Privacy Policy
1. Introduction
Ottra LTD (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you engage with our services or visit our website.
We are registered in England and Wales under company number 12899956, with our registered office at 124 City Road, London, EC1V 2NX. For the purposes of UK data protection law, we are the data controller responsible for your personal information.
2. Information We Collect
2.1 Information You Provide Directly
- Contact Information: Name, email address, phone number, company name, and job title
- Business Information: Project requirements, technical specifications, and business objectives
- Communication Records: Email correspondence, meeting notes, and other communications related to our services
- Payment Information: Billing address and payment details (processed through secure third-party payment processors)
2.2 Information We Collect Automatically
- Technical Information: IP address, browser type, operating system, and device information
- Usage Data: Website pages visited, time spent on pages, and interaction patterns
- Cookies: Information stored through cookies and similar tracking technologies
2.3 Information from Third Parties
- Professional Networks: Information from LinkedIn or other professional platforms (with your consent)
- Referrals: Information provided by existing clients or business partners who refer you to us
- Public Sources: Information available in public directories or company websites
3. How We Use Your Information
We use your personal information for the following purposes:
- Service Delivery: To provide, maintain, and improve our consulting and development services
- Communication: To respond to inquiries, provide updates, and conduct business communications
- Contract Management: To prepare statements of work, manage projects, and fulfil contractual obligations
- Billing and Payments: To process invoices, payments, and maintain financial records
- Legal Compliance: To comply with legal obligations, resolve disputes, and enforce agreements
- Business Operations: To analyse business performance, improve our services, and develop new offerings
- Marketing: To send relevant business communications and industry updates (with your consent where required)
4. Legal Basis for Processing
We process your personal information based on the following legal grounds:
- Contract: Processing necessary for the performance of our service agreements
- Legitimate Interests: For business operations, service improvement, and security purposes
- Legal Obligation: To comply with tax, accounting, and other legal requirements
- Consent: For marketing communications and certain cookies (where applicable)
5. Information Sharing and Disclosure
We may share your information in the following circumstances:
5.1 Service Providers
We work with trusted third-party service providers who assist us in delivering our services, including:
- Cloud hosting and infrastructure providers
- Payment processing services
- Project management and collaboration tools
- Communication and email services
5.2 Subcontractors
We may engage subcontractors to perform aspects of our services. All subcontractors are bound by confidentiality obligations and data protection requirements.
5.3 Legal Requirements
We may disclose your information when required by law, court order, or government regulation, or to protect our rights, property, or safety.
5.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction, subject to appropriate safeguards.
6. International Transfers
Your personal information may be transferred to and processed in countries outside the UK. When we transfer data internationally, we ensure appropriate safeguards are in place, including:
- Adequacy decisions by the UK government
- Standard contractual clauses approved by the Information Commissioner’s Office
- Other legally recognised transfer mechanisms
7. Data Retention
We retain your personal information for as long as necessary to fulfil the purposes outlined in this policy, including:
- Active Clients: For the duration of our business relationship plus 7 years for accounting and tax purposes
- Prospects: For up to 3 years unless you request earlier deletion
- Website Visitors: As outlined in our cookie policy
- Legal Requirements: As required by applicable laws and regulations
8. Your Rights
Under UK data protection law, you have the following rights:
- Access: Request a copy of the personal information we hold about you
- Rectification: Request correction of inaccurate or incomplete information
- Erasure: Request deletion of your personal information in certain circumstances
- Restriction: Request limitation of processing in certain situations
- Portability: Request transfer of your data in a structured, machine-readable format
- Objection: Object to processing based on legitimate interests or for direct marketing
- Withdraw Consent: Where processing is based on consent, you may withdraw it at any time
To exercise these rights, please contact us at steve@ottra.io. We will respond to your request within one month.
9. Security Measures
We implement appropriate technical and organisational measures to protect your personal information, including:
- Encryption of data in transit and at rest
- Access controls and authentication systems
- Regular security assessments and updates
- Employee training on data protection practices
- Secure backup and disaster recovery procedures
10. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to:
- Ensure proper website functionality
- Analyse website usage and performance
- Remember your preferences and settings
- Provide relevant content and services
You can control cookie settings through your browser preferences. However, disabling certain cookies may affect website functionality.
11. Children’s Privacy
Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.
12. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of significant changes by posting the updated policy on our website and updating the “Last Updated” date.
13. Contact Information
If you have any questions about this Privacy Policy or our data practices, please contact us:
Ottra LTD
Data Protection Officer: Steven Challis
Email: steve@ottra.io
Address: 124 City Road, London, EC1V 2NX
14. Regulatory Information
If you believe we have not handled your personal information appropriately, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator:
Information Commissioner’s Office
Website: www.ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF