Data Collection Policy
# TRUOPTIM SOLUTIONS LTD
# DATA COLLECTION AND MARKETING CONSENT NOTICE
Copyright © 2025-present TruOptim Solutions Ltd. All rights reserved.
**Version:** 1.0
**Effective Date:** December 2025
**Last Updated:** December 2025
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## 1. PURPOSE OF THIS NOTICE
**1.1** This Data Collection and Marketing Consent Notice ("**Notice**") explains how TruOptim Solutions Ltd ("**TruOptim**," "**we**," "**us**," or "**our**") collects, uses, and protects information you provide when using our interactive tools, including:
- ROI Calculator
- Pricing Calculator
- Industrial AI Readiness Assessment
- Trial Signup Forms
- Contact Forms
- Newsletter Subscriptions
- Competition Entry Forms
**1.2** This Notice supplements our [Privacy Policy](/privacy-policy) and should be read in conjunction with it.
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## 2. COMPANY INFORMATION
**TruOptim Solutions Ltd**
Company Registration No. 16742261
Registered in England and Wales
**Registered Office:**
205 Regent Street, 4th Floor
London, England, W1B 4HB
United Kingdom
**Data Protection Contact:** dpo@truoptim.com
---
## 3. INFORMATION WE COLLECT
### 3.1 ROI Calculator and Pricing Calculator
When you use our ROI Calculator or Pricing Calculator, we collect:
| Data Field | Purpose | Required? |
|------------|---------|-----------|
| **Email Address** | Deliver results, follow-up communication | Yes |
| **Full Name** | Personalise communications | Yes |
| **Company Name** | Understand your organisation | Yes |
| **Job Title/Role** | Tailor relevant information | Yes |
| **Industry Sector** | Customise estimates and recommendations | Yes |
| **Plant/Facility Size** | Calculate appropriate pricing/ROI | Yes |
| **Number of Data Signals** | Estimate subscription requirements | Yes |
| **Number of Users** | Estimate subscription requirements | Yes |
| **Country/Region** | Compliance and localisation | Yes |
| **Phone Number** | Optional follow-up communication | No |
### 3.2 Industrial AI Readiness Assessment
When you complete our Readiness Assessment, we additionally collect:
| Data Field | Purpose | Required? |
|------------|---------|-----------|
| **Assessment Responses** | Generate readiness report | Yes |
| **Current Technology Stack** | Understand your environment | Yes |
| **OT/IT Integration Status** | Assess connectivity readiness | Yes |
| **Data Governance Maturity** | Evaluate data management readiness | Yes |
| **AI Experience Level** | Tailor recommendations | Yes |
| **Business Objectives** | Align recommendations to goals | Yes |
| **Timeline Expectations** | Understand urgency and planning | No |
| **Budget Range** | Provide appropriate options | No |
### 3.3 Trial Signup
When you register for a free trial, we collect:
| Data Field | Purpose | Required? |
|------------|---------|-----------|
| **Email Address** | Account creation, communications | Yes |
| **Full Name** | Account identification | Yes |
| **Company Name** | Account association | Yes |
| **Azure Subscription ID** | Trial deployment | Yes |
| **Billing Contact** | Trial-to-paid conversion | No |
### 3.4 Contact and Newsletter Forms
| Data Field | Purpose | Required? |
|------------|---------|-----------|
| **Email Address** | Respond to enquiries, send newsletters | Yes |
| **Full Name** | Personalise communications | Yes |
| **Company Name** | Understand context | No |
| **Message Content** | Respond to your enquiry | For contact forms |
| **Communication Preferences** | Respect your choices | Yes |
---
## 4. HOW WE USE YOUR INFORMATION
### 4.1 Primary Purposes (Contractual/Service Delivery)
We use your information to:
(a) **Deliver Requested Services**: Generate and send ROI estimates, pricing quotes, assessment reports, and other outputs you request;
(b) **Process Your Enquiry**: Respond to questions, demo requests, or consultation bookings;
(c) **Enable Trial Access**: Set up and manage your free trial account;
(d) **Provide Support**: Assist with technical queries related to your use of our tools.
**Legal Basis:** Contract performance and legitimate interests.
### 4.2 Follow-Up Communications (Legitimate Interest)
With your consent or where we have a legitimate interest, we may:
(a) **Follow Up on Your Enquiry**: Contact you regarding the results you received or services you expressed interest in;
(b) **Provide Relevant Information**: Send information about products, services, or resources relevant to your enquiry;
(c) **Schedule Consultations**: Reach out to arrange demonstrations or consultations if you indicated interest.
