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 or telephone 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 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