Privacy Policy - Optima Retail Holdings Ltd

Last Updated: 27/09/2025

Introduction

Optima Retail Holdings Ltd ("we," "our," or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website, use our products, or interact with our services.

This policy applies to all personal data we process about you, whether collected through our website, customer service interactions, product purchases, or other business activities.

Data Controller

Optima Retail Holdings Ltd
United Kingdom
Email: privacy@optima-retail.com
Phone: +44 (0208) 907 6217

Information We Collect

Personal Information You Provide

Contact Information: Name, email address, phone number, postal address
Account Information: Username, password, account preferences
Purchase Information: Billing address, shipping address, payment method details
Communication Data: Messages, emails, feedback, and support inquiries
Marketing Preferences: Newsletter subscriptions, communication preferences

Information Automatically Collected

Technical Data: IP address, browser type, device information, operating system
Usage Data: Pages visited, time spent on site, click patterns, referral sources
Cookies and Tracking: Website functionality, preferences, analytics data
Product Usage: Performance data from JETRAA™ products (with your consent)

Information from Third Parties

Payment Processors: Transaction confirmations and payment status
Delivery Services: Shipping confirmations and delivery updates
Analytics Providers: Website performance and user behavior insights
Social Media: If you connect social media accounts or share our content

How We Use Your Information

Core Business Operations

Order Processing: Fulfilling product orders, managing deliveries, processing payments
Customer Service: Responding to inquiries, providing technical support, handling returns
Account Management: Creating and maintaining customer accounts, preferences
Product Development: Improving existing products and developing new innovations

Legal and Compliance

Legal Obligations: Complying with tax, accounting, and regulatory requirements
Contract Performance: Fulfilling our contractual obligations to customers
Dispute Resolution: Handling complaints, refunds, and legal matters

Marketing and Communications

Product Updates: Notifying customers about new products, features, and improvements
Newsletter: Sending requested product innovations and company updates (with consent)
Personalization: Customizing website experience and product recommendations
Market Research: Understanding customer needs and market trends

Website and Service Improvement

Analytics: Understanding website usage patterns and user behavior
Security: Protecting against fraud, unauthorized access, and security threats
Performance: Optimizing website speed, functionality, and user experience

Legal Basis for Processing (UK GDPR)

We process your personal data based on the following legal grounds:

Contract Performance: Processing necessary to fulfill purchase orders and customer service
Legitimate Interests: Improving products, website functionality, and business operations
Legal Compliance: Meeting tax, accounting, and regulatory obligations
Consent: Marketing communications and non-essential cookies (where required)
Vital Interests: Protecting health and safety in emergency situations

Data Sharing and Disclosure

Service Providers

We share data with trusted third-party providers who help deliver our services:

Payment Processors: For secure payment processing
Shipping Companies: For product delivery and tracking
Cloud Storage: For secure data storage and backup
Analytics Services: For website performance analysis
Customer Support: For technical assistance and support services

Legal Requirements

We may disclose your information when required by law or to:

Comply with legal processes, court orders, or government requests
Protect our rights, property, or safety, and that of our customers
Investigate potential fraud or security breaches
Enforce our terms of service and other agreements

Business Transfers

In the event of a merger, acquisition, or sale of our business, customer data may be transferred as part of the transaction, subject to appropriate safeguards.

Data Security

We implement comprehensive security measures to protect your personal data:

Technical Safeguards

Encryption: SSL/TLS encryption for data transmission
Secure Storage: Encrypted databases and secure cloud infrastructure
Access Controls: Multi-factor authentication and role-based access
Regular Updates: Security patches and system updates

Organizational Measures

Staff Training: Privacy and security training for all employees
Data Minimization: Collecting only necessary information
Regular Audits: Security assessments and vulnerability testing
Incident Response: Procedures for handling potential data breaches

Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy:

Account Data: While your account remains active, plus 3 years after closure
Purchase Records: 7 years for tax and accounting purposes
Marketing Data: Until you unsubscribe or withdraw consent
Website Analytics: Aggregated data retained for 26 months
Support Communications: 3 years from last interaction

Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Access and Portability

Right of Access: Request copies of your personal data
Data Portability: Receive your data in a structured, machine-readable format

Correction and Control

Rectification: Correct inaccurate or incomplete personal data
Restriction: Limit how we process your data in certain circumstances
Objection: Object to processing based on legitimate interests

Deletion and Withdrawal

Erasure: Request deletion of your personal data ("right to be forgotten")
Withdraw Consent: Remove consent for marketing communications or cookies

To exercise these rights, contact us at privacy@optima-retail.com or use our online form.

Cookies and Tracking

Essential Cookies

These cookies are necessary for website functionality and cannot be disabled:

Session management and user authentication
Shopping cart functionality and checkout process
Security features and fraud prevention

Analytics Cookies

These cookies help us understand how visitors use our website:

Google Analytics for traffic analysis and user behavior
Website performance monitoring and optimization
A/B testing for improving user experience

Marketing Cookies

These cookies are used for personalized marketing (with your consent):

Social media integration and sharing functionality
Personalized product recommendations
Remarketing and advertising campaigns

You can manage cookie preferences through your browser settings or our cookie consent tool.

International Data Transfers

When we transfer data outside the UK, we ensure appropriate safeguards:

Adequacy Decisions: Transfers to countries with adequate data protection
Standard Contractual Clauses: EU-approved contract terms for data protection
Certification Schemes: Providers with recognized privacy certifications

Children's Privacy

Our products and services are not intended for children under 13. We do not knowingly collect personal data from children under 13. If we discover such data has been collected, we will delete it promptly.

Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of third-party websites. We encourage you to review their privacy policies before providing personal information.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

Posting updates on our website with revision dates
Sending email notifications for material changes
Providing notice during your next login or website visit

Contact Information

For privacy-related questions, concerns, or to exercise your rights:

Privacy Officer
Optima Retail Holdings Ltd
Email: privacy@optima-retail.com
Phone: +44 (0208) 907 6217

Data Protection Queries
Email: dataprotection@optima-retail.com

If you're unsatisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

Effective Date: 27/09/2025
Document Version: 1.0