Privacy notice

Who we are

LP Optimisation Limited ("LP Optimisation", "we", "us") is the data controller for the personal information described in this notice. We are registered in England and Wales, company number 17089629.

Registered office: 35 Humberston Avenue, Grimsby, DN36 4SW.

For anything to do with your data, email [email protected].

What we collect and why

When you get in touch

If you call, email or message us, we keep what you tell us: your name, your venue, your contact details, and details about your current suppliers, bills and contracts. We use this to answer you, look at your options and, if you ask us to, arrange a switch.

We may also contact you by phone, email or WhatsApp about your enquiry.

WhatsApp messages between you and us are handled through Meta's WhatsApp Business platform.

Call recording and transcripts

Calls may be recorded and transcribed for training and quality. We keep call recordings for 12 months. After that the audio is deleted and we keep the written transcript as a record of what was agreed.

Automated tools

Calls may be transcribed and summarised using automated (AI) tools, so we keep accurate records of what was said and agreed. These tools help us take notes. People make all the decisions.

Some of the providers we use, for example for transcription, hosting and email, may process data outside the UK. When they do, we use safeguards approved under UK law: the International Data Transfer Agreement (IDTA), the UK Addendum to the EU standard contractual clauses, or a UK adequacy decision for the country concerned.

Finding venues to contact

We contact hospitality businesses we think we could help. We find them using public sources, such as business directories, company records, venue websites and licensing registers. We collect business contact details, such as a venue's name, address, phone number and the names of owners or managers where they are published. We use these to make a first business-to-business call or email. If you ask us not to contact you again, we won't, and we'll keep a short note so we don't contact you by mistake.

Checking numbers before calls

We use a screening service to check business phone numbers against both the Telephone Preference Service (TPS) and Corporate TPS (CTPS) registers. Our sales system blocks calls to any number found on either register. It also blocks calls to any business on our own do-not-contact list, which is where we record everyone who has asked us not to contact them again.

Deciding who to contact first

We rank businesses using business information, such as the type of venue, its public rating and its location, to decide who to contact first. We don't make any automated decisions that have legal or similarly significant effects on individuals.

Google user data (our sales team app)

Our team uses an internal sales system. If a member of our staff connects their Google account (Google Calendar) to it, we use the data from Google only to:

confirm which Google account is connected (its email address)
read and create calendar events and meeting links for calls booked with venues

We don't sell this data or use it for advertising. People don't read it except where that's needed to provide the feature, for security, or where the law requires it. Staff can disconnect their Google account at any time.

LP Optimisation's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Who we share it with

Our partners: only when you ask us to go ahead with a provider. We then share what they need to give you a quote or set up the service.
IT providers: companies that host our email, phone, CRM and file storage. They only process data on our instructions.
Others when required by law: for example, if we are legally required to share information with a regulator or the police.

We do not sell your data. Where a provider stores data outside the UK, we make sure suitable safeguards are in place, such as the UK's approved contract clauses.

Our lawful bases

Legitimate interests: answering enquiries, contacting businesses we could help, recording calls for training and quality, and keeping records. We weigh these against your rights and you can object at any time.
Contract: when you ask us to take steps for you, such as getting a quote or arranging a switch.
Consent: where the law requires it, for example some marketing to sole traders and partnerships. You can withdraw consent at any time.
Legal obligation: keeping records we must keep by law.

How long we keep it

We keep enquiry and client records for as long as we're working with you and for up to 6 years after, for legal and accounting reasons. Call recordings are kept for 12 months, then the audio is deleted and the transcript kept with your record. Prospecting details are deleted when they're no longer useful, or kept as a "do not contact" note if you ask us to stop.

Your rights

Under UK GDPR you have the right to:

ask for a copy of the data we hold about you
ask us to correct or delete it
ask us to restrict how we use it, or object to us using it
object to direct marketing at any time
ask us to move your data to another organisation, where this applies

To use any of these rights, email [email protected]. We'll reply within one month.

How to delete your data

Email [email protected] with the subject "Delete my data". Tell us your name and the business, phone number or email address we have for you, so we can find your records.

What we'll delete: your contact details, our notes about you, call recordings and transcripts, messages, and calendar entries for calls with you.

What we must keep: records the law requires us to keep, such as accounting records for any service you went ahead with, and a short do-not-contact note (your business name and the number or email address) so we never contact you again by mistake.

We'll reply within one month and confirm when it's done.

Complaints

If you're unhappy with how we've handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

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Changes

We may update this notice. The date at the top shows when it last changed.