Privacy Policy
Last updated: 22/06/2025
OJM Businesses (comprising OJM Web Design and OJM IT Solutions) is committed to protecting your personal data and respecting your privacy. This policy outlines how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR), the EU GDPR (where applicable), and the Data Protection Act 2018.
1. Who We Are
OJM Businesses
Website: ojmbusinesses.co.uk
Main Email: mail@crm.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
- Maintain internal records (via Microsoft SharePoint and our CRM system)
- Improve our website and services
- Comply with legal obligations
We do not sell your personal data.
5. Legal Basis for Processing
We process your data under the following lawful bases:
- 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
We use cookies to enhance your experience. The cookies we use include:
| Cookie Name | Domain | Purpose | Duration | Type |
|---|---|---|---|---|
| ga* | .ojmbusinesses.co.uk | Google Analytics – stores and counts page views | 1 year 1 month 4 days | Analytics |
| _ga | .ojmbusinesses.co.uk | Google Analytics – tracks site usage and assigns unique visitor IDs | 1 year 1 month 4 days | Analytics |
| wpEmojiSettingsSupports | ojmbusinesses.co.uk | WordPress – checks emoji support in your browser | Session | Necessary |
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)
We automatically create user profiles in Microsoft Entra ID to enable document collaboration. These profiles include your full name, account usage, and location usage. Clients may opt out of this by contacting dataprotection@ojmbusinesses.co.uk.
8. Data Retention
We retain personal data only as long as necessary for the purposes outlined above or as required by law.
9. Your Rights
You have the right to:
- Access your data at any time
- Rectify inaccurate data
- Request erasure
- Restrict or object to processing
- Data portability
- Withdraw consent at any time
To exercise your rights, contact us at dataprotection@ojmbusinesses.co.uk.
10. Third Parties
We do not sell your data. We may share it with trusted service providers (e.g., Microsoft) under strict data processing agreements to support our services.
11. International Transfers
Where data is transferred outside the UK/EU, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission or UK ICO.
12. Changes to This Policy
We may update this policy from time to time. The latest version will always be available on our website.