Privacy Policy

Effective Date: 1 July 2022

Preoptima Ltd ("Preoptima", "we", "us") is committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible way. This Privacy Policy explains how we collect, use, and protect your data when you visit our website (https://preoptima.com) or otherwise interact with us. It also informs you of your privacy rights and how the law protects you.

1. Who We Are

Preoptima Ltd
Company number: 14209923
Registered address: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ

Preoptima Ltd is the data controller responsible for your personal data. If you have questions about this policy or wish to exercise your rights, please contact our Data Protection Lead:

Data Protection Lead: Lorenzo Coccia, Chief Technology Officer
Email: support@preoptima.com

We provide software tools designed to help reduce the whole life carbon impact of buildings. We serve users in the UK and US, and we are expanding into the EU.

2. What Information We Collect

We may collect the following personal data when you use our website or interact with us:

  • Identity and contact data: name, email address, job title, company

  • Marketing preferences: your opt-in/opt-out status

  • Technical data: IP address, browser type, operating system, device information

  • Usage data: interactions with our site and marketing emails, pages visited, time spent on pages

We do not collect any sensitive personal information via the website. Any project data submitted through our SaaS web apps (CONCEPT and PACER) is covered by separate data protection agreements.

3. How We Use Your Information

We will only use your personal information where the law allows us to. Most commonly, we use your information to:

  • Respond to your enquiries or requests

  • Send product updates, company news, or occasional newsletters (if you've opted in)

  • Improve our website, services, and communications

  • Monitor and analyse the effectiveness of our marketing and site performance (using tools such as Google Analytics)

Legal bases for processing include:

  • Consent, where you have opted in (e.g. for marketing)

  • Legitimate interests, such as improving our services and communications

  • Contractual necessity, such as when we need to respond to your service request

  • Legal obligations, if required under applicable laws

We do not sell or share your personal data with third parties for their own marketing purposes.

4. Marketing Communications

If you opt in to receive communications from us, we may contact you with product updates, industry news, and relevant content. You can opt out at any time by clicking the unsubscribe link in any email or by contacting us directly.

5. Cookies and Tracking Technologies

We use cookies and similar technologies, including Google Analytics, to:

  • Understand how users navigate our website

  • Improve performance and content relevance

  • Track marketing campaign effectiveness

You can manage your cookie preferences via your browser settings or through any cookie banner presented on your first visit to our site.

6. Data Sharing and International Transfers

We use secure, third-party service providers such as HubSpot and Google Analytics to collect and process your data. These providers may store or process data outside of the UK.

Whenever we transfer your personal data out of the UK, we ensure an adequate level of protection is in place by using one of the following safeguards:

  • The country has been deemed to provide an adequate level of protection for personal data;

  • We use standard contractual clauses approved by UK authorities to ensure your data receives the same protection it does in the UK.

Please contact us if you would like further information on specific safeguards in place.

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered, or disclosed. Access is limited to employees and service providers who have a business need to know and are bound by confidentiality obligations.

We also have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator where we are legally required to do so.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which we collected it, including legal, regulatory, and operational requirements. You can request deletion of your personal data at any time by contacting us.

In some cases, we may anonymise your data for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. Change of Purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another purpose that is compatible with the original purpose. If we need to use your data for a substantially different purpose, we will notify you and explain the legal basis for doing so.

10. Your Rights

You have the right to:

  • Access your personal data

  • Request correction or deletion

  • Object to or restrict processing

  • Request a copy of your data in a portable format

  • Withdraw your consent at any time

To exercise these rights, please contact support@preoptima.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk, though we would appreciate the opportunity to address any concerns before you contact the regulator.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Effective Date”.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact:

Lorenzo Coccia
Chief Technology Officer (Data Protection Lead)
Email: support@preoptima.com

Address: Preoptima Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, UK

Thank you for trusting Preoptima with your information. We are committed to treating it with care and respect.