Privacy policy
Last updated 5 October 2026
How we collect and use personal information when you use this website, contact us, or work with us.
Who we are
Optima Energy is a trading name of Bold Communications Ltd (company number 1563275), an Aspire Software company. Bold Communications Ltd is the controller of the personal information described in this policy.
You can contact us about this policy or your information at info@boldcommunications.co.uk, by phone on 01392 364777, or by post at 6 Harrier Court, Wescott Lane, Exeter EX5 2DR.
Who this policy covers
- visitors to this website, whether or not you contact us
- business customers and their staff, including distributors, consultants, TPIs, brokers and end users
- partners and suppliers
- organisations and people who sign our open letter
What we collect
Information you give us. When you book a demo, sign up for product news, sign the open letter or apply to the Partner Programme, we collect what you enter in the form. Depending on the form, that is your name, work email, phone number, job title, company or organisation, organisation type, number of meters or clients, what you would like to discuss, and any message you add.
Webinar registration. Registering for our webinar takes place on Microsoft Teams, and Microsoft collects your registration details on our behalf.
Information collected when you use the site. Our web server records technical information such as your IP address, browser type and the pages requested, to keep the site secure and working. If you accept analytics cookies, Google Analytics records how you use the site, and Snitcher identifies the organisation a visit comes from using its network address. See our cookie policy.
Customer information. When we provide our services, we process the information needed to do so, such as account contacts and the energy, billing and site data you or your suppliers send us. That processing is covered by your contract with us.
How we use it, and our lawful basis
- To reply to your enquiry and arrange a demo: our legitimate interest in responding to people who contact us.
- To send you product news, launches and event invitations you have asked for: your consent, which you can withdraw at any time.
- To record your signature of the open letter and, if you ask us to, publish your organisation’s name: your consent.
- To consider and manage Partner Programme applications and agreements: steps before entering a contract, and the contract itself.
- To provide our services to customers: the contract with you.
- To understand how the website is used and which organisations visit: your consent, given through the cookie notice.
- To keep the website secure and meet our legal and accounting obligations: legitimate interests and legal obligation.
We do not sell your personal information, and we do not use it for automated decision making that has legal or similarly significant effects on you.
Who we share it with
We share personal information only with service providers who process it on our behalf and under our instructions, and with other companies in our group where needed to provide our services. These include:
- our website host and Cloudflare, which run and protect this website
- Mailgun, which delivers the messages sent through our website forms
- Microsoft, for email and webinar hosting
- Google, for Google Analytics and the fonts used on this site
- Snitcher, for identifying the organisations that visit the site
We may also disclose information where the law requires it, or to establish, exercise or defend legal claims.
International transfers
Some of these providers process information outside the UK, including in the United States. Where they do, we rely on UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework where the provider is certified) or on the UK International Data Transfer Agreement or Addendum, so that your information stays protected to UK standards.
How long we keep it
- Customer and supplier information: for as long as we work together and for seven years afterwards, or longer if the law requires it.
- Product news and event invitations: until you unsubscribe or ask us to stop.
- Open letter signatures: for as long as the letter is published, or until you ask us to remove your name.
- Enquiries that do not lead to business: only as long as needed to deal with them and any follow-up you ask for.
- Analytics data: for the retention period set in Google Analytics and Snitcher.
Keeping it secure
We store and process personal information on secure systems run by us or by our service providers, and limit access to people who need it for their work. Optima is ISO 27001 certified for information security management. We have procedures for dealing with any suspected data breach and will notify you and the Information Commissioner’s Office where the law requires it.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information in certain circumstances
- ask us to restrict or object to how we use it, including objecting at any time to direct marketing
- receive information you gave us in a structured, machine-readable format
- withdraw your consent at any time, where we rely on it
To use any of these rights, contact us using the details above. We may need to confirm your identity first. We will reply within one month.
If you are unhappy with how we have handled your information, please tell us so we can put it right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk, 0303 123 1113.
Cookies
How this website uses cookies and similar technologies is set out in our cookie policy.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.