Privacy policy
Last updated: 3 October 2026.
1. Who we are
Pharma Optima Ltd is responsible for the personal information described in this notice and acts as its data controller.
- Company: Pharma Optima Ltd, registered in England and Wales, company number 14614225.
- Registered office: 120a Orrell Road, Orrell, Wigan, England, WN5 8HB.
- Website: https://pharmaoptima.co.uk.
- Privacy contact: contact@pharmaoptima.co.uk.
This notice covers website visitors, business enquiries and initial enquiries about working with us. It does not describe patient records or information processed when delivering clinical services. Relevant privacy information is provided separately for those activities and for formal recruitment.
Our website is intended for business and professional enquiries. Please do not send patient information, medical records, health information, identification documents or criminal record information through the contact form or general enquiry email address.
2. Information we collect
Information you provide: your name, email address, organisation or role if supplied, message and subsequent correspondence. If you enquire about working with us, this may include basic information about your professional experience. Please send only what is necessary for your enquiry.
Technical information: our hosting and security providers process information associated with requests to the website, such as IP address, requested URL, request time, browser information, referring page where supplied, and security or error information. We use aggregate traffic statistics to understand demand and website reliability.
We receive enquiry information directly from you and technical information through your interaction with the website. Providing enquiry details is voluntary. We need a contact method and sufficient information about your enquiry to respond. Fields marked as required on the form are necessary to submit it.
3. Why we use it
| Purpose | Lawful basis under the UK GDPR |
|---|---|
| Respond to business enquiries, discuss requirements and arrange requested conversations | Legitimate interests, Article 6(1)(f): communicating with prospective business customers and managing those relationships. |
| Respond to initial enquiries about working with us | Legitimate interests, Article 6(1)(f): communicating with prospective team members about relevant opportunities. Further recruitment processing is explained separately. |
| Operate, protect and maintain the website, investigate errors and assess aggregate traffic | Legitimate interests, Article 6(1)(f): providing a reliable website and protecting visitors, our systems and our business. |
| Handle data protection requests and complaints | Legal obligation, Article 6(1)(c): meeting our duties under UK data protection law. |
| Keep necessary evidence relating to a dispute or legal claim | Legitimate interests, Article 6(1)(f): establishing, exercising or defending legal claims. |
We do not add you to a marketing mailing list simply because you contact us. We do not use the information covered by this notice for automated decisions that have legal or similarly significant effects on you.
4. Who receives information
Access within Pharma Optima is limited to people who need the information for their work. We use service providers to support the website and communications:
- Cloudflare: website hosting, delivery, request processing, security and traffic statistics.
- Google Workspace: receiving, storing and managing business email.
Providers processing information on our behalf must do so under appropriate data processing terms. Their authorised subprocessors may also support these services.
We may disclose relevant information to professional advisers when needed for advice or a dispute, and to authorities where disclosure is required by law. We do not sell your personal information.
5. International transfers
Cloudflare, Google and their suppliers operate internationally. Information may therefore be processed outside the UK.
Where a transfer is restricted under UK data protection law, we use an applicable UK adequacy arrangement or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the European Commission’s Standard Contractual Clauses. You can contact us for information about the safeguards relevant to your data and how to obtain a copy.
6. How long we keep information
We keep information only for the relevant purpose. The following periods apply unless a specific legal obligation or dispute requires us to retain relevant records for longer:
| Information | Retention period |
|---|---|
| Business enquiries that do not lead to an engagement | 12 months after the enquiry is closed. |
| Initial enquiries about working with us that do not progress | 6 months after the enquiry is closed. |
| Identifiable website, security and form delivery logs | 30 days as the proposed retention period, subject to the provider’s settings. |
If an enquiry becomes a client engagement or formal recruitment process, the relevant records become subject to the retention arrangements explained for that activity. We do not keep every enquiry indefinitely on that basis.
Records of privacy requests, complaints and disputes are retained while the matter is being handled and afterwards only for the period necessary to demonstrate compliance or address a related claim, taking account of applicable legal time limits. Unrelated information is removed when no longer needed. Deleted information may remain in restricted backups until the relevant backup cycle expires.
7. Cookies and website statistics
We do not use advertising cookies, advertising pixels, session recording or browser-based analytics on this website.
Cloudflare provides aggregate statistics derived from requests handled by its network, including traffic volumes, data transfer and error rates. Technical information used to deliver and protect the website is covered by this notice. Aggregate statistics do not mean that no personal information is processed when you visit.
8. Your rights and complaints
Depending on the circumstances, you can ask to access, correct or erase your personal information, restrict its use, or receive and transfer certain information. You can object to processing based on legitimate interests. These rights are subject to the conditions and exceptions in data protection law.
Contact us using the email or postal address above to exercise a right or raise a data protection complaint. We may need proportionate information to verify your identity. We will acknowledge a data protection complaint within 30 days, investigate it and inform you of the outcome without undue delay.
You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint or 0303 123 1113.
9. Changes
We will update this notice when our processing changes and revise the date above. Where required, we will bring material changes to your attention before using your information for a new purpose.