The controller of the personal data described here is OPTIMAX AI LTD, registered in England and Wales, company number 16143914, registered office 38 Sunnymede Avenue, Epsom, KT19 9TJ. We are registered with the Information Commissioner’s Office, registration ZC210747. For anything on this page, email hello@optimax-ai.com.
1. The part that matters most
We run consumer-facing brands. If you contact one of them about a job, our purpose is to introduce you to one business that can do the work. That means your name, phone number and description of the job are passed to that business, and they will contact you.
We pass your details to one business, not to a panel. We do not sell your details as a lead to multiple buyers, and we do not sell them on to list brokers or data aggregators. That is the product, not a privacy promise we might quietly revise.
2. What we collect
If you are a consumer enquiring through one of our brands
- Your name and phone number, and your email if you give it
- The area or postcode you need work in, and what the job is, in your own words
- When you want it done, and whether you have already booked someone
- The messages you exchange with our assistant over SMS or WhatsApp, and a record of the consent you gave
If you are a business contacting us
- What you submit in the area checker or contact form: name, phone, email, the area and market you are asking about
- If you book a call, the details you give the booking provider
- Correspondence and, for partners, billing records
If you just visit the website
- Standard technical data your browser sends, and analytics data where you have consented to it (see section 6)
- If you subscribe to a newsletter, your email address and subscription status
3. Why we are allowed to use it
- Consent for referring a consumer enquiry to a partner, for marketing messages, and for non-essential analytics and advertising cookies. You can withdraw it at any time.
- Performance of a contract for supplying referrals to partners, delivering consulting work, and billing.
- Legitimate interests for running and securing the service, preventing fraud and abuse, keeping records of what was sent and when, and contacting businesses about services relevant to their trade. We weigh those interests against your rights, and you can object.
- Legal obligation for tax, accounting and responding to lawful requests.
4. Who we share it with
- The partner business we refer you to. Once we pass your enquiry, that business is an independent controller of your data and their own privacy policy applies to what they do next. Our contract requires them to use your details only to quote and deliver the work you asked about, not to resell or re-list them, and to honour any opt-out you give.
- Service providers acting on our instructions: Supabase (database hosting), Twilio (SMS), Meta and WhatsApp (messaging), Vercel (website hosting), Slack (internal notifications), Calendly (call booking), Beehiiv (newsletters), Google (analytics), Stripe (payments) and the model providers behind our qualification assistants.
- Professional advisers and authorities where the law requires it.
We do not sell personal data, and we do not share consumer enquiry data for anyone else’s marketing.
5. Data leaving the UK
Some of the providers above, and some partner businesses, are outside the UK, principally in the United States. In our US legal vertical the receiving partner is a US firm by definition. Where data leaves the UK we rely on UK adequacy regulations where they apply, or on the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with checks appropriate to the transfer.
6. Cookies, analytics and advertising
Essential cookies make the site work and do not need consent. Non-essential ones do, and we do not load them until you agree.
Where you consent, we use Google Analytics to understand how the site is used, and the Meta pixel with the Meta Conversions API to measure our advertising. The Conversions API sends Meta a hashedversion of identifying details such as a phone number, so it can match a conversion without receiving the raw value. You can withdraw consent at any time by clearing this site’s data in your browser, which brings the choice back on your next visit.
7. How long we keep it
- Consumer enquiries: up to 24 months from your last contact with us, so we can resolve any dispute about what was sent, to whom and with what consent. Then deleted or anonymised.
- Consent and opt-out records: kept for as long as we operate the relevant channel. An opt-out has to outlive the data it applies to, otherwise it cannot be honoured.
- Partner and client records: for the relationship and 6 years afterwards for tax and legal reasons.
- Newsletter: until you unsubscribe.
8. Your rights
You have the right to ask for a copy of your data, to have it corrected or deleted, to restrict or object to how we use it, to data portability, and to withdraw consent at any time. You also have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects.
Our assistants qualify enquiries automatically, but a person is always involved in whether and where an enquiry is referred, and you can ask for that decision to be reviewed.
To exercise any of this, email hello@optimax-ai.com. We respond within one month. To stop SMS, reply STOP to any message and the number is suppressed.
9. Complaints
If you think we have handled your data badly, tell us first and we will try to fix it. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint, or on 0303 123 1113.
10. Security and changes
Access to personal data is restricted to those who need it, traffic is encrypted in transit, and credentials are held in secrets management rather than in code. No system is perfectly secure, and we will tell you and the ICO about a breach where the law requires it.
If our systems change, this page changes with them, and the date at the top moves. What partners may do with a referral is set out in our Terms of Service.