TRUOPTIM SOLUTIONS LTD
DATA COLLECTION AND MARKETING CONSENT NOTICE
Copyright © 2025-present TruOptim Solutions Ltd. All rights reserved.
Version: 1.1 Effective Date: 19 August 2026 Last Updated: 19 August 2026
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 and should be read in conjunction with it.
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
These are business retention targets, not guarantees that every copy expires automatically. Legal holds, provider backups and records required for tax, fraud prevention or dispute handling may be retained longer. TruOptim must configure and periodically verify the relevant provider deletion settings; data is then deleted or irreversibly anonymised where technically and legally practicable.
9. DATA SECURITY
9.1 We implement appropriate technical and organisational measures to protect your data:
HTTPS/TLS in transit as negotiated with the Website or configured provider. Lead-webhook transport depends on the configured destination URL; TruOptim must configure an https:// destination to encrypt that transfer
Encryption at rest where supplied and configured by the relevant hosting, form, email or storage provider
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.
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.
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.
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.
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
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
Helpline: 0303 123 1113
We encourage you to contact us first so we can try to resolve your concern.
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.
Data Collection Policy