Privacy Policy

LaunchAnAEO is operated by OPTIMA DIGITAL SYSTEMS LTD (“LaunchAnAEO”, “we”, “us” or “our”).

This Privacy Policy explains how we collect, use, store and protect personal information when you:

• visit the LaunchAnAEO website;
• contact us;
• request information;
• register or apply for LaunchAnAEO;
• purchase or use LaunchAnAEO services;
• use Agency Hub or connected LaunchAnAEO applications;
• receive marketing communications from us; or
• otherwise interact with us.

We are committed to handling personal information fairly, lawfully and transparently.

1. Who is responsible for your information

The data controller is:

OPTIMA DIGITAL SYSTEMS LTD
71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
Company number: 17404671

If you have questions about this Privacy Policy or how we use your personal information, contact us at:

Email: support@launchanaeo.com

2. Information we may collect

Depending on how you interact with LaunchAnAEO, we may collect the following categories of personal information.

Identity and contact information

• name;
• business or agency name;
• email address;
• telephone number;
• postal or business address;
• job title or role.

Account information

Where you become a customer or user, we may collect:

• account identifiers;
• organisation membership;
• user role;
• login and authentication information;
• application access information;
• subscription and entitlement information;
• account status.

Commercial and transaction information

• products or services purchased;
• subscription status;
• transaction references;
• invoices;
• billing status;
• payment-provider information.

We do not normally store complete payment-card details ourselves. Payments may be processed by an authorised payment provider or Merchant of Record.

Agency and business information

When using LaunchAnAEO, you may provide information relating to your agency or proposed agency, including:

• business name;
• target market;
• services;
• positioning;
• proposition;
• brand information;
• website requirements;
• commercial information;
• marketing information;
• prospecting and operating information.

Some of this information may relate to identifiable individuals and therefore constitute personal data.

Support and communications information

• emails;
• support requests;
• feedback;
• notes;
• screenshots supplied with support requests;
• correspondence;
• meeting information;
• records of customer-support interactions.

Marketing information

• marketing preferences;
• email subscription status;
• campaign engagement;
• enquiries;
• source or referral information.

Technical and usage information

We may collect information about how you access and use our websites and applications, including:

• IP address;
• browser type;
• device information;
• operating system;
• page views;
• application activity;
• timestamps;
• referring pages;
• technical logs;
• security events.

Where required, non-essential analytics or tracking technologies will only be used after appropriate consent has been obtained.

3. How we collect information

Directly from you

For example when you:

• complete a form;
• contact us;
• register for an account;
• purchase a service;
• configure your agency;
• submit a support request;
• attend a meeting;
• subscribe to communications.

Automatically

Certain technical information may be generated when you use our website or applications, including security logs and strictly necessary technical data.

Other analytics or tracking information may be collected through cookies and similar technologies where permitted and, where required, after consent.

From connected services

Information may be received from authorised services used to provide LaunchAnAEO, such as:

• payment providers;
• authentication providers;
• email systems;
• connected LaunchAnAEO products;
• SeenAndCited;
• support systems;
• analytics services.

From publicly available or business sources

In appropriate business-development circumstances, we may obtain professional contact information from publicly available sources or legitimate business data sources.

4. How we use personal information

To provide LaunchAnAEO

• create and administer customer accounts;
• provide access to Agency Hub;
• provide access to connected applications;
• provision products and entitlements;
• provide customer support;
• administer subscriptions;
• operate the customer activation journey;
• provide knowledge and guidance;
• deliver requested services.

To manage our customer relationship

• communicate with customers;
• provide service notices;
• respond to questions;
• manage support requests;
• organise customer meetings or working sessions;
• monitor account status;
• manage renewals and continuation.

To process transactions

• process purchases;
• administer subscriptions;
• maintain transaction records;
• manage refunds where applicable;
• meet accounting and tax obligations.

To improve our products and services

We may analyse product usage, support issues and customer feedback to:

• improve usability;
• identify product problems;
• improve customer journeys;
• understand feature usage;
• develop services.

Where practical, we use aggregated or minimised information for this purpose.

Security and fraud prevention

• protect accounts;
• detect unauthorised use;
• investigate security incidents;
• prevent fraud or abuse;
• maintain technical integrity.

Marketing

Where permitted, we may use contact and engagement information to:

• send relevant LaunchAnAEO communications;
• provide product updates;
• provide educational or marketing content;
• follow up on enquiries.

You can opt out of direct marketing at any time.

5. Our lawful bases for processing

Depending on the circumstances, we may rely on one or more lawful bases under applicable data-protection law.

Contract

Where processing is necessary to:

• provide a service you have purchased;
• manage your subscription;
• create or administer your account;
• take steps you have requested before entering into a contract.

