Optimised Factoring — Privacy Policy

Last updated: 4 October 2024
Who we are: Don Jewell trading as Optimised Factoring (“we”, “us”, “our”).
Website: https://www.optimisedfactoring.co.uk
Contact: hello@optimisedfactoring.co.uk · 0333 577 4779
Controller: For the purposes of UK data protection law (UK GDPR and the Data Protection Act 2018), the controller is Don Jewell trading as Optimised Factoring.

This policy explains what personal data we collect, how we use it, our lawful bases, how long we keep it, who we share it with, and your rights.

1) What data we collect

We collect and process the following categories of personal data, depending on how you interact with us:

• Identity & contact data: name, job title, company, business email, phone number, postal address, social media handle.
• Client data: information you share about your business (e.g., sales ledger, payment terms, financing needs), due‑diligence/KYC notes, correspondence, engagement records.
• Financial/transactional data: invoices, fees/commissions, payment records.
• Technical & usage data: IP address, device/browser type, pages visited, referral source, session metadata, cookie IDs.
• Marketing preferences: your choices about receiving updates from us and about cookies/analytics.

We do not intentionally collect special category data. Please avoid sharing sensitive personal information unless we specifically request it and explain why.

2) How we collect your data

• Direct interactions: website forms, phone, email, LinkedIn and other social channels, meetings, and events.
• Automated technologies: cookies, analytics, logs and similar technologies on our website.
• Third‑party sources: referrals (e.g., accountants/brokers), credit reference/data providers, Companies House, and public sources such as corporate websites and LinkedIn.

3) How we use your data (purposes & lawful bases)

We will only use your personal data when the law allows. Our main purposes and lawful bases are:

Where we rely on consent (e.g., optional cookies or certain marketing in non‑B2B contexts), you can withdraw it at any time via our cookie banner or by contacting us.

4) Sharing your data

We share personal data only when necessary and with safeguards:

• Service providers / processors (hosting, website/CRM, analytics, email, file storage, accounting, IT support). Typical providers may include HubSpot (website/CRM/forms), Google (analytics/workspace), Microsoft (productivity), accounting software, and secure cloud storage providers.
• Referrals and finance providers: with your knowledge/consent, we may introduce you to lenders and related providers (e.g., trade credit insurers). We will share only what’s necessary for an introduction and assessment.
• Professional advisers: legal, financial, insurance, compliance advisers.
• Authorities: HMRC, law enforcement, regulators, courts where required by law or to establish/defend legal claims.

We do not sell your personal data.

5) International transfers

Some providers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place (for example, UK Addendum to the EU Standard Contractual Clauses or other accepted mechanisms).

6) Data security

We use appropriate technical and organisational measures to protect personal data, including access controls, encryption where appropriate, and staff awareness on data handling. While no system is perfectly secure, we work to prevent unauthorised access, use, alteration or disclosure.

7) How long we keep data (retention)

We retain personal data only as long as necessary for the purposes set out above. Typical durations:

• Prospect/enquiry data: up to 24 months from last meaningful interaction.
• Client and transaction records: generally 6–7 years for tax, accounting and contractual purposes.
• Cookie/analytics data: per the lifetimes shown in our Cookie Policy.

We may retain information longer where needed to establish, exercise or defend legal claims.

8) Your rights

Under UK GDPR you have the right to:

• Access your personal data and receive a copy.
• Rectify inaccurate or incomplete data.
• Erase your data (in certain circumstances).
• Restrict or object to processing (including the right to object to direct marketing at any time).
• Data portability for information you provided to us where processing is based on consent or contract and carried out by automated means.
• Withdraw consent where we rely on consent.

To exercise your rights, contact hello@optimisedfactoring.co.uk. We may need to verify your identity. There is no fee unless a request is manifestly unfounded or excessive.

You also have the right to complain to the UK Information Commissioner’s Office (ICO): www.ico.org.uk. We would appreciate the chance to resolve concerns before you approach the ICO, so please contact us first.

9) Cookies and similar technologies

See our separate Cookie Policy below for full details of cookies used and how to manage your preferences.

10) Third‑party links

Our website may contain links to third‑party sites and services. Those sites have their own privacy policies; we are not responsible for their content or practices.

11) Changes to this policy

We may update this policy from time to time. The latest version will always be posted here with a revised “Last updated” date.

12) Contact us

Questions, requests or complaints:

Optimised Factoring (Don Jewell trading as Optimised Factoring)
Email: hello@optimisedfactoring.co.uk
Phone: 0333 577 4779
Postal address: Thrupp Close, Castlethorpe, MK19 7PL

Optimised Factoring — Cookie Policy

Last updated: 4 October 2024

This Cookie Policy explains how Optimised Factoring uses cookies and similar technologies on optimisedfactoring.co.uk. It should be read with our Privacy Policy above.

1) What are cookies?

Cookies are small text files placed on your device when you visit a website. They can be “session” cookies (deleted when you close your browser) or “persistent” cookies (stored until they expire or you delete them). Similar technologies include pixels, tags and local storage.

Under the UK Privacy and Electronic Communications Regulations (PECR), we must obtain your consent before placing non‑essential cookies (e.g., analytics/advertising). Essential cookies (strictly necessary for the site to function) do not require consent.

2) How we use cookies

We use cookies to:

• Make the site work (e.g., load balancing, security, form submission).
• Remember your cookie preferences.
• Measure site performance and improve content and user experience (analytics).
• Run limited B2B marketing/remarketing where you have consented.

3) Managing your consent

• On your first visit, our banner asks you to Accept all, Reject non‑essential, or Manage preferences (granular toggles for Analytics and Marketing).
• You can change your choices at any time via Cookie Settings in the site footer.
• We do not pre‑tick optional categories. Refusing optional cookies will not affect essential site functions.

4) Cookies we may set

A) Essential (no consent required)

B) Analytics (consent)

C) Marketing/Advertising (consent)

5) Third‑party cookies

Third parties may set cookies when services are embedded (e.g., LinkedIn, YouTube). These providers have their own cookie policies and may change cookies they use at any time.

6) How to control cookies in your browser

You can block or delete cookies via your browser settings. Doing so may affect how websites function. Guidance is available at: AboutCookies.org or your browser’s help pages.

7) Changes to this policy

We may update this Cookie Policy periodically. Material changes will be highlighted on our website and reflected in the “Last updated” date above.

8) Contact

Questions about cookies? Email hello@optimisedfactoring.co.uk.