Welcome to the privacy policy of Optivads Limited ("Optivads", "we", "us"). This policy explains what data we collect, why we collect it, how we use/share it, how long we keep it, and your rights.
Last updated: September 21, 2025
Table of Contents
- Who we are (Controller)
- What data we collect
- Sources
- Why we use your data & our legal bases
- Who we share data with (recipients)
- International transfers
- How long we keep your data (retention)
- Cookies & consent
- Security
- Your rights
- Children
- Complaints
- Changes to this policy
- Contact
1) Who we are (Controller)
Optivads Limited
71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom
Email: [email protected]
Phone: +44 204 542 7701
We are the data controller for personal data collected via optivads.com, our contact forms, emails, analytics and marketing tools, and CRM. Where we process end-user data for clients' ad campaigns, we typically act as processor to the advertiser; publishers may act as sub-processors (see our DPA, available on request).
2) What data we collect
a) Data you provide
Identity & contact:
first/last name, company, job title, work email, phone, message content.
Commercial:
project details, budgets, contracts, billing data (if you become a client/partner).
b) Data collected automatically (when you visit our site)
Usage data:
pages viewed, clicks, session duration, referring URLs.
Device & network:
IP address, user agent, device type, OS, browser.
Cookies/Trackers:
identifiers set by our consent tool and analytics/marketing tools.
We do not intentionally collect special category data through the website.
3) Sources
- Directly from you (forms, email, phone).
- Automatically from your device/browser (if you consent to non-essential cookies).
- From service providers we use (analytics, hosting, email, CRM).
4) Why we use your data & our legal bases
| Purpose | Examples | Legal basis |
|---|---|---|
| Provide & operate our website | load pages, security, availability | Legitimate interests (run a secure, functional site); Strictly necessary cookies |
| Handle enquiries & pre-sales | reply to contact requests; schedule calls | Legitimate interests (respond to B2B requests) or pre-contract |
| Client onboarding & delivery | proposals, SOWs, contracts, billing, support | Contract; Legal obligation (tax, accounting) |
| Analytics & improvement | GA4 traffic stats, funnel analysis | Consent (for analytics cookies in the EEA/UK) |
| Marketing communications | newsletters/updates to subscribers | Consent (opt-in; you can withdraw anytime) |
| Security & fraud prevention | detect abuse, debug | Legitimate interests; may process basic logs without consent |
| Legal & compliance | record-keeping, dispute handling | Legal obligation; Legitimate interests |
We only set non-essential cookies/trackers (e.g., GA4, Meta Pixel) after you opt in via our cookie banner.
5) Who we share data with (recipients)
We share only what's necessary with trusted providers under data processing agreements:
- Hosting & infrastructure: Cloudflare.
- Analytics/ads: Google Analytics 4 (Google LLC), Meta Platforms, Inc., LinkedIn Corporation (only if you consent).
- Productivity & CRM: Google Workspace, Monday.com.
- Payments & accounting (if you become a client): Revolut, Payoneer, PayPal, Stripe.
- Professional advisors: legal, tax, auditors (when needed).
We do not sell your personal data.
6) International transfers
Some providers are outside the UK/EEA (e.g., US). When we transfer data internationally, we use approved safeguards:
- EU Standard Contractual Clauses (SCCs) and/or UK IDTA, plus risk assessments and supplementary measures; or
- An adequacy decision where applicable.
You can request copies of the relevant safeguards at [email protected].
7) How long we keep your data (retention)
We keep data only as long as needed for the stated purposes or as required by law:
| Data category | Typical retention |
|---|---|
| Contact/enquiry records (non-clients) | 24 months from last interaction |
| Marketing subscriptions | Until you unsubscribe or 24 months inactivity |
| Website analytics (event logs) | 12 months (see cookie table) |
| Contracts, invoices, tax records (clients) | 6–7 years (legal obligation) |
| Security logs | 90–180 days (site protection) |
When a retention period ends, we delete or anonymize data per our Retention & Erasure Policy.
8) Cookies & consent
We use a Consent Management Platform (CMP) to collect and record your choices.
- Essential cookies run to make the site work (security, load balancing).
- Analytics/marketing cookies run only if you opt in.
See our detailed Cookie Notice (types, purposes, lifetimes, providers): Cookie Policy.
9) Security
We apply appropriate technical and organizational measures, including encryption in transit, access controls, least-privilege, MFA, vendor due diligence, and incident response aligned to our Data Security and Data Breach policies.
If a breach risks your rights and freedoms, we will notify you and the relevant authority as required.
10) Your rights
Where GDPR/UK-GDPR applies, you have the right to:
- Access your data and get a copy.
- Rectify inaccurate or incomplete data.
- Erase your data (in certain cases).
- Restrict or object to processing (in certain cases).
- Portability of data you provided to us.
- Withdraw consent at any time (doesn't affect past lawful processing).
How to exercise your rights
Email [email protected] with your request.
We reply within 1 month (extendable by 2 months for complex requests). We may ask for ID verification. Requests are free unless excessive or unfounded.
You can also:
- Unsubscribe from emails using the unsubscribe link in our messages.
11) Children
Our site and services are for business users. We do not knowingly collect data from children under 16. If you believe a child has provided data, contact [email protected] and we will delete it.
12) Complaints
If you're unhappy with how we handle your data, please contact us first at [email protected]. You also have the right to complain to your local authority. In the UK:
Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK
ico.org.uk | +44 303 123 1113
If you are in the EEA, you can complain to your local Data Protection Authority.
13) Changes to this policy
We may update this policy from time to time. We'll change the "Last updated" date and, if changes are material, we'll notify you via the website and/or email where appropriate.
14) Contact
Controller/DPO: Optivads Limited
Email: [email protected]
Address: 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom
Phone: +44 204 542 7701