Privacy Policy

1. Introduction

Welcome to On Flow (www.on-flow.co.uk). This website is owned and operated by Optimus Digital Consulting Ltd ("we", "us", or "our"). We are committed to protecting and respecting your privacy.

This policy explains what personal data we collect from you, how we use it, our lawful basis for processing, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are (Data Controller)

For the purpose of data protection law, the data controller is:

3. What Personal Data We Collect

We may collect and process the following data about you:

Information you give us:

When you fill in our contact form, you may provide us with your First Name, Last Name, Email Address, and Phone Number.

Information we collect automatically:

When you visit our website, we automatically collect certain technical and usage information using analytics tools. This includes:

• Technical Data: Your Internet Protocol (IP) address, browser type and version, time zone setting, and operating system.
• Usage Data: Information about how you use our website, such as the pages you viewed and the time you spent on the site. This data is collected by Google Analytics and is often aggregated and anonymised.

4. How and Why We Use Your Personal Data (Lawful Basis)

We will only use your personal data when the law allows us to. Most commonly, we will use your data in the following circumstances:

To Respond to Your Enquiries:

We use the data from our contact form (name, email, phone) to respond to your questions and provide you with information about our services.

Lawful Basis: Legitimate Interests (to respond to direct enquiries from potential customers and grow our business).

To Improve Our Website:

We use the technical and usage data collected via Google Analytics to understand how visitors use our site, allowing us to improve its performance, functionality, and user experience.

Lawful Basis: Legitimate Interests (to analyse and improve our website and services).

We do not knowingly collect any data from children under the age of 13, and our website is not intended for them.

5. Data Sharing and Third Parties

We do not sell your personal data. We only share it with trusted third parties to provide our services, as listed below:

• Google Analytics: We use Google Analytics to analyse website traffic. Google acts as a data processor and collects data on our behalf.

6. International Data Transfers

While our company and primary data storage are in the UK, some of our third-party service providers, such as Google, may be based outside the UK. This means that your data may be transferred and stored in a country outside of the United Kingdom.

When we transfer your data internationally, we ensure it is protected by implementing appropriate safeguards recognised under UK GDPR, such as the UK's adequacy regulations or International Data Transfer Agreements.

7. Data Retention

We will only retain your personal data for as long as is necessary to fulfil the purposes we collected it for.

• Contact Form Data: We retain information submitted through our contact form for a reasonable period to manage your enquiry, typically up to 24 months after our last communication, unless a business relationship is formed.
• Analytics Data: Data collected by Google Analytics is retained according to our settings within the platform, which is typically 14-26 months, after which it is automatically deleted.

8. Cookies

Our website uses cookies to distinguish you from other users. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer. We use the following types of cookies:

Analytical/Performance Cookies: We use Google Analytics cookies to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works. These cookies are non-essential, and we will ask for your consent via a cookie banner before placing them on your device.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies.

9. Your Legal Rights

Under UK data protection law, you have rights including:

• Right of Access: To request a copy of the personal data we hold about you.
• Right to Rectification: To request correction of any inaccurate personal data.
• Right to Erasure: To request that we delete your personal data.
• Right to Restrict Processing: To request that we suspend the processing of your personal data.
• Right to Object: To object to our processing of your data where we are relying on a legitimate interest.

To exercise any of these rights, please contact our Data Protection Officer at data@on-flow.co.uk.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

10. Changes to This Privacy Policy

We may update this policy from time to time. Any changes will be posted on this page. Please check back frequently to see any updates.