Privacy notice
OPTO Privacy Notice.
We collect a small amount of personal data, mostly so we can talk to prospective clients, run discovery calls, and look after the people we already work with. We do not sell data. We do not run advertising tracking. We keep what we hold to the minimum we need.
1. Owner and controller
optobusinessai.com (the "Site") is owned and operated by OPTO Business AI in England and Wales ("OPTO", "we", "us", "our").
OPTO is the data controller for personal data collected through the Site and through direct contact with us, and can be contacted at:
OPTO Business AI85 Great Portland Street
First Floor
London
W1W 7LT
United Kingdom
hello@optobusinessai.com
We are not required to appoint a Data Protection Officer. The contact for any privacy matter is hello@optobusinessai.com.
2. Purpose
The purpose of this Privacy Notice is to inform you of:
- the personal data we collect, and where it comes from
- how we use it, and our lawful basis
- who we share it with
- international transfers
- how long we keep it
- how we keep it secure
- your rights under UK GDPR
- how to contact us
3. What we collect, and where it comes from
We collect personal data in three ways.
a. When you visit this website
Our hosting provider, Vercel, records standard server logs. These contain your IP address, the pages you request, the time of the request, your browser and device type, and the referrer.
We run Vercel Web Analytics in privacy mode. It records aggregate page views and basic interaction events without using cookies or storing personal data. Visitors are not tracked across sites or sessions. See the Cookie Notice for detail.
b. When you book a discovery call
Our booking page is a Cal.com embed portal. Cal.com collects your name, email address, the meeting time you choose, and any answers you give to the booking form. Cal.com is a separate company acting as our processor for the booking. Their privacy notice is at cal.com/privacy.
c. When you contact us directly
When you email hello@optobusinessai.com, send us a message through any form on this website, or speak to us during a call, we collect what you choose to share with us. That typically means your name, business email, company, role, the question you are asking, and any context you provide about your business.
We do not knowingly collect special category data (such as health, ethnicity, or political views) and we do not knowingly collect data about anyone under 18 through this website.
4. Why we use it, and our lawful basis
| What we do | Lawful basis |
|---|---|
| Operate, secure, and maintain this website | Legitimate interests: running a working website without abuse |
| Aggregate, cookieless analytics on website use | Legitimate interests: understanding what works on the site, no personal data involved |
| Respond to your enquiry, scope a call, prepare a proposal | Legitimate interests, and where you become a client, performance of a contract |
| Send a small number of operational emails about an active engagement | Performance of a contract |
| Keep a record of past prospects and clients for future reference | Legitimate interests: keeping our books and our memory in order |
| Comply with tax, accounting, and other legal duties | Legal obligation |
We do not run automated decision-making that produces legal or similarly significant effects on you. We do not use your personal data to train any AI model.
5. Who we share it with
We share personal data only with parties that help us run our business, and only what they need.
Our processors typically include:
- Cal.com, for discovery-call booking
- Vercel, for website hosting and cookieless analytics
- Google Workspace, for our @optobusinessai.com email and calendar
- Our accountants, our professional advisers, and HMRC where required
Each processor is bound by a written agreement that requires them to keep personal data secure and to act on our instructions.
We do not sell, rent, or share personal data with third parties for their own marketing.
If we are ever involved in a sale, merger, or restructure, personal data may be transferred to the buyer or successor on the same terms as this notice.
6. International transfers
Some of our processors are based outside the UK, including in the European Economic Area and the United States. Vercel and Google Workspace are both US-headquartered.
Where we transfer personal data outside the UK, we rely on the UK extension to the EU-US Data Privacy Framework where applicable, the UK International Data Transfer Agreement, the EU Standard Contractual Clauses with the UK addendum, or another appropriate safeguard recognised under UK GDPR.
We can give you specific information on the safeguards in place for any particular transfer on request.
7. How long we keep it
We keep personal data only for as long as we need it.
| Category | Retention |
|---|---|
| Server logs and security data | Up to 90 days |
| Aggregated analytics | Up to 26 months |
| Discovery-call bookings, where the conversation does not progress | 12 months from the call |
| Active prospect records | 24 months from last contact, then deleted or anonymised |
| Client records and engagement files | Engagement duration plus 6 years (tax / contract record-keeping) |
| Email correspondence | In line with the categories above, with reasonable archival of operational mail |
8. Security
We restrict access to personal data to the people inside OPTO who need it. Devices are encrypted. Accounts use multi-factor authentication. Cloud services we rely on (booking, email, hosting) provide encryption in transit and at rest as standard. We review our suppliers periodically.
Despite this, no system is perfectly secure. If we ever have a personal data breach that is likely to result in a risk to your rights, we will notify the ICO and, where required, you, in line with UK GDPR.
9. Your rights
Under UK GDPR you have the right to:
- ask for a copy of the personal data we hold about you
- ask us to correct anything that is inaccurate or out of date
- ask us to delete personal data we no longer need to hold
- ask us to restrict or stop a particular use of your data
- object to our use of your data on the basis of legitimate interests
- ask for your data in a portable format where it was provided by you and processed by automated means
- withdraw consent at any time, where consent is the basis we are relying on
To exercise any of these rights, email hello@optobusinessai.com. We will respond within one calendar month.
If you are not happy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would prefer that you raise it with us first so we can put it right.
10. Changes to this notice
We update this notice when our practices change. Material changes will be notified by a banner on the homepage for a reasonable period, or by email if we hold one for you. The effective date at the top of the page is the easiest way to tell whether anything has changed.
11. Contact
For anything in this notice, email hello@optobusinessai.com.