or Restrict use of your data.

Data Portability: Request a copy of your data in a machine-readable format. Withdraw Consent(where applicable).

To exercise these rights, contact us at [email protected]

6. Data Retention

Client Data: Retained as long as your account is active or as needed for legal/tax compliance (typically 6 years under UK law).

Customer Data (Uploaded by Clients): Processed on behalf of clients retention periods are determined by clients.

7. International Data Transfers

Data may be transferred outside the UK/EEA (e.g., to the U.S.).

Transfers comply with: UK GDPR-approved safeguards (e.g., UK Standard Contractual Clauses).EU GDPR Standard Contractual Clauses (for EEA data).

8. Children’s Privacy

Optima Suite is not intended for users under 18. We do not knowingly collect data from minors.

9. Updates to This Policy

Updates will be posted on our website with a revised “Last Updated” date. Continued use of Optima Suite constitutes acceptance of changes.

10. Contact Us

For questions, requests, or to report a breach:

Optima Suite

Email: [email protected]

Address: Flat 16, Merton Mansions, SW20 8DQUK