Data Privacy Policy

🏢1. About Olasystems & Scope

Olasystems ("we," "us," or "our") is a technology company incorporated in the United States, providing professional services and software engineering services to businesses and individuals globally. Our offerings include software development, technology consulting, system integration, and related engineering solutions.

This Privacy Policy explains how Olasystems collects, uses, stores, shares, and protects personal data about individuals who interact with us — including website visitors, prospects who submit information through our LinkedIn Lead Generation forms, clients, and service users.

This policy is designed to comply with applicable data protection laws including the California Consumer Privacy Act (CCPA), the California Privacy Rights Act (CPRA), applicable US state privacy laws, and where applicable the EU General Data Protection Regulation (GDPR) and UK GDPR.

📋2. Data We Collect

We collect only the personal data necessary for the purposes described in this policy.

2.1 LinkedIn Lead Generation Form Data

2.2 Additional Data We May Collect

• Website usage data: pages visited, session duration, browser type, IP address, and referral source.
• Communication records: emails, WhatsApp messages, and meeting notes exchanged with our team.
• Contract & billing data: company name, billing address, and payment reference numbers. We do not store full card details.
• Technical data: system logs, API tokens, and credentials shared for software project delivery.

🔍3. How We Collect Data

• LinkedIn Lead Gen Forms: when you submit your details in response to our LinkedIn campaigns.
• Our website at olasystemsc.com: contact forms, enquiry forms, newsletter sign-ups, and live chat.
• Direct communications: emails, WhatsApp messages, phone calls, or in-person meetings.
• Project onboarding: information you share during client engagement and service delivery.
• Publicly available sources: LinkedIn profiles and company websites, only where legally permissible and relevant to our services.
• Cookies & analytics tools: see Section 12 for full details.

⚖️4. Purpose & Legal Basis for Processing

We process personal data only when we have a valid legal basis to do so.

💼5. LinkedIn Lead Generation Forms — Specific Disclosures

Olasystems uses LinkedIn Lead Gen Forms as part of our marketing activities to connect with professionals who may benefit from our software engineering and professional services.

5.1 What Happens When You Submit a Form

• LinkedIn securely transmits your form data to Olasystems via the LinkedIn Campaign Manager integration.
• Your data is stored in our CRM and lead management system.
• A member of the Olasystems team will contact you — via your work email or WhatsApp — within 2–5 business days.

5.2 LinkedIn's Own Privacy Practices

LinkedIn (operated by LinkedIn Ireland Unlimited Company) is an independent data controller in relation to your LinkedIn profile. Please review LinkedIn's Privacy Policy to understand how they handle your data on their platform.

5.3 Technology Stack Information

We collect technology stack details solely to personalise our engineering service recommendations to your existing technical environment. This information is used exclusively for service delivery and is never sold to third parties.

5.4 WhatsApp Communication

By providing your WhatsApp number, you expressly consent to Olasystems contacting you via WhatsApp for business communication purposes, including responding to your enquiry. You may opt out at any time by replying "STOP" to any WhatsApp message or by emailing privacy@olasystemsc.com.

🎯6. How We Use Your Data

• Respond to your enquiry and assess whether our services are a good fit for your needs.
• Prepare and deliver tailored service proposals and quotations.
• Onboard and serve you as a client for professional or software engineering engagements.
• Send relevant updates, case studies, and service announcements — with opt-out available at any time.
• Improve our marketing targeting using aggregated, anonymised data.
• Fulfil our legal, regulatory, and contractual obligations.
• Protect against fraud, misuse, and security threats.

🤝7. Data Sharing & Third Parties

Olasystems does not sell your personal data. We may share data with the following trusted categories of third parties, strictly for the purposes described in this policy:

• CRM & Sales Tools: Platforms used to manage leads and client relationships (e.g., HubSpot, Zoho CRM).
• Email & Communication Providers: Services used to send business communications.
• Cloud Infrastructure Providers: Secure hosting and data storage (e.g., AWS, Google Cloud).
• LinkedIn: The platform through which lead gen form data is initially captured.
• Legal & Compliance Advisors: Where required to meet legal obligations or protect our rights.
• Law Enforcement / Regulatory Authorities: Where we are legally required to disclose information.