Legitimate interests

We may rely on legitimate interests where necessary for purposes such as:

• operating and improving our business;
• responding to business enquiries;
• maintaining security;
• preventing misuse;
• understanding service performance;
• appropriate business-to-business marketing.

Where we rely on legitimate interests, we consider whether those interests are overridden by your rights and interests.

Consent

We may rely on consent for activities such as:

• certain marketing communications;
• non-essential cookies;
• analytics or advertising technologies where consent is required.

You may withdraw consent at any time.

Legal obligation

We may process information where necessary to comply with obligations relating to:

• tax;
• accounting;
• legal claims;
• regulatory requirements;
• law-enforcement requests where legally required.

The lawful basis used depends on the purpose for which the information is being processed.

6. Marketing communications

We may send marketing communications where permitted by law.

You may unsubscribe at any time by:

• using the unsubscribe link in an email; or
• contacting us at support@launchanaeo.com.

Opting out of marketing does not prevent us from sending necessary service or account communications.

7. How we share information

We may share personal information where necessary with service providers supporting our operations.

These may include providers of:

• hosting and infrastructure;
• authentication;
• email and communications;
• payment processing or Merchant of Record services;
• analytics;
• customer support;
• artificial-intelligence services;
• security;
• professional services.

We may also share information between authorised OPTIMA DIGITAL SYSTEMS LTD products where necessary to provide the LaunchAnAEO service.

This may include LaunchAnAEO, Agency Hub, Agency Blueprint, Brand Studio, CRMPlus and SeenAndCited.

Information should only be shared where necessary for the relevant purpose.

We may also disclose information where legally required or in connection with the sale, restructuring or transfer of a business or assets.

8. Artificial intelligence services

LaunchAnAEO and connected products may use artificial-intelligence services to support functions such as:

• business and agency definition;
• content generation;
• knowledge retrieval;
• recommendations;
• analysis;
• customer support;
• AI Visibility workflows.

Where personal information is sent to an external AI provider, we aim to limit the information to what is necessary for the relevant function.

The specific providers used may change as our systems evolve.

We do not intentionally require customers to provide sensitive personal information to AI services unless it is necessary for an expressly supported purpose.

9. International transfers

Some service providers may process personal information outside the United Kingdom or European Economic Area.

Where required, we use appropriate safeguards for international transfers, such as:

• adequacy decisions;
• approved contractual safeguards;
• other lawful transfer mechanisms.

10. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, security and dispute-resolution requirements.

Retention periods may vary depending on the type of information. For example:

• active account information may be retained while the customer relationship continues;
• financial and transaction records may be retained for the period required by applicable tax and accounting rules;
• support and operational records may be retained for a reasonable period after resolution;
• marketing information may be retained until consent is withdrawn or the information is no longer required;
• technical and security logs may be retained for an appropriate operational and security period.

Where an exact retention period is not specified, we use criteria such as:

• why the information was collected;
• legal requirements;
• operational need;
• risk;
• whether an account remains active.

11. Your rights

Depending on applicable law and the circumstances of the processing, you may have rights including:

• the right to access your personal information;
• the right to correct inaccurate information;
• the right to request deletion;
• the right to restrict processing;
• the right to object to certain processing;
• the right to data portability where applicable;
• the right to withdraw consent;
• rights relating to certain automated decisions.

These rights are not absolute and may depend on the lawful basis and circumstances of the processing.

To exercise a right, contact: support@launchanaeo.com

We may need to verify your identity before completing a request.

12. Complaints

If you have concerns about how we use your personal information, please contact us first so that we can investigate.

If you are in the United Kingdom, you also have the right to complain to the Information Commissioner’s Office (ICO). Further information is available from the ICO.

If you are located elsewhere, you may also have the right to contact your local data-protection supervisory authority.

13. Security

We use reasonable organisational and technical measures designed to protect personal information against:

• unauthorised access;
• accidental loss;
• misuse;
• alteration;
• disclosure;
• destruction.

No internet-based service can guarantee absolute security.

14. Third-party websites

Our website and applications may contain links to third-party websites.

We are not responsible for the privacy practices of websites or services that we do not control.

You should review the privacy information provided by those organisations.

15. Children

LaunchAnAEO is intended primarily for people establishing and operating a business.

We do not knowingly seek to collect personal information from children where doing so would be inappropriate.

16. Changes to this Privacy Policy

We may update this Privacy Policy when:

• our services change;
• our processing activities change;
• our providers change;
• legal requirements change.

The latest version will be published on this website with the updated date shown at the top.

Where a material change significantly affects how we use personal information, we will provide additional notice where appropriate.

17. Contact us

For privacy questions or requests:

OPTIMA DIGITAL SYSTEMS LTD
Address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
Email: support@launchanaeo.com