Implementation & Executive Coaching Terms and Conditions

Welcome to Optimus OD Limited, a company registered in England and Wales under company number 07915512 and with our registered office ℅ Wise & Co. The Old Start, Church Street, Princes Risborough, Buckinghamshire HP27 9AA (“Optimus”, “We”, “Us”, “Our”)

Optimus provides coaching, training and facilitation services.

These terms and conditions and privacy policy (together the “Terms”) constitute a legally binding contract between Optimus and you.

General Terms and Conditions

  1. Booking and Scheduling

    1.1 Coaching sessions are booked and managed via the Company’s online portal (Microsoft Bookings) and confirmed by email.

     1.2 Sessions are subject to coach availability and will last for 50 minutes.

    1.3 The Coachee is responsible for attending at the scheduled time. Rescheduling must follow the cancellation policy below.
  2.  Cancellation and Rescheduling Policy for Coaching

    Coachee-Initiated Changes:

    2.1 Cancellations or rescheduling made at least 5 business days prior to the session will incur no fee.
    2.2 Changes made 3-5 business days before the session will incur a 50% fee.
    2.3 Changes made less than 2 business days before the session will incur a 100% fee unless due to emergencies or medical incapacity, which will be assessed case-by-case.

    Coach-Initiated Changes:

    2.4 If the coach cancels or reschedules, the session will be rebooked within 30 days at a mutually convenient time. If no suitable time is found, the Client will receive a full refund for that session.

Privacy and Data Protection

General

The following terms comprise part of the Terms of this Agreement and set out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Personal data is and shall at all times be subject to the UK Data Protection Act 2018.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting and/or using and/or registering with Optimus OD Limited you acknowledge and confirm that you are accepting and consenting to the practices described in this policy.

The data controller is the Chief Operating Officer with our registered office at c/o Wise & Co, The Old Star, Church Street, Princes Risborough, Buckinghamshire HP27 9AA. UK ICO Data Protection Registration Number ZA759187.

3. Information we may collect from you

We have to have a legitimate basis for any data we collect from you. The following sets out the data we may collect and process the following data about you:

  • Information you give us. You may give us information about yourself or business by filling in forms on our Site or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our Site, use our services and when you report a problem with our Site. The information you give us may include your name, email address, telephone number, organisation name and job title.
  • Information we collect about you. With regard to each of your visits to our site we may automatically collect the following information:
    • Technical information, including the internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform messages you send or receive using the messaging functionality on any of our platforms or systems;
    • Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouseovers), and methods used to browse away from the page and any phone number used to call our customer service number.
    • Information we receive from other sources. This typically includes your record of attendance of our training events and future bookings.
    • Cookies. Our Sites use cookies. A cookie is a small file of letters and numbers that we put on your computer if you agree. These cookies allow us to distinguish you from other users of our Site, which helps us to provide you with a good experience when you browse our Site and also allows us to improve our Site. The cookies we use are “analytical” cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the Site when they are using it. This helps us to improve the way our Site works, for example by ensuring that users are finding what they are looking for easily. You are free to decline cookies if your browser permits, however it may prevent you from using certain features on our Site.

4. Uses made of the information

  • Information you give to us. We will use this information:
    • to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and services that you request from us;
    • to notify you about changes to our service;
    • to ensure that content from our Site is presented in the most effective manner for you and for your computer.
  • Information we collect about you. We will use this information:
    • to administer our Site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
    • to improve our Site to ensure that content is presented in the most effective manner for you and for your computer;
    • to allow you to participate in interactive features of our service, when you choose to do so;
    • as part of our efforts to keep our Site safe and secure;
    • to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;

5. Disclosure of your information

  • We will never sell your personal data. Ever.
  • We may share your information with selected third parties including:
    • Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you.
    • Analytics and search engine providers that assist us in the improvement and optimisation of our site.
  • We may disclose your personal information to third parties:
    • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions and other agreements; or to protect the rights, property, or safety of Optimus OD Limited, our clients, or others. This may include exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

6. Where we store your personal data

  • The data that we collect from you is stored on Microsoft 365 and may be transferred to and stored at Pipedrive, Accessplanit, Kajabi and Thinkific (or such other provider as we may use from time to time). By submitting your personal data, you agree to this storing or processing. We will take all steps reasonably necessary to ensure that your data is kept secure and in accordance with this privacy policy.
  • We may issue you with a password to access certain service on our Site. You are responsible for keeping this password confidential. We ask you not to share a password with anyone.
  • Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

7. Your rights

You have specific rights under DPA 2018 in relation to your data:

  • the right to be informed - which is the purpose of this policy;
  • the right of access to your data - should you wish to have access then you can send us an access request which we will promptly respond to;
  • the right to rectification - if you think that any of the data we hold about you is incorrect you can ask us to correct it;
  • the right to erase data - if you wish us to delete the data we hold you can ask us to do so and, subject to any regulatory retention requirements, we will do so;
  • the right to restrict what data we process - you can ask us not to process data. But do be aware that certain data may be required in order to provide you with our services;
  • the right to portability - you can ask us to transfer your data to someone else;
  • the right to object to our processing your data - we will review any objections but we may need to process certain data in order to provide our services;
  • rights relating to automated decisions - this does not currently apply to the services we provide.

 8. Consent

  • Under the DPA2018 rules, we have to obtain your active consent to obtain, process, hold and use your data. We do this as part of the process when you sign up to any of our services. This Privacy Policy forms part of the Terms & Conditions you have signed or will sign up to.
  • If you change your mind or wish to withdraw consent at any time you can do so either by using the preferences on our Site or email us at [email protected].

9. Access to information

The UK Data Protection Act 2018 (the “Act”) gives you the right to access information held about you. We will promptly respond to any such request within DPA 2018 timescales.

10. Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

11. Data Protection Officer

If you wish or need to contact our Data Protection Officer with any query or request you can do so at [email protected].

Â