1. Introduction
Opteia (“Opteia”/”we”/”us”/”our”) is committed to protecting your privacy. This page explains what information we collect about you while you are making use of our services or access our website, how we use it and the way we protect it.
Our use of your personal data is subject to your instructions, the EU General Data Protection Regulation (“GDPR”), other relevant Maltese and EU legislation and our professional duty of confidentiality.
2. Controller’s contact details
For the purposes of the GDPR, the Data Controller, is:
Opteia
San Gwakkin Road, Zone 3,
Mriehel Central Business District,
Birkirkara, CBD 3030
Malta, Europe
Contact us
If you wish to request any clarification or additional information in relation to this privacy policy, or you may wish to exercise any of your rights in relation to your personal data, please send us an email on privacy@opteia.com
3. Key terms
| Data Controller | The person that determines the purposes and means of the processing of personal data |
| Personal data | Any information that directly or indirectly identifies you. |
| Processing | any operation which is performed on personal data such as collection, storage, use and erasure |
4. Personal Data that we collect, may process and what we may use it for
Most of the personal data we collect and process about you is given to us by you directly. This includes all personal information that you provide us with when you use our services.
However, we may also collect personal data about you through our CCTV surveillance which we have installed outside and inside our premises. Signs are placed throughout our premises to inform you that CCTV is in operation. All images captured by the CCTV System remain the property of Opteia.
We can only use your personal data if we have a lawful reason for doing so. Under data protection laws we may process your personal data if you have given us your consent or it is necessary:
- to comply with a legal obligation, or
- for the performance of a contract, or
- for our legitimate interests.
We process your personal data on the ground of legitimate interest when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below summarily sets out the types of personal data that we may process, what we may use it for and our legal bases, that is our reasons, for processing:
(Table below best viewed in Desktop Mode)
| Activity | Personal data we may process | What we may use your personal data for | Our legal bases |
| Use of our website https://opteia.com | The personal details that you provide about yourself when making us of our website, including the use of ‘Contact Us’ online chat function or via email. These may include your name, address; your CV, devices information and browsing behaviour and any other identifiers. | To respond to your communications with us. To process a job application. Updating and enhancing our contacts/clients’ database. | For our legitimate interests Responding to your communications with us, including complaints or claims made by you. Performance of a contract It is necessary for us to provide you with the services you require. Performance of a legal obligation In satisfaction of any obligation imposed on us by law. Consent On the basis of the consent that you have provided us, where this is required, such as selecting your marketing preferences. |
| Purchasing of goods or services | The personal details you provide us when you purchase any goods or services from us. Such information may include name, email address and relevant contact details. Financial information, such as bank details so far as relevant to your instructions. Any other personal data you may disclose to us during your relationship with us. Your internal files and folders which may be hosted with or through us. We do not interact with the information unless you specifically request this. The connectivity to us and the appliance will be encrypted to highest industry standards. | To supply you with our goods and services, namely: IT support; IT consultancy; Software licensing services; Software solutions; Virtual server hosting services; Cloud backup service; Website or software development; Supply of hardware and software; IT maintenance services. Personalising and tailoring our products and services for you; Contacting you with regard to your products, services, annual renewals of licenses and support. | Performance of a contract It is necessary for us to provide you with the services you require. Performance of a legal obligation In satisfaction of any obligation imposed on us by law. For our legitimate interest To help us run our business effectively and efficiently to enable us to give you the best service/product. |
| Communication by telephone or email | This includes your telephone number and any other personal details you may provide us with during the call such as your name, ID card number, email address. | Responding to your communications and enquiries. To provide you with our services. Improving our services. To return your call if your call was not answered. | Performance of contract It is necessary for us to provide you with the services you require. Performance of a legal obligation To comply with our legal and regulatory obligations. For our legitimate interest To help us run our business effectively and efficiently. |
| CCTV | Images captured through the use of CCTV cameras which are installed inside and outside our premises. | Used for security and monitoring purposes, including the security of our customers and employees. | For our legitimate interests Keeping you and our employees safe by preventing crime and misconduct. Protecting our property from crime. Performance of a legal obligation To comply with any legal obligation to which we are or become subject. |
| Marketing | The personal details that you provide about yourself, such as your name, address, contact details and purchases. | To provide you with: information about new products and services;new offers, andother information about us | For our legitimate interest To help us run our business effectively and efficiently. Consent To mark your marketing preferences. Note: when we rely on consent you will be provided with a consent form and you are always given the option to opt out. |
Use of Cookies
A cookie is a small file that contains certain data such as the site’s name and unique user ID and is downloaded to and stored on your device when you visit a website. Cookies are generally used to make websites work more efficiently and enable website owners to gather information about the use of their website.
