Optima PM Ltd
93 Aldwick Road, Bognor Regis, West Sussex, PO21 2NW
Email: info@optimapm.co.uk
Website: www.optimamanagement.co.uk

1. Introduction
Optima PM Ltd (“we”, “us”, “our”) provides block and estate management services across the UK. This
privacy policy explains how we collect, use, share, and protect your personal data in line with the UK
GDPR and the Data Protection Act 2018.

2. Personal Data We Collect
We may collect and process: residents and leaseholders’ names, addresses, contact details; financial
information (payments, arrears); tenancy/leasehold information; contractor/supplier details;
maintenance requests and complaints; and website/portal usage data (IP, cookies, forms).

3. How We Collect Data
Data is collected directly from residents/leaseholders, from landlords/freeholders, contractors and
suppliers, and automatically via our website/portal.

4. Purpose and Lawful Basis of Processing
We process data to: perform contracts (management, repairs, service charges); comply with legal
obligations; pursue legitimate interests (effective management, dispute resolution); and with consent for
optional communications.

5. Sharing of Data
We may share data with contractors, professional advisers, IT/cloud service providers, and
regulators/government bodies where necessary.

6. International Transfers
Where data is stored outside the UK by IT/cloud providers, appropriate safeguards such as standard
contractual clauses or adequacy decisions are used.

7. Data Retention
Financial/accounting records kept 7 years; leaseholder/resident records kept up to 6 years after end of
relationship; contractor records kept during contract and up to 6 years thereafter; website data per cookie policy.

8. Data Security
We use measures such as password protection, encryption, secure portals, access controls, and locked
storage for paper records.

9. Your Rights
You have the rights of access, rectification, erasure, restriction, objection, portability, withdrawal of
consent (where applicable), and to complain to the ICO (www.ico.org.uk).

10. Cookies and Website Use
Our website (www.optimamanagement.co.uk) uses cookies to improve functionality and performance.
We also use Google Analytics for aggregated, anonymised visitor statistics. You may manage or
disable cookies via your browser. See our Cookie Policy for details.

11. Updates to This Policy
We may update this privacy policy from time to time. Updates will be published on our website and,
where appropriate, notified to you directly.