Privacy Policy

This policy explains what personal data Omnistack collects through this website, why we collect it, and your rights. It is written to meet the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

Omnistack [LTD SUFFIX] is the controller of the personal data described in this policy. That means we decide how and why it is used.

Company: Omnistack [LTD SUFFIX], registered in England and Wales, company number [COMPANY NUMBER]
Registered office: 128 City Road, London EC1V 2NX
Where we work from: South Yorkshire
ICO registration number: [ICO NUMBER]
Email: [CONTACT EMAIL]
Phone: [CONTACT PHONE]

We have not appointed a Data Protection Officer. We are not required to. For any privacy question, email us at the address above.

What we collect

When you request a Digital Health Check

We ask for:

first name and last name
work email address
phone number (optional)
business name
website address (optional)
sector
town or city
your biggest challenge (chosen from a list)
anything else you want to tell us (optional, free text)
whether you want to receive tips and offers from us (optional, unticked by default)

When you use the contact form

We ask for your name, email address, phone number (optional), your message and your sector (optional).

Please do not include sensitive details, such as health information about you or anyone else, in the free-text boxes. We do not need them.

Information sent with the form automatically

To learn which of our pages and adverts work, each form also sends:

the sector page you started from
campaign tags in the link you followed, if any (utm_source, utm_medium, utm_campaign, utm_content and utm_term)
the first page you landed on
the website that referred you, if any
the page you submitted the form from

Your browser holds these details for the length of your visit and sends them only if you submit a form.

Spam and abuse protection

Cloudflare Turnstile. Our forms use Turnstile to check that a real person is sending them. Turnstile looks at technical signals from your browser and device to do this.
IP address. We use your IP address to limit how many forms can be sent from one address in a short time (no more than 5 in 10 minutes). This stops spam and abuse.

Website analytics

We use Cloudflare Web Analytics to count visits and see which pages are popular. It does not use cookies and does not identify you personally. See our cookie policy.

HubSpot tracking (only if you agree)

If you click Accept on our cookie banner, HubSpot’s tracking cookie is set. It links the pages you visit on this site to any form you later send, so we can see how you found us. If you click Reject, or do nothing, it is not set. See our cookie policy.

When you contact us directly

If you email, phone or WhatsApp us, we will have your contact details and whatever you tell us.

Why we use your data, and our lawful basis

Purpose	Lawful basis
Preparing your Digital Health Check and sending it to you	Taking steps at your request before a possible contract, and our legitimate interests in responding to business enquiries
Replying to messages you send us	Our legitimate interests in responding to enquiries, or taking steps at your request before a contract
Following up on your Health Check or enquiry about our services	Our legitimate interests in running and growing our business
Understanding which pages, sectors and campaigns bring us enquiries (the automatic form details above)	Our legitimate interests in measuring our marketing
Sending occasional tips and offers by email	Your consent. You can withdraw it at any time.
HubSpot tracking cookie	Your consent, given through the cookie banner. You can withdraw it at any time.
Stopping spam and abuse (Turnstile and IP rate limiting)	Our legitimate interests in keeping our website and systems secure
Keeping records needed by law, and dealing with legal claims	Legal obligation, or our legitimate interests in defending our position

Where we rely on legitimate interests, we have weighed our interests against yours. You can object at any time (see “Your rights”).

Marketing emails

We only send tips and offers if you ticked the marketing box. Every email has an unsubscribe link. You can also email us to stop them. Withdrawing consent does not affect anything we did before you withdrew it.

We do not sell your data. We do not use it for automated decisions that have a legal or similarly significant effect on you.

We use these service providers (processors). They act only on our instructions:

HubSpot — our customer relationship management (CRM) system. Form submissions are stored here, and marketing emails are sent from here.
Cloudflare — hosts this website, runs our form handler, provides Turnstile spam protection and Web Analytics.

We may also share data with our professional advisers (such as accountants or lawyers), or where the law requires it.

International transfers

Some of our providers are based outside the UK or may process data outside the UK, for example in the United States. Where this happens, we make sure appropriate safeguards are in place as required by UK data protection law. You can contact us for more information about these safeguards.

How long we keep your data

Health Check requests and enquiries (leads): 24 months from our last contact with you. After that we delete or anonymise them.
Marketing consent: until you withdraw it, or until the lead record is deleted, whichever comes first. If you unsubscribe, we keep a note of your email address so we do not contact you again.
If you become a client: we keep your data for as long as the contract runs, and afterwards for as long as the law requires.

Your rights

You have the right to:

access a copy of your personal data
correct data that is wrong or incomplete
erase your data in some circumstances
restrict how we use your data in some circumstances
object to our use of your data where we rely on legitimate interests. You can always object to direct marketing, and we will stop.
data portability, meaning you can receive data you gave us in a common format, or ask us to send it to someone else, where we rely on consent or a contract
withdraw consent at any time, where we rely on consent

To use any of these rights, email [CONTACT EMAIL]. We will reply within one month. There is normally no charge. We may need to check your identity first.

How to complain

If you are unhappy with how we have handled your data, please tell us first so we can put it right.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator:

Website: ico.org.uk
Helpline: 0303 123 1113

Client data we look after for you

If you become a client, we may handle your own customers’ or applicants’ data for you, for example in a CRM or website form we set up. For that data we act as your processor, and a separate data processing agreement applies. This policy does not cover it.

Changes to this policy

We may update this policy. The date at the top shows when it last changed.

Contact us

Email: [CONTACT EMAIL]
Phone: [CONTACT PHONE]
Post: Omnistack [LTD SUFFIX], 128 City Road, London EC1V 2NX