This privacy notice tells you what to expect when Optimus Performance Marketing (OPM) collects personal information. It applies to the following areas:

  • Visitors to our websites
  • Personal Data
  • Direct Marketing Policy
  • Affiliates and partners
  • Our Clients
  • Job applicants and our current and former employees

Visitors to our websites

When someone visits www.optimus-pm.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by OPM

You can read more about how we use cookies on our Cookies page.

WordPress

We use a third party service, WordPress.com, to publish our blog, and some of our conference microsites. These sites are hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.

People who contact us via social media

If you send us a private or direct message via social media and provide contact details, these details will only be used to contact you about your enquiry. These details will not be shared with any other organisations.

People who email us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who use our LiveChat service

We use a third party provider, Drift, to supply and support our LiveChat service, which we use to handle customer enquiries in real time.

If you use the LiveChat service we will collect your name, email address (optional) and the contents of your LiveChat session. This information will be retained for two years and will not be shared with any other organisations.

You can request a transcript of your LiveChat session if you provide your email address at the start of your session or when prompted at the end.

Our lawful basis for processing this data is the Legitimate Interest of being able to respond to your query/contact.

Personal Data

We may occasionally have to process the personal data of the customers of our clients. The sole reason for handling this personal data, which may include your name/home address/email address; is to process your cashback or commission claim raised when you purchased from one of our retail clients, under their own privacy policy. Your data will have been shared with us directly by the retailer, directly by the affiliate network that has tracked the commission claim or by the affiliate who you have raised the missing commission with (usually Topcashback.co.uk, Quidco.com, Kidstart.co.uk, Easyfundraising.co.uk).

Where possible we will always ask for data to be sent without your personal details, where this is not possible, the data will only be used to process your commission on your purchase. Your details will not be kept on file and will be securely deleted. Your details will not be shared with any other organisation, and will be handled only by the person(s) processing your commission claim.

If you would like further information on how we process this data, how we keep it secure or if you have concerns over how we have processed your data; please use the following details to contact us:

Optimus Performance Marketing
Unit 4, Derriford Business Park
Brest Road
Derriford
Plymouth
Devon
PL6 5QZ
info@optimus-pm.com

Our lawful basis for processing this data is the Legitimate Interest of being able to respond to your commission query.

Direct Marketing Policy

Optimus Performance Marketing operates within the business to business sector. We hold a database of business contacts and associates on Microsoft Dynamics. On this database we hold your name, your corporate phone number, your corporate email address and your business address. After an initial contact with a member of our business development team, we may ask you if you would like to be added to our database, so we can contact you in the future about relevant services and information you may be interested in.

We will always ask for your consent to add you to our database.

Our initial point of contact could be when you contact us through inbound email, provide us with a copy of your business card or company marketing material, or if you share your details with us over the telephone or when you meet a member of our staff at a corporate event. We may to choose to contact the email address or phone number listed publicly on your website regarding opportunities we feel are of genuine interest to you.

We sometimes send a quarterly newsletter to the members of our database, containing our agency and industry news. We may also contact you if we able to offer a part of our service that we were unable to on our first point of contact. If we have been given information about your contract renewal dates for your existing affiliate services, we may contact you in advance of this date to seek permission to send you a proposal for new services.

We will always endeavor to ensure our communications are relevant to you, are of a genuine benefit to your own business operations and we aim to make all communications of interest to your business or essential to our mutually operations.

You have the right to opt out of any communications from Optimus Performance Marketing by using the unsubscribe link on all of our direct marketing communications. You can also contact optout@optimus-pm.com

Our lawful basis for processing this data is the Legitimate Interest of being able to deliver commercial interests to you.

Affiliates and partners

Within our business operations as a marketing agency, we may store limited data relating to individuals who have become an associate to our business. This would include your name, your corporate phone number, your corporate email address and your business address.

This could be collected when you contact us through inbound email, provide us with a copy of your business card or company marketing material, if you share this with us over the telephone or when you meet a member of our staff at a corporate event.

We may to choose to contact the email address or phone number listed publically on your website regarding opportunities we feel are of genuine interest to you.

We may choose to contact you using the contact details you have provided on the open directory of the affiliate marketing networks our client’s programme operate through.

