Privacy Policy

Who we are

Olympus Technologies Ltd is the data controller responsible for your personal data.

This notice explains how we collect, use and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What personal data we collect

We may collect and process the following:

Contact details (name, email, phone number, address)
Business information (company, role)
Financial information (bank details for suppliers/employees)
Communication data (emails, enquiries)
Marketing preferences
Technical data (IP address for newsletter sign-up)

How we collect your data

We collect data when:

You contact us via email or website
You engage with us as a customer or supplier
You sign up to our newsletter
You meet us at events or provide your details directly

Why we process your data (Lawful basis)

We process your data under the following lawful bases:

Contract - to provide products and services
Legal obligation - for tax, employment and regulatory requirements
Legitimate interests - to manage business relationships and communications
Consent - for marketing communications (you can withdraw this at any time)

Marketing communications

We send marketing emails only where:

You have given consent, or
There is a relevant existing business relationship

You can unsubscribe at any time using the link in our emails.

We use tools such as Mailchimp to manage communications.

Newsletter tracking

Our emails may include tracking (e.g. open rates and link clicks) to help us improve our communications. You can opt out by unsubscribing at any time.

How we store your data

Your data is stored securely using:

Secure IT systems (including Microsoft 365, CRM and accounting systems)
Controlled access systems
Trained staff and internal policies

International data transfers

Some of our service providers (such as Microsoft and Mailchimp) may process data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place, such as:

UK adequacy regulations, or
Standard contractual clauses

How long we keep your data

We retain personal data only as long as necessary:

Customer and supplier data → typically up to 6 years
Marketing data → until you unsubscribe
General communications → up to 5 years
Call recordings → up to 1 year

We may retain data longer where required for legal or operational reasons.

Sharing your data

We may share your data with:

Service providers (IT systems, CRM, email platforms)
Professional advisers
Regulatory or legal authorities where required

We do not sell your data.

Your rights

You have the right to:

Access your data
Correct inaccurate data
Request deletion
Restrict processing
Object to processing
Data portability

To exercise your rights, contact: [email protected]

Complaints

If you are not satisfied, you can contact the Information Commissioner’s Office (ICO):
https://www.ico.org.uk

Contact details

Olympus Technologies Ltd
[email protected]
01484 514513

Call Recording

This privacy notice explains how we use recordings of phone calls within Olympus Technologies

When a call is recorded, we collect:

a digital recording of the telephone conversation

the telephone number of both parties (internal and external)

Call recordings will be used:

To assist in the quality monitoring of staff performance

To investigate and resolve complaints

For the detection, investigation and prevention of crime (including fraud)

To take actions to protect staff from abusive callers

To ensure the Olympus Technologies is able to monitor and adhere to quality standards

All call recordings are held on a secure system. Only a director of the company may request a copy of a call through a prescribed form for a specific reason.

Sharing data under Data Protection legislation

We may be required or permitted, under Data Protection legislation, to disclose a call recording including your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

Law enforcement

Fraud investigations

Regulation and licencing

Court proceedings

Recordings are kept securely and confidentially. They will be deleted after one year unless there is an explicit reason to retain the data, such as a legal dispute.