**Legal Basis:** Legitimate interest (following up on expressed interest) or consent where required.
### 4.3 Marketing Communications (Consent Required)
**ONLY with your explicit consent**, we may:
(a) **Send Promotional Emails**: Information about new features, products, services, and special offers;
(b) **Newsletter Distribution**: Regular updates on industrial AI trends, best practices, and company news;
(c) **Event Invitations**: Webinars, conferences, workshops, and other events;
(d) **Partner Communications**: Information about complementary products and services from selected partners (if you opt in).
**Legal Basis:** Consent (you actively opt in to marketing communications).
### 4.4 Analytics and Product Improvement
We use aggregated, anonymised data to:
(a) Improve our calculators and assessment tools;
(b) Understand market trends and customer needs;
(c) Develop new products and features;
(d) Create industry benchmarks and research reports (with no individual identification).
**Legal Basis:** Legitimate interest (improving our products and services).
---
## 5. CONSENT MECHANISMS
### 5.1 Unbundled Consent
We obtain separate, unbundled consent for different purposes:
| Purpose | Consent Type | Default |
|---------|--------------|---------|
| **Deliver Requested Results** | Implied (necessary for service) | N/A |
| **Follow-Up on Enquiry** | Soft opt-in / Legitimate Interest | Enabled |
| **Marketing Emails** | Explicit opt-in checkbox | Unchecked |
| **Third-Party Sharing** | Explicit opt-in checkbox | Unchecked |
| **Phone Contact** | Explicit opt-in checkbox | Unchecked |
### 5.2 Consent Language
When you submit a form, you will see clear consent statements such as:
**For Results Delivery:**
> "By submitting this form, you agree to receive your [ROI estimate/assessment report/quote] at the email address provided and acknowledge our Privacy Policy."
**For Marketing (Opt-In Required):**
> "☐ Yes, I would like to receive marketing communications from TruOptim, including product updates, industry insights, and promotional offers. I understand I can unsubscribe at any time."
**For Phone Contact (Opt-In Required):**
> "☐ Yes, TruOptim may contact me by phone to discuss my enquiry."
### 5.3 Record of Consent
We maintain records of your consent including:
- Date and time consent was given
- Method of consent (form submission, checkbox)
- Version of consent text presented
- IP address (for verification purposes)
- Specific permissions granted
---
## 6. YOUR RIGHTS AND CHOICES
### 6.1 Right to Withdraw Consent
You can withdraw your marketing consent at any time:
(a) **Email Unsubscribe**: Click the "unsubscribe" link in any marketing email;
(b) **Direct Request**: Email privacy@truoptim.com with your request.
**Effect of Withdrawal:** We will stop marketing communications within 10 business days. Withdrawal does not affect the lawfulness of processing before withdrawal.
### 6.2 Right to Access
You can request a copy of all personal data we hold about you by contacting dpo@truoptim.com.
### 6.3 Right to Rectification
If any information we hold about you is inaccurate or incomplete, contact us to have it corrected.
### 6.4 Right to Erasure ("Right to be Forgotten")
You can request deletion of your personal data. We will delete your data unless we have a legal obligation to retain it or a legitimate overriding interest.
### 6.5 Right to Restrict Processing
You can request that we limit how we use your data while we verify accuracy or consider your objection to processing.
### 6.6 Right to Data Portability
You can request your data in a structured, commonly used, machine-readable format.
### 6.7 Right to Object
You have the right to object to processing based on legitimate interests. For direct marketing, you have an absolute right to object.
---
## 7. DATA SHARING
### 7.1 We Do NOT Sell Your Data
TruOptim does not sell, rent, or trade your personal information to third parties for their marketing purposes.
### 7.2 Limited Sharing
We may share your information with:
| Recipient | Purpose | Safeguards |
|-----------|---------|------------|
| **Microsoft Azure** | Hosting and processing | Azure DPA, SOC 2 |
| **Email Service Provider** | Sending communications | Data Processing Agreement |
| **CRM System** | Managing customer relationships | Data Processing Agreement |
| **Analytics Provider** | Anonymised usage analysis | Data Processing Agreement |
### 7.3 Legal Requirements
We may disclose your information if required by law, court order, or regulatory authority.
---
## 8. DATA RETENTION
| Data Type | Retention Period | Reason |
|-----------|------------------|--------|
| **Calculator/Assessment Results** | 3 years | Follow-up and service improvement |
| **Contact Form Submissions** | 3 years or until resolved | Customer service |
| **Marketing Consent Records** | Duration of relationship + 3 years | Legal compliance |
| **Trial Account Data** | 7 years after subscription ends | Legal/tax requirements |
| **Anonymised Analytics** | Indefinitely | Product improvement |
After the retention period, personal data is securely deleted or anonymised.
