Effective Date: 25 September 2026
Last Updated: 25 September 2026

This GDPR & Data Protection Compliance Policy explains how Optima Systems Limited, accessible through https://optimasystems.co/, manages personal information and approaches data protection responsibilities when providing technology solutions, digital services, consulting, and business support services.

Optima Systems Limited is committed to responsible Data Privacy, User Data Protection, Information Security, and transparent handling of personal information.

This Policy explains our approach to applicable privacy requirements, including the General Data Protection Regulation (GDPR), UK GDPR, Ghanaian data protection requirements, and other relevant privacy laws where applicable.

1. Purpose of This Policy

The purpose of this Policy is to explain:

• How Optima Systems Limited processes personal information;
• The principles followed when handling personal data;
• User privacy rights;
• Security practices;
• Data processing responsibilities;
• Third-party data handling; and
• How individuals can contact us regarding privacy concerns.

Optima Systems Limited aims to process personal information lawfully, fairly, and transparently.

2. Our Commitment to Data Protection

Optima Systems Limited recognises the importance of protecting personal information.

Our data protection approach includes:

• Collecting information responsibly;
• Processing information only for legitimate purposes;
• Maintaining transparency about data practices;
• Applying reasonable security measures;
• Respecting applicable privacy rights;
• Working responsibly with service providers; and
• Reviewing privacy practices regularly.

3. Applicable Data Protection Laws

Depending on the nature of processing and user location, Optima Systems Limited may consider applicable privacy regulations, including:

• Ghanaian data protection requirements;
• The European Union General Data Protection Regulation (GDPR), where applicable;
• The UK General Data Protection Regulation (UK GDPR), where applicable; and
• Other applicable national privacy laws.

The application of specific laws depends on factors such as:

• User location;
• Type of services provided;
• Nature of information processed; and
• Legal requirements.

4. Personal Information We Process

Optima Systems Limited may process personal information including:

• Name;
• Email address;
• Contact details;
• Business information;
• Service enquiry details;
• Project-related information;
• Communication records;
• Website usage information;
• Technical information; and
• Other information voluntarily provided.

The information collected depends on how individuals interact with our services.

5. Data Protection Principles

Optima Systems Limited aims to follow recognised data protection principles.

Lawfulness, Fairness and Transparency

Personal information should be processed fairly and users should understand how their information is used.

Purpose Limitation

Information should only be collected and used for clear and legitimate purposes.

Data Minimisation

We aim to collect only information necessary for providing services and managing business operations.

Accuracy

Reasonable steps should be taken to maintain accurate information.

Storage Limitation

Information should not be retained longer than reasonably necessary.

Security and Confidentiality

Appropriate measures should be applied to protect personal information.

6. Lawful Basis for Processing

Where applicable laws require a lawful basis, Optima Systems Limited may process information based on:

Consent

Where individuals provide permission for specific processing activities.

Examples may include:

• Marketing communications;
• Optional cookies; and
• Other voluntary activities.

Contractual Necessity

Where processing is required to:

• Provide requested services;
• Manage client relationships;
• Deliver agreed solutions; or
• Communicate regarding projects.

Legitimate Interests

Where processing supports reasonable business activities such as:

• Improving services;
• Maintaining security;
• Managing enquiries;
• Preventing misuse; and
• Operating our business.

Legal Obligations

Where processing is necessary to comply with legal requirements.

7. Privacy Rights

Depending on applicable privacy laws, individuals may have rights including:

• Access to personal information;
• Correction of inaccurate information;
• Deletion of eligible information;
• Restriction of processing;
• Objection to certain processing;
• Data portability;
• Withdrawal of consent; and
• Complaint submission to relevant authorities.

These rights may be subject to legal limitations.

8. Right to Access Information

Individuals may request details about personal information processed by Optima Systems Limited.

Requests may include information about:

• Data collected;
• Purpose of processing;
• Categories of information used;
• Third parties involved;
• Retention practices; and
• Applicable privacy safeguards.

Identity verification may be required before providing information.

9. Right to Correct Information

Individuals may request correction of inaccurate or incomplete personal information.

This may include updates to:

• Name;
• Email address;
• Contact details;
• Business information;
• Service-related information; and
• Other personal data.

Optima Systems Limited may verify requests before making changes.

10. Right to Request Deletion

Individuals may request deletion of personal information where applicable.

Deletion requests may be limited where information must be retained for:

• Legal requirements;
• Financial records;
• Contractual obligations;
• Security purposes;
• Fraud prevention;
• Dispute resolution; or
• Legal claims.

11. Data Security Measures

Optima Systems Limited applies reasonable safeguards to protect personal information.

Security measures may include:

• Secure website connections;
• Access controls;
• Secure hosting;
• Security monitoring;
• Software updates;
• Restricted access;
• Backup procedures; and
• Internal security practices.

However, no digital system can guarantee absolute protection.

12. Third-Party Data Processors

Optima Systems Limited may work with third-party providers supporting:

• Website hosting;
• Cloud services;
• Software platforms;
• Analytics;
• Communication tools;
• Security services;
• Customer support systems; and
• Other business operations.

Where required, appropriate agreements and safeguards may be considered.

13. International Data Transfers

Some service providers may process information outside Ghana or the user’s country of residence.

Where applicable, safeguards may include:

• Standard Contractual Clauses (SCCs);
• Adequacy decisions;
• Equivalent legal protections; or
• Other recognised transfer mechanisms.

International transfers depend on the services and providers used.

14. Data Retention

Optima Systems Limited retains personal information only for as long as reasonably necessary.

Retention may be required for:

• Client services;
• Project documentation;
• Communication records;
• Legal obligations;
• Security;
• Fraud prevention;
• Business operations; and
• Dispute resolution.

When information is no longer required, it may be deleted, anonymised, or securely disposed of.

15. Data Breach Management

If Optima Systems Limited identifies a potential personal data breach, we may take steps to:

• Investigate the incident;
• Identify affected information;
• Contain the issue;
• Improve security measures;
• Document actions taken; and
• Notify affected parties or authorities where legally required.

16. Children’s Privacy

Optima Systems Limited does not knowingly collect unnecessary personal information from children without appropriate authorisation where required by applicable laws.

If concerns arise regarding children’s information, individuals may contact us for review.

17. Cookies and Tracking Technologies

Optima Systems Limited may use cookies and similar technologies to:

• Improve website functionality;
• Analyse website performance;
• Maintain security;
• Remember preferences; and
• Improve user experience.

Cookie practices are explained further in our Cookie Policy.

18. Marketing and Communication Preferences

Where permitted, Optima Systems Limited may communicate information about:

• Services;
• Technology solutions;
• Updates;
• Business announcements; and
• Relevant opportunities.

Individuals may request to stop receiving promotional communications.

19. Policy Updates

Optima Systems Limited may update this GDPR & Data Protection Compliance Policy due to:

• Changes in privacy laws;
• Technology developments;
• Changes in services;
• Updated data practices;
• Third-party provider changes; or
• Business requirements.

The updated version will include revised dates.

Effective Date: 25 September 2026
Last Updated: 25 September 2026

20. Contact Us

For GDPR, data protection, privacy requests, or personal information concerns, contact:

Optima Systems Limited
Website: https://optimasystems.co/
Information Email: info@optimasystems.co
Support Email: support@optimasystems.co

Address:
GA-047-8501, HOUSE NUMBER 7, KOKOMLEMLE SAPELE CRESCENT, NEAR ATTC, ACCRA, GHANA