Our website uses strictly necessary cookies. These are cookies that are required for the operation of our website. They are necessary for the safety, security and integrity of the site. This type of Cookie only lasts for the duration of the time you are visiting the website. When you leave the website, they are automatically deleted.
5. Third Party Websites
Our website may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check their privacy policies, particularly before providing any data to them.
6. Who do we share your data with
For us to be able to provide you with a service, we will share your personal data internally with the relevant staff at Opteia and our group companies. The information is shared solely on a need-to-know basis.
We do not share your data with third parties, except with the following persons and in the indicated circumstances:
- We may disclose your personal data to third party service providers that provide us with services. These include cloud storage providers, IT service and website hosting providers and our legal service providers.
- Other third parties – where necessary and as required. We may also share CCTV footage with insurance companies throughout the investigation of a claim and to protect our interests, however we will blur parts of the footage so as not to share personal data.
- We may also disclose your personal data in response to any requests made from law enforcement agencies, government entities or public authorities, to comply with court orders, to obtain legal remedies and/or limit our damages, to protect your rights as well as our rights and the rights of our employees and where we deem necessary or appropriate under applicable laws and regulations.
We may also share your personal data with other parties in the event of a corporate reorganisation and/or disposition of our business, such as potential buyers of all or part of our business.
7. Where your personal data is held
We hold your personal data at our offices in both physical and digital form and those of our third-party service providers as described in clause 6 above. Some of these service providers may be located outside the EEA. Any such transfers will be processed in accordance with specific EU and Maltese data protection laws as also provided in clause 8 below.
8. Transfers of your personal data outside the EEA
Transfers of personal data outside the EEA are subject to specific EU and Maltese data protection laws.
9. Personal Data retention period
We retain your personal data for as long as necessary unless a longer retention period is required (e.g. to be able to respond to any questions, complaints or claims made by you or on your behalf) or permitted by law. Moreover, we will not collect more data than we require.
10. Your rights with respect to your Personal Data
You have the following rights if you reside in the EU:
| Right of Access |
| The right to access and be provided with a copy of your personal data. |
| Right to Rectification |
| The right to require us to correct any inaccurate personal data about you. |
| Right to be forgotten |
| The right to require us to delete your personal data in certain circumstances. |
| Right to restriction of processing |
| The right to require us to restrict processing your personal data in certain circumstances. |
| Right to data portability |
| The right to receive your personal data which you provided to us, in a structured, commonly used and machine-readable format and the right to transmit that data to another data controller in certain circumstances. |
| Right to object |
| The right to object to the processing of your personal data in certain circumstances which include processing for direct marketing purposes and continued processing of your data carried out for the purpose of our legitimate interests. |
| Right not to be subject to automated processing |
| The right not to be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or significantly affects you. |
Should you require any further information on each of the above rights or would like to exercise any of them, please contact us on privacy@opteia.com
11. Protecting your Personal Data
We have implemented security measures to protect your personal data that we store about you from being used or accessed unlawfully or accidentally lost. We only grant access to your personal data to those persons who have a genuine need to access it. Those processing your personal data are subject to the duty of confidentiality.
12. Complaints
We would like to resolve any concern that you may have about the processing of your personal data directly with you. However, you have the right to lodge a complaint with the Office of the Information and Data Protection Commissioner.
13. Changes to this Privacy Notice
We review this Privacy Notice on a regular basis and may consequently update it when required, so we recommend that you check it, from time to time. If we make any material changes that may affect you, we will promptly provide you with a clear notice.
Last updated in January 2024