Privacy Policy

Last updated: 2026

OPTIMAL CHAIN LTD (trading as "Optimal Chain") is a UK-registered company that takes your privacy seriously. This policy explains what personal data we collect when you visit optimalchain.co.uk or enquire about our service, how we use it, and the rights you have under the UK GDPR and Data Protection Act 2018.

1. Who we are

The data controller for this website is OPTIMAL CHAIN LTD, a company registered in England & Wales under company number 16589599, trading as "Optimal Chain". We are registered with the Information Commissioner's Office under registration number ZC207191. You can contact us at contact@optimalchain.co.uk for any privacy-related queries.

2. What we collect

We only collect data you knowingly provide:

Information you choose to send us via our contact form or by email (your name, work email, company, the system you run, and anything else you write in the message — typically a description of your business and your inventory challenges).
Business data you send us for analysis or a trial — sales history, inventory positions and purchase-order exports. See section 3 below for exactly how this is handled.
Standard server logs (IP address, browser type, referring URL, timestamp) collected by our hosting provider (Cloudflare) for security and diagnostics.
Aggregated, non-identifying analytics data if you've consented to optional analytics cookies.

3. Your business data (uploads for analysis and trials)

If you send us a sales or inventory export so we can set up your analysis or free trial, that data is treated as strictly confidential:

Used for one purpose only — running your analysis and operating your account. It is never sold, never shared with any third party for their own purposes, and never used to train models for anyone else's benefit.
Stored in the UK — on Microsoft Azure infrastructure in the UK South region, encrypted in transit (TLS 1.3) and at rest.
Access-restricted — only the people who need it to set up and support your account can see it.
Deleted if you don't continue — if you decide not to proceed after a trial, your uploaded data and the analysis built from it are deleted within 30 days, or immediately on request. You can request deletion at any time by emailing contact@optimalchain.co.uk.
Business sales data typically contains no personal data. Where it does (for example customer names in a sales ledger), we act as a processor for that data and apply the same safeguards above.

4. How we use it

To respond personally to your email enquiry and tailor any demo or response to your business.
To send follow-up communications about Optimal Chain relevant to your enquiry. You can opt out at any time.
To improve our service and understand how visitors use the site.
To comply with legal obligations and protect against fraud.

Our lawful basis is legitimate interests (responding to a B2B enquiry you've initiated) and, where applicable, consent.

5. Who we share it with

We do not sell your personal data. We share it only with carefully chosen processors who help us run the business:

Cloudflare — our website hosting and content delivery provider.
Microsoft (Azure) — the cloud infrastructure our platform runs on (UK region).
Resend — delivers the emails generated when you use our contact form.
Hostinger — our email mailbox provider.
Stripe — payment processing, if you subscribe to a paid plan. We never see or store your card details.
UK / EU professional advisers (legal, accounting) where strictly necessary.

6. How long we keep it

Enquiry data is retained for up to 24 months after our last interaction. Uploaded business data from a trial that doesn't continue is deleted within 30 days (section 3). If you become a customer, the relevant subset is retained for the duration of our agreement and 6 years after termination, in line with UK statutory record-keeping requirements.

7. Your rights

Under UK GDPR you have the right to: access your data, correct inaccuracies, ask us to delete it, restrict processing, object to processing, and request portability. Email contact@optimalchain.co.uk with any of these requests and we'll respond within 30 days. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

8. Cookies & analytics

This site does not set any non-essential cookies. We use Cloudflare Web Analytics, a privacy-first measurement tool that does not use cookies and does not track individuals across sites. If we ever add cookie-based analytics in future, we'll display a consent banner first.

9. Security

All data is transmitted over TLS 1.3. Our hosting and email infrastructure is provided by enterprise-grade UK / EU providers. We will notify affected individuals and the ICO without undue delay if a personal data breach occurs.

10. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top of this page reflects the latest version.

11. Contact

Questions? Email contact@optimalchain.co.uk.

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