This privacy policy applies when you visit www.weboptic.com, contact us by email, phone, WhatsApp, or through our forms, or work with us as a client, supplier, or partner.
We are committed to handling personal data in line with the UK GDPR, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
Who We Are
The data controller is Web Optic Limited.
Bottle Lodge
Tixall
Stafford
Staffordshire
ST18 0XJ
United Kingdom
Email: hi@weboptic.com
Telephone: 01543 225915
What Information We Collect
We may collect and process the following information:
- Contact details such as your name, email address, phone number, company name, and any details you include in a message or enquiry.
- Project information you share with us, such as your website requirements, goals, documents, brand assets, and feedback.
- Technical information such as your IP address, browser type, device information, pages visited, time spent on pages, and basic usage data.
- Communication records, including emails, call notes, WhatsApp messages, and correspondence linked to an enquiry or project.
- Billing and account information if you become a client or supplier.
Please do not send us sensitive personal data unless it is genuinely necessary for the work we are doing.
How We Collect Information
We collect information when you:
- Submit a contact form on our website.
- Email, call, or message us directly.
- Browse the website, where we receive basic technical and analytics data.
- Become a client, supplier, or partner and share information with us during the course of the relationship.
Why We Use Your Information
We use personal data for the following purposes:
- To respond to enquiries and provide quotes or proposals.
- To discuss, deliver, and manage projects and ongoing support.
- To operate, secure, monitor, and improve our website and services.
- To keep records for accounting, legal, and business administration purposes.
- To understand how visitors use our website so we can improve performance and content.
Lawful Bases For Processing
We rely on different lawful bases depending on what we are doing:
- Legitimate interests for responding to enquiries, running and improving our website, maintaining security, and keeping basic business records.
- Contract for work that is necessary to take steps at your request before entering into a contract, or to perform a contract with you.
- Legal obligation for tax, accounting, and record-keeping requirements.
- Consent for any optional cookies or similar technologies that require it. You can change these choices at any time using the cookie controls on our site.
Cookies And Analytics
We use essential cookies where needed for the website to function properly. We also use Umami analytics to understand how the site is used. Our Umami setup is cookieless, so it does not rely on tracking cookies for analytics.
Our cookie banner lets you manage any optional cookies we may introduce in future. At present, rejecting optional cookies does not stop our cookieless analytics from running, because it is not based on tracking cookies.
Who We Share Data With
We only share personal data when it is necessary to run our business and deliver our services. This may include:
- Our hosting and infrastructure providers.
- Our email delivery provider, SMTP2GO, which we use to send contact form messages and related email notifications.
- Our analytics provider, Umami, which we use in a cookieless way.
- Professional advisers, such as accountants or legal advisers, where needed.
- Authorities, regulators, or law enforcement where we are required to do so by law.
International Transfers
Some of our service providers may process data outside the UK. When that happens, we take reasonable steps to make sure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses where required.
How Long We Keep Data
We keep personal data only for as long as we need it for the purpose it was collected, or as long as we are required to keep it by law.
- General enquiries and project correspondence are normally kept for up to 24 months after the last meaningful contact, unless we need to retain them longer for an active project or legal reason.
- Client, supplier, billing, and accounting records are usually kept for at least 6 years where required for tax and accounting purposes.
- Website analytics and technical logs are reviewed periodically and retained for as long as they remain useful for site performance, security, and operational monitoring.
How We Keep Data Safe
We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure. No system is completely secure, so we cannot guarantee absolute security, but we work to keep data protected wherever possible.
Your Rights
Depending on the circumstances, you may have the right to:
- Request access to the personal data we hold about you.
- Ask us to correct inaccurate or incomplete data.
- Ask us to delete your data.
- Ask us to restrict or object to certain processing.
- Ask us to transfer data to you or another provider, where applicable.
- Withdraw consent where we rely on consent.
If you want to exercise any of these rights, please email hi@weboptic.com. We may need to confirm your identity before responding.
Children
Our website and services are not intended for children, and we do not knowingly collect personal data from children.
Links To Other Websites
Our website may contain links to other websites. If you follow a third-party link, please note that those sites have their own privacy policies and we are not responsible for their content or practices.
Changes To This Policy
We may update this privacy policy from time to time to reflect changes in our services, legal requirements, or how we process data. The latest version will always be posted on this page.
Complaints
If you have a concern about how we handle your personal data, please contact us first and we will do our best to help. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint/data-protection-complaints.