All third-party processors are bound by data processing agreements requiring them to maintain data protection standards at least equivalent to ours.

🗃️8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law.

Upon expiry of the applicable retention period, all data will be securely deleted or irreversibly anonymised.

🔒9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction:

• Encryption: Data in transit is protected via TLS/SSL; data at rest uses industry-standard encryption protocols.
• Access Controls: Personal data is accessible only to authorised Olasystems personnel with a legitimate business need.
• Role-Based Permissions: Access to sensitive data is restricted by job function and reviewed regularly.
• Security Reviews: We conduct periodic assessments of our data handling and security practices.
• Vendor Assessments: Third-party processors are evaluated for security compliance before engagement.
• Incident Response: We maintain documented procedures to detect, report, and respond to data breaches promptly.

🌍10. International Data Transfers

Olasystems is headquartered in the United States. If you are accessing our services from outside the US — including from the European Economic Area (EEA), United Kingdom, or other jurisdictions — your personal data may be transferred to and processed in the United States.

Where we transfer data internationally, we ensure appropriate safeguards are in place, which may include:

• Standard Contractual Clauses (SCCs) approved by the European Commission or relevant data protection authorities.
• Adequacy decisions where applicable.
• Binding corporate rules or equivalent contractual protections with our vendors.

We also use cloud service providers whose infrastructure may be located in multiple countries. All such providers are required to maintain adequate data protection standards.

🛡️11. Your Rights

Depending on your jurisdiction, you have the following rights regarding your personal data. We are committed to honouring these rights in accordance with applicable law.

To exercise any of these rights, please contact us at privacy@olasystemsc.com or call +1 (929) 236-9562. We will respond within 30 days of receiving your verified request. We may need to verify your identity before processing your request.

California Residents — Additional Rights (CCPA / CPRA)

• The right to know what personal information is collected, used, shared, or sold.
• The right to opt out of the sale or sharing of personal information.
• The right to non-discrimination for exercising your privacy rights.
• The right to correct inaccurate personal information.
• The right to limit use and disclosure of sensitive personal information.

Opting Out of Marketing

You may opt out at any time by clicking the unsubscribe link in any email we send, replying "STOP" to any WhatsApp message, or emailing privacy@olasystemsc.com.

🍪12. Cookies & Tracking Technologies

Our website at olasystemsc.com uses cookies and similar tracking technologies to enhance your browsing experience and understand how visitors interact with our site.

• Essential Cookies: Necessary for the website to function correctly. These cannot be disabled.
• Analytics Cookies: Help us understand page visits and traffic sources (e.g., Google Analytics). Data is anonymised where possible.
• Marketing Cookies: Used to measure LinkedIn campaign effectiveness and serve relevant retargeted content. These require your consent.
• Functional Cookies: Remember your preferences such as language or region settings.

You can manage your cookie preferences through your browser settings or via our cookie consent banner when you first visit our website. Disabling certain cookies may affect your experience on our site.

LinkedIn Insight Tag

We use the LinkedIn Insight Tag on our website to track conversions from LinkedIn campaigns, retarget website visitors, and gain audience insights. You can opt out of LinkedIn's tracking via LinkedIn's privacy settings.

👶13. Children's Privacy

Olasystems' services are directed at business professionals and are not intended for individuals under the age of 16 (or 13 where applicable under US federal law). We do not knowingly collect personal data from children.

If we become aware that we have inadvertently collected personal data from a child below the applicable age threshold, we will take immediate steps to delete that information. If you believe we may hold data relating to a minor, please contact us immediately at privacy@olasystemsc.com.

📝14. Changes to This Policy

Olasystems reserves the right to update this Privacy Policy at any time to reflect changes in our practices, services, or applicable law. When we make material changes, we will:

• Update the Effective Date at the top of this page.
• Notify existing clients and leads by email where changes materially affect how we handle their data.
• Display a prominent notice on our website at olasystemsc.com for a reasonable period.

Continued use of our services or engagement with Olasystems after the effective date of any update constitutes acceptance of the revised policy.