---
## 9. DATA SECURITY
**9.1** We implement appropriate technical and organisational measures to protect your data:
- Encryption in transit (TLS 1.3)
- Encryption at rest (AES-256)
- Access controls and authentication
- Regular security assessments
- Staff training on data protection
**9.2** While we take reasonable precautions, no internet transmission is completely secure. We cannot guarantee the security of data transmitted to our Website.
---
## 10. INTERNATIONAL TRANSFERS
**10.1** Your data may be processed in countries outside the United Kingdom, including:
- United States (Azure data centres, email providers)
- European Economic Area (Azure data centres)
**10.2** When data is transferred outside the UK, we ensure appropriate safeguards:
- UK Standard Contractual Clauses
- UK/EU-US Data Privacy Framework (where applicable)
- Adequacy decisions (where available)
---
## 11. AUTOMATED DECISION-MAKING
### 11.1 Calculator and Assessment Outputs
Our ROI Calculator, Pricing Calculator, and Readiness Assessment use automated processing to generate results based on your inputs.
**11.2 Important:** These automated outputs:
(a) Are **estimates only** and not binding offers or guarantees;
(b) Are generated from generalised industry models;
(c) Do not constitute profiling for legal or similarly significant decisions;
(d) Should be validated with professional advice before business decisions.
**11.3** You have the right to request human review of any automated output by contacting us.
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## 12. CHILDREN'S DATA
Our tools are intended for business use by adults (18+). We do not knowingly collect personal data from individuals under 18 years of age.
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## 13. PECR COMPLIANCE (UK)
### 13.1 Electronic Marketing
Under the Privacy and Electronic Communications Regulations 2003 (PECR):
(a) We only send marketing emails to individuals who have **opted in** (consent) OR to existing customers about similar products/services (soft opt-in);
(b) Every marketing email includes an easy unsubscribe mechanism;
(c) We honour unsubscribe requests promptly (within 10 business days);
(d) We clearly identify ourselves as the sender;
(e) We include our contact details in all marketing communications.
### 13.2 Soft Opt-In
Where you provide your details while enquiring about our products/services, we may rely on "soft opt-in" to send you information about similar products/services, provided:
(a) You are given a clear opportunity to opt out at the time of collection;
(b) Every subsequent email includes an unsubscribe option;
(c) Communications are about similar products to those you enquired about.
You can opt out of soft opt-in communications at any time.
---
## 14. GDPR/UK GDPR COMPLIANCE
### 14.1 Lawful Bases Summary
| Processing Activity | Lawful Basis | GDPR Article |
|---------------------|--------------|--------------|
| Deliver requested results | Contract performance | 6(1)(b) |
| Follow-up on enquiry | Legitimate interest | 6(1)(f) |
| Marketing communications | Consent | 6(1)(a) |
| Anonymised analytics | Legitimate interest | 6(1)(f) |
| Legal obligations | Legal obligation | 6(1)(c) |
### 14.2 Legitimate Interest Assessment
For processing based on legitimate interest, we have conducted Legitimate Interest Assessments documenting:
- The purpose and benefits of processing
- Necessity of processing for that purpose
- Balance against individuals' interests and rights
- Safeguards to minimise impact
Copies of our Legitimate Interest Assessments are available on request.
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## 15. CHANGES TO THIS NOTICE
**15.1** We may update this Notice from time to time. Material changes will be communicated:
- Via email to addresses we hold
- Through a banner on our Website
- By updating the "Last Updated" date above
**15.2** Where changes affect consent you have given, we will seek fresh consent where appropriate.
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## 16. CONTACT US
**For data protection queries:**
**Data Protection Officer**
TruOptim Solutions Ltd
205 Regent Street, 4th Floor
London, England, W1B 4HB
United Kingdom
**Email:** dpo@truoptim.com
**Privacy Email:** privacy@truoptim.com
**General Email:** info@truoptim.com
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## 17. COMPLAINTS
If you are not satisfied with how we handle your data, you have the right to lodge a complaint with:
**Information Commissioner's Office (ICO)**
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
United Kingdom
**Website:** [https://ico.org.uk](https://ico.org.uk)
**Helpline:** 0303 123 1113
We encourage you to contact us first so we can try to resolve your concern.
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**Copyright © 2025-present TruOptim Solutions Ltd. All rights reserved.**
*This Data Collection and Marketing Consent Notice is effective as of the Effective Date stated above.*