Privacy Policy

Who we are

Optimum Resolution Limited is responsible for the personal information described in this policy. You can contact us about privacy or your information at info@optimumresolution.co.uk or on 01543 732135.

Information we collect

When you use our enquiry form, we collect your name, email address and message. You may also provide a phone number, company name and details of a deadline. We receive information you choose to send by email or provide during a call. If you provide information about another person, share only what is relevant and what you are entitled to disclose.

Our hosting and security services may process technical information such as IP addresses, browser details, request times and error records to operate and protect the website. The enquiry form uses a short-lived identifier derived from your IP address to limit repeated submissions. This identifier is used for a 15-minute rate-limiting period.

Please keep your initial enquiry to a brief outline. Do not use the form to send passwords, bank details or unnecessary sensitive personal information. We can discuss how to provide relevant project records separately.

How and why we use information

We use enquiry details to understand your request, communicate with you, assess whether we can assist and keep a record of the correspondence. We also process technical information to maintain the website, investigate problems and prevent misuse.

Where you ask us to take steps towards entering a contract with you, we rely on those pre-contractual steps as our lawful basis. For business enquiries and correspondence where that basis does not apply, we rely on our legitimate interests in responding to requests and managing our business relationships. Website security is supported by our legitimate interest in protecting the service and its users. We may also process information where required by law.

If you become a client, information about your matter will be used to provide the agreed services. Any additional information about that processing will be provided as part of the engagement where appropriate. Sending an enquiry does not itself create a client engagement.

Where information is held and who can access it

Website enquiries are stored as private records in our website administration system. Access is limited to authorised users with appropriate administrative permissions. Relevant information may also be processed in our business communications and client records.

Website hosting, maintenance, security and communications providers may process information as needed to provide their services. Information may also be shared with professional advisers or authorities where necessary for legal obligations or to establish, exercise or defend legal claims. We do not sell enquiry information.

Service providers may process information in different countries. Where a transfer outside the UK is subject to UK data protection rules, it requires an applicable adequacy arrangement or other lawful safeguards. Contact us if you would like information about the providers and transfer arrangements relevant to your information.

How long information is kept

Retention depends on the purpose of the record. Relevant factors include whether an enquiry is still being addressed, whether it becomes a client matter, the need to retain correspondence about advice or a dispute, and applicable legal or accounting obligations. Information may need to be retained for longer where a complaint or legal claim is ongoing.

You can contact us to ask about the retention of your particular information or request its deletion. Deletion rights are subject to legal exceptions, including where records are needed for legal obligations or claims. Copies held in system backups may remain until those backups are replaced under the provider’s backup cycle.

Your rights

Depending on the circumstances, you can ask to access your personal information, correct inaccurate information, erase it, restrict its use or receive a portable copy. You can also object to processing based on legitimate interests. Where processing relies on consent, you can withdraw that consent without affecting processing that took place before withdrawal.

Contact us using the details above to make a request. We may need information to confirm your identity. Rights are subject to the conditions and exceptions in data protection law; we will explain if a request cannot be fulfilled. We do not use website enquiries for decisions based solely on automated processing that have legal or similarly significant effects.

Cookies and links to other websites

See our Cookie Policy for information about cookies and similar technologies. This website includes links to external services, including LinkedIn and Facebook. If you follow a link, that service’s privacy and cookie policies apply.

Questions and complaints

Please contact us first if you have a concern about how we use your information so that we can investigate. You also have the right to complain to the UK Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint for information about raising a concern.

Changes to this policy

We may update this policy when the website or the way information is handled changes. The latest version will be published on this page. Last updated: 26 September 2026.