Reviewed 04 August 2025
Effective Date: 08 August 2025
Company: OMFINITIVE LIMITED
Company Number: 14201642
Registered Office: Suite 5, 3-5 Balfour Road, Ilford, England, IG1 4HP
Email: info@omfinitive.com

 

1. INTRODUCTION

This Privacy Policy applies to the Omfinitive Document Holder platform (“the Platform”), owned and operated by Omfinitive Limited. The Platform is designed to securely store, manage, and share documents between authorised users, ensuring compliance with data protection laws and safeguarding confidential information.

We are committed to protecting the privacy of all users — including clients, employees, administrators, and authorised third parties — and to processing personal data in compliance with the UK Data Protection Act 2018, the UK GDPR, and other applicable laws.

This document explains:

• The types of personal data we collect.
• How we process, store, and secure that data.
• The lawful basis for processing.
• Your rights as a data subject.

By using the Platform, you agree to the terms of this Privacy Policy.

 

2. THE REGULATION

This Privacy Policy is designed to comply with:

• The UK Data Protection Act 2018.
• The UK GDPR and, where applicable, the EU GDPR (Regulation (EU) 2016/679).
• Applicable information security and compliance standards relevant to document management.

 

3. THE DATA CONTROLLER

Omfinitive Limited is the data controller responsible for personal data processed on the Document Holder Platform.

Contact:
Email: info@omfinitive.com

 

4. SUPERVISORY AUTHORITY

Our lead supervisory authority is the Information Commissioner’s Office (ICO) in the United Kingdom. You have the right to make a complaint to the ICO at www.ico.org.uk if you believe we are processing your data unlawfully.

 

5. ACCURACY OF DATA

All users are responsible for ensuring that the personal data they provide through the Platform is accurate and up-to-date. Please notify us immediately if any details change.

 

6. CHILDREN’S DATA

This Platform is not intended for use by individuals under 18. We do not knowingly collect data from minors.

 

7. WHAT IS PERSONAL DATA?

Personal data means any information relating to an identifiable natural person. On the Document Holder Platform, this may include:

• Identity data (full name, job title, company affiliation).
• Contact data (email address, phone number, postal address).
• Document metadata (file names, timestamps, document history).
• User credentials and access logs.
• Information contained within uploaded documents (which may include sensitive or special category data).

 

8. WHAT DATA DO WE COLLECT AND WHY?

We collect and process personal data to:

• Provide secure document storage and retrieval.
• Enable controlled document sharing between authorised users.
• Maintain audit trails for compliance purposes.
• Prevent unauthorised access, data breaches, and misuse.
• Comply with legal and regulatory requirements.

 

9. HOW WE COLLECT YOUR DATA

We collect data:

• Directly from you when you register or upload documents.
• From your employer or organisation (authorised administrator).
• Automatically via security logs, access monitoring, and usage tracking.
• From third parties only when lawfully authorised (e.g., compliance verification services).

 

10. LAWFUL BASIS FOR PROCESSING

We process personal data under the following legal bases:

• Performance of a contract with you or your organisation.
• Compliance with legal obligations (e.g., data retention, audit requirements).
• Legitimate interests in ensuring platform security, compliance, and operational effectiveness.
• Your explicit consent, when required.

 

11. SHARING AND DISCLOSURE OF YOUR DATA

We may share personal data with:

• Your organisation’s authorised administrators.
• IT service providers supporting the platform.
• Legal, regulatory, or law enforcement authorities when required.

We do not sell your data to third parties.

 

12. RETENTION OF PERSONAL DATA

We retain uploaded documents and related metadata for the duration of your subscription and any legally required retention period. At the end of this period, data is securely deleted or anonymised.

 

13. YOUR RIGHTS UNDER DATA PROTECTION LAW

You have the right to:

• Access your data.
• Request corrections or updates.
• Request deletion, subject to legal requirements.
• Restrict or object to processing.
• Request data portability.

 

14. DATA SECURITY

We use industry-standard measures to protect data, including:

• End-to-end encryption for file transfers and storage.
• Multi-factor authentication for account access.
• Access control based on user roles.
• Continuous system monitoring and intrusion detection.

 

15. INTERNATIONAL TRANSFERS

If data is transferred outside the UK/EEA, we ensure adequate safeguards are in place, such as Standard Contractual Clauses.

 

16. UPDATES TO THIS POLICY

We may update this Privacy Policy from time to time. Updated versions will be posted on the Platform with a revised “Effective Date.”

 

17. CONTACT INFORMATION

For questions or concerns, contact:
Email: info@omfinitive.com