Privacy Policy

Privacy Policy 
1. Who We Are

OJM Businesses
Website: ojmbusinesses.co.uk
Main Email: info@ojmbusinesses.co.uk
Data Protection Contact: dataprotection@ojmbusinesses.co.uk

2. What Data We Collect

We may collect and process the following personal data:

  • Full name
  • Email address
  • Phone number and mobile number
  • Business name and information
  • Address
  • Website and domain details
  • Payment information
  • Meeting details and communications
  • Usage data from our website and services
  • Microsoft Entra ID profile data (full name, account usage, location usage)

Clients may also create an account to access our client portal.

3. How We Collect Your Data

We collect data in the following ways:

  • Directly from you via forms, emails, phone calls, or meetings
  • Automatically through cookies and analytics tools
  • Through recorded Microsoft Teams meetings (with prior notice)
  • Automatically via Microsoft Entra ID when creating collaboration profiles

4. How We Use Your Data

We use your data to:

  • Provide and manage our services
  • Communicate with you
  • Facilitate collaboration via Microsoft Entra ID (Microsoft’s Privacy Policy)
  • Maintain internal records (via Microsoft SharePoint and our CRM system)
  • Improve our website and services
  • Comply with legal obligations

Meeting Recordings and Transcripts

  • We record Microsoft Teams meetings for operational and safety purposes.
  • Video recordings are retained for 120 days before automatic deletion.
  • Transcripts are generated for every meeting, sent to the client, and stored for note-taking and compliance purposes.
  • Occasionally, we may retain video recordings beyond 120 days, but clients will be clearly notified and the copy will be added to their customer profile in the Client Portal (SharePoint).

Customer Relationship Data

We may process information relating to our customer relationships, including customer contact information (“customer relationship data“). This may include your name, employer, job title, contact details, and communications. The source of this data is you.
This data is processed for managing relationships, communication, record-keeping, and promoting our services. The legal basis is consent.

We may also record private notes and tags about your interests to improve service and analyze trends (e.g., how many clients request a specific feature).

We do not sell your personal data.

5. Legal Basis for Processing

  • Contractual necessity – to deliver services you’ve requested
  • Legitimate interests – for business operations and service improvement
  • Consent – for marketing or meeting recordings (where applicable)
  • Legal obligation – to comply with applicable laws

6. Cookies

Client Portal: We use Jetpack CRM for contact management. This may use cookies to track page views and personalize content. Jetpack CRM Privacy Policy

We also use:

  • Google Analytics
    • _ga – Tracks user activity
    • _ga_# – Distinguishes individual users
  • WordPress Emoji Support
    • wpEmojiSettingsSupports – Enables emoji support

You can manage cookie preferences through your browser settings.

7. Data Storage

Your data is securely stored in:

  • Microsoft SharePoint
  • Our CRM system
  • Microsoft Teams (for recorded meetings)
  • Microsoft Entra ID (for collaboration profiles)
  • Freshdesk (our new support portal for ticketing and customer service)

We automatically create user profiles in Microsoft Entra ID for document collaboration. Clients may opt out by contacting dataprotection@ojmbusinesses.co.uk.

8. Data Retention

  • Personal data is retained only as long as necessary or as required by law.
  • Meeting videos: 120 days before deletion (unless otherwise agreed).
  • Meeting transcripts: retained for operational and compliance purposes.

9. Your Rights

You have the right to:

  • Access your data
  • Rectify inaccurate data
  • Request erasure
  • Restrict or object to processing
  • Data portability
  • Withdraw consent at any time

To exercise your rights, contact dataprotection@ojmbusinesses.co.uk.

10. Third Parties

We do not sell your data. We may share it with trusted service providers (e.g., Microsoft, Freshdesk) under strict data processing agreements.

11. International Transfers

Where data is transferred outside the UK/EU, we ensure appropriate safeguards such as Standard Contractual Clauses approved by the European Commission or UK ICO.

12. AI Integration

We have implemented Microsoft Copilot into our daily operations to assist with productivity and client support. Copilot processes data in accordance with Microsoft’s privacy standards.

13. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website.