This policy explains how LangOptima Ltd collects and uses personal data through langoptima.com and its subdomains (the “Site”) and in our business dealings with you. LangOptima Ltd is the controller of that data. We are a company registered in England and Wales under company number 16407878, with our registered office at Bramble Cottage, Castle Road, Henley-in-Arden, Warwickshire, B95 5LP, United Kingdom. “Personal data” means any information relating to an identified or identifiable living person. Last updated: 28 September 2026.

Who this policy covers

This policy covers visitors to the Site, people who contact us or book a meeting with us, newsletter subscribers, and the business contacts we work with. When a client asks us to work with personal data inside its own systems during a project, we act as a processor on the client's instructions under a separate written agreement, and the client's own privacy notice applies to that data.

What we collect

When you contact us, fill in a form, subscribe to our newsletter or book a meeting, we collect the information you give us.

This typically includes:

• your name, email address, organization and job title;
• the content of your message;
• anything you choose to tell us about your project or your data;
• your newsletter preferences;
• records of our emails, calls and meetings with you, including meeting notes;
• the date and time of any meeting you book through our scheduling tool;
• technical information about your device and browser, and the pages you visit on the Site;
• your IP address and the approximate location it indicates; and
• your choices about cookies.

We do not ask for payment card details, government identification or sensitive personal data through the Site, and we ask you not to send them.

Cookies and similar technologies

Site visitors

When you visit the Site, our hosting provider, Webflow, records technical data such as your IP address, browser type, the pages you request and the date and time, so that it can deliver the Site and keep it secure. With your consent, cookies and similar technologies also record how you use the Site, as described in the cookie section below.

Cookies are small files a website places on your device. Necessary cookies make the Site work and remember your cookie choice. We set non-essential cookies only after you agree in our cookie banner, and you can change your choice at any time. Most browsers also let you block or delete cookies in their settings.

Similar technologies, such as tracking pixels in web pages or emails, can tell us whether a page was viewed or an email was opened. We use them only for the purposes described in this policy.

If you contact us, we use your details to reply and to discuss the work you are interested in.

Clients and business contacts

If you are a client, or you work for one, we use your contact details and our correspondence with you to deliver our services, manage the engagement and send invoices.

If you work at an organization we believe may be interested in our services, we may hold your business contact details, gathered from public sources such as your employer's website or professional networks, and contact you about our work. You can ask us to stop at any time.

We may take notes of our meetings and calls, including with a note-taking tool that produces a transcript.

How we use your personal data

Our lawful bases

Under UK data protection law we rely on: our legitimate interests in running our business, responding to enquiries, keeping in touch with business contacts and improving the Site; your consent, for non-essential cookies and our newsletter; the performance of a contract with you or your organization; and compliance with our legal obligations, such as keeping financial records.

We do not use your personal data to make automated decisions that have legal or similarly significant effects on you.

Keeping the Site secure

We review technical logs to detect misuse, fraud and security threats and to keep the Site running.

Newsletter and marketing

If you subscribe to our newsletter, we send it to the email address you give us. Every issue includes a link to unsubscribe.

We may also email business contacts about work relevant to their role. You can opt out at any time by replying or using the unsubscribe link, and we will stop.

We may use aggregated, anonymized information about how the Site is used to improve it. That information does not identify you.

Who we share personal data with

We do not sell or rent your personal data. We share it only as described below.

Service providers

We use trusted providers who process personal data on our behalf, under written terms that require them to protect it. They include Webflow (website hosting and forms), Calendly (meeting booking), Google (email, analytics and advertising measurement), RB2B (business visitor identification) and Cookiebot by Usercentrics (cookie consent), along with our customer relationship management, email and note-taking tools.

Delivery partners

Where a project is delivered together with one of our technology or delivery partners, we share the contact details needed to deliver it, with your organization's knowledge. Questions about this can go to edwin.trebels@langoptima.com.

Legal requirements

We may disclose personal data where the law requires it, or where we believe in good faith that it is necessary to establish, exercise or defend legal claims, to enforce our agreements, or to protect the rights, property or safety of LangOptima, our clients or others.

Business transfers

If LangOptima is involved in a merger, acquisition, restructuring or sale of assets, personal data may transfer to the new owner, who will be bound by this policy or will tell you of any change.

Analytics

Google Analytics. With your consent, we use Google Analytics to understand how visitors use the Site, such as which pages are viewed and how visitors arrived. We use it only to improve the Site, not to identify you. You can withdraw consent in our cookie settings, or block Google Analytics with Google's browser add-on at tools.google.com/dlpage/gaoptout. For Google's own privacy practices, see https://www.google.com/policies/privacy/.

International transfers

Some of our providers store or process personal data outside the UK, including in the United States. Where they do, we rely on safeguards recognized under UK law, such as the UK Extension to the EU-US Data Privacy Framework or the International Data Transfer Addendum to the Standard Contractual Clauses.

How long we keep personal data

We keep personal data only as long as we need it for the purposes above. Contact and correspondence records are kept while our relationship continues and for a reasonable period after our last contact. Client and financial records are kept for as long as the law requires, usually six years after the end of the financial year. Newsletter details are kept until you unsubscribe.

Your rights

Under UK data protection law you have the right to access your personal data, to have it corrected or erased, to restrict or object to its use (including for direct marketing), to data portability, and to withdraw consent at any time. To exercise any of these rights, email edwin.trebels@langoptima.com. We will respond within one month.

You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk. We would appreciate the chance to deal with your concern first, so please contact us before you do.

Opting out of marketing

You can choose at any time to opt out of receiving marketing communications from us by following the removal instructions on the bottom of our communications to you.

If you have any question about the personal data we hold about you, contact us at edwin.trebels@langoptima.com.

Visitors in the European Economic Area

If you are in the European Economic Area (EEA), you have the same rights under the EU General Data Protection Regulation (GDPR), and you may also complain to the data protection authority in your country.

Visitors in the United States

We do not sell personal data. If you live in a US state that gives you rights over your personal data, you can ask us what we hold about you and ask us to correct or delete it by contacting us as described below.

Children

The Site is intended for business users. We do not knowingly collect personal data from children under 16. If you believe a child has sent us personal data, please contact us and we will delete it.

Links to other websites

The Site links to websites we do not control, including those of our partners. Their own privacy policies apply to any data they collect.

Security

We use appropriate technical and organizational measures to protect personal data, including access controls and encryption in transit. No internet transmission is completely secure, so please think carefully about what you send us by email.

Changes to this policy

We may update this policy from time to time. We will publish the new version on this page with a new date, and where a change is significant we will tell you by email or on the Site.

Contact us

LangOptima Ltd is the controller of your personal data. For any question about this policy or your personal data, write to LangOptima Ltd, Bramble Cottage, Castle Road, Henley-in-Arden, Warwickshire, B95 5LP, United Kingdom, or email us.

Email: edwin.trebels@langoptima.com.