We may contact our affiliates, partners and business associates regarding our business operations for our client’s affiliate programmes. This contact may concern either our mutual activity with these partners, or may be to alert you to mutually beneficial opportunities concerning our client’s affiliate programmes. With your permission, we may chose to add you to our mailing lists for relevant information on our client’s programmes.

We will always endeavor to ensure our communications are relevant to you, are of a genuine benefit to your own business operations and we aim to make all communications of interest to your business or essential to our mutually operations.

You have the right to opt out of any communications from Optimus Performance Marketing by contacting optout@optimus-pm.com

For the individual privacy policies of the affiliate networks we work with please visit their websites.

Our lawful basis for processing this data is the Legitimate Interest of being able to deliver commercial interests to you.

Our Clients

Optimus Performance Marketing is the data controller for the information you provide during the pitch process. If you have any queries about the process or how we handle your information please contact us at info@optimus-pm.com

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of providing you with a new business marketing pitch, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the tendering process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format. This includes the processing of personal and sensitive data.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

If we are unsuccessful in securing a contract to work with your business, we may ask if we can retain your details for the period of time until your next renewal date with your current affiliate marketing providers. If you say yes, we would proactively contact youat this time, and if you would prefer us to securely delete your data, we will of course do so.

If we are successful in agreeing a new business contract with you, we will add selected relevant details to our accounting and finance software programmes. Both of their privacy policies are included below:

We may also need to share some of your information with the following agencies:

Bennett Jones & Co Chartered Accountants
If you enter into a working contract with OPM, relevant details about you will be provided to Bennett Jones & Co Chartered Accountants who provide accountancy services to us. This will include your company name, bank details, address and VAT number.

Relevant Affiliate Network
If you are making a change to your current affiliate network provider, we may need to share information with the new network, this will include your company name, bank details, address and VAT number. The privacy policy for all of the affiliate networks we work with can be found on their websites.

Your data will be kept for the duration of our contract and for 10 years after this ends, unless you advise us in writing to securely remove this data using the address below:

Optimus Performance Marketing
Unit 4, Derriford Business Park
Brest Road
Derriford
Plymouth
Devon
PL6 5QZ
info@optimus-pm.com

Our lawful basis for processing this data is to be able to provide you with a contract for our services as requested.

Job applicants, current and former OPM employees

Optimus Performance Marketing is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at info@optimus-pm.com

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
You will be asked to complete a criminal records declaration to declare any unspent convictions.
We will contact your referees, using the details you provide in your application, directly to obtain references.

If we make a final offer, we will also ask you for the following:
Bank details – to process salary payments
Emergency contact details – so we know who to contact in case you have an emergency at work
Membership of a workplace pension scheme – so we can send you a questionnaire to determine whether you are eligible to re-join your previous scheme.
Post start date

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.

Citation
If you accept a final offer from us, some of your personnel records will be held on Citation which is an internally used HR records system.

Here is a link to their Privacy Notice.

https://www.citation.co.uk/privacy-policy/

Bennett Jones & Co Chartered Accountants
If you are employed by OPM, relevant details about you will be provided to Bennett Jones & Co Chartered Accountants who provide payroll services to us. This will include your name, bank details, address, date of birth, National Insurance Number and salary.

Nest
Likewise, your details will be provided to Nest who are the administrators of the workplace pension scheme for OPM. You will be auto-enrolled into the pension scheme and details provided to Nest will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to Nest at this time.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 10 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.

How we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing info@optimus-pm.com

Our lawful basis for processing this data is to be able to process your employment contract.

Additional Information

Your rights

Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

Complaints or queries

OPM tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioners Office, the statutory body which oversees data protection law – https://www.ico.org.uk/concerns.

Access to personal information

OPM tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

give you a description of it;
tell you why we are holding it;
tell you who it could be disclosed to; and
let you have a copy of the information in an intelligible form.

To make a request to OPM for any personal information we may hold you need to put the request in writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us via the address below.

Disclosure of personal information

We will not seek to disclose your personal data without consent, however when we investigate a complaint, for example, we will need to share personal information with the relevant bodies at their request. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.

How to contact us
If you want to request information about our privacy policy you can email us or write to:
Optimus Performance Marketing
Unit 4, Derriford Business Park
Brest Road
Derriford
Plymouth
Devon
PL6 5QZ
info@optimus-pm.com

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 30.04.18.

Get in contact to find out more