Privacy Policy
Last updated: 14 September 2026 · Optio Systems Limited
This notice covers info.optio-systems.com — the campaign and booking site operated by Optio Systems Limited. It explains what personal data we collect here, why, on what lawful basis, how long we keep it and what rights you have. Our wider company privacy notice is at optio-systems.com/privacy-policy; where the two differ for this site, this notice applies.
1. Who we are
Optio Systems Limited (“Optio”, “we”) is a batch process control and manufacturing intelligence provider. We are the data controllerfor personal data collected through this site and are registered with, and regulated by, the UK Information Commissioner’s Office (ICO).
Company no. 01442610 (England & Wales). Registered office: Floor 1 Priory Court, Derby Road, Nottingham, England, NG9 2TA. Data protection contact: support@optio-systems.com · 0115 981 3700. (This is a data protection contact, not a statutory Data Protection Officer.)
2. What we collect on this site
| Where | What | Why |
|---|---|---|
| Booking a call (Calendly embed) | Your name, email address, the time you choose, and anything you type into the booking questions. Calendly also processes your IP address and time zone. | To hold the meeting you asked for and to send you the invitation and reminders. |
| Call-back request form | First and last name, work email and telephone number, the date and time you sent it, the page and advert you came from, and your browser type. | To contact you about your enquiry, arrange a call, and keep a record of it. |
| Facebook Instant Form (on our Facebook adverts) | First and last name, email address and telephone number, which Facebook may pre-fill from your Facebook profile before you submit, plus the date and time and which advert you responded to. | To call you back and arrange the 15-minute discovery call you asked for. |
| Advertising measurement (Meta pixel — only with your consent) | Cookie identifier (_fbp), IP address, browser/device information, the pages you view here, and whether you booked. | To measure which advertising brings people here and to improve those campaigns. |
| Page analytics (Umami, self-hosted, cookieless) | Aggregated, non-identifying page views, referrer, approximate country, device type and in-page events. No cookies, no device identifier, no cross-site tracking. | To understand which pages and sections are useful. |
| Web server logs | IP address, request time, page requested, user agent. | Security, fraud/abuse prevention and keeping the site running. |
We do not knowingly collect special category data through this site, and we do not use it for automated decision-making that produces legal or similarly significant effects.
3. Lawful bases
- Consent — UK GDPR Art. 6(1)(a): advertising cookies and the Meta pixel (also PECR reg. 6). You can withdraw consent at any time using Cookie settings in the footer.
- Your request — when you ask us to call you back or book a call, we use your details to do what you asked (legitimate interests, below). We do not add you to marketing emails.
- Legitimate interests — UK GDPR Art. 6(1)(f): responding to a booking or enquiry you initiated, keeping business records, securing the site, and cookieless aggregate analytics. Our interest is in running and improving a business-to-business service; it is balanced against your rights, and you may object (section 7).
- Legal obligation — where we must keep records for tax, accounting or regulatory reasons.
4. Who we share it with
We do not sell personal data. We share it only with providers who process it on our instructions, or where the service you use is provided by a third party:
- Calendly LLC — booking. Data you enter into the booking form is processed by Calendly (United States).
- Meta Platforms Ireland Limited — if you submit an Instant Form on one of our Facebook adverts, Meta collects your details and passes them to us so we can call you back. Meta also processes that data under its own privacy policy.
- Meta Platforms Ireland Limited — advertising measurement, only if you accept marketing cookies. Meta acts as an independent controller for its own purposes; see Meta’s privacy policy.
- Our hosting and automation providers — this site, its database and the workflow automation behind the enquiry form run on dedicated servers in the United Kingdom, administered for us by our marketing partner acting as our processor.
- Email notification — when you send a call-back request, a notification containing your details is emailed to our team so we can call you. That email is sent through Mailgun (Sinch Mailgun, EU region), operated for us by our marketing partner, Lean Growth Labs, acting as our processor.
- Telephone follow-up — if you ask us to call you, a member of our team will phone or email you about arranging your discovery call.
- Professional advisers, or an authority, where we are legally required to disclose.
Where a provider is outside the UK (notably the United States), transfers are covered by the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or by UK adequacy regulations (the UK–US Data Bridge), together with appropriate technical safeguards.
5. How long we keep it
- Enquiry and booking contact details — up to 24 months after your last interaction with us, unless you become a customer, in which case our company retention periods apply.
- Advertising cookie data — the
_fbpcookie expires after 90 days; Meta’s own retention is set out in its policy. - Cookieless analytics — aggregate records only, retained for up to 24 months.
- Server logs — up to 90 days.
6. How we protect it
The site is served over HTTPS. Access to the systems holding enquiry data is restricted to named accounts, and our databases sit on hardened, access-controlled servers with encrypted backups.
7. Your rights
You have the right to be informed, and to access, rectify, erase, restrict or port your personal data, to object to processing based on legitimate interests or to direct marketing, and to withdraw consent at any time (withdrawal does not affect processing already carried out).
To exercise any right, email support@optio-systems.com. We respond within one month. If you are unhappy with our response you may complain to the ICO — ico.org.uk, helpline 0303 123 1113.
8. Cookies
What is set, by whom and for how long is listed in our Cookie Policy. You can change your choice at any time via Cookie settings in the footer.
9. Changes
We update this notice when the site or the tools it uses change. The date at the top shows the current version. Material changes to cookie use will re-ask for your consent.
Other policies: Privacy · Cookies · Terms of Service