Privacy Policy

Privacy Policy 
Last updated: 22/06/2025 

OJM Businesses (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: 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 full privacy policy can be viewed here: https://www.microsoft.com/en-gb/privacy/privacystatement) 
  • Maintain internal records (via Microsoft SharePoint and our CRM system) 
  • Improve our website and services 
  • Comply with legal obligations 
  • We may process information relating to our customer relationships, including customer contact information (“customer relationship data“). The customer relationship data may include your name, your employer, your job title or role, your contact details, and information contained in communications between us and you or your employer. The source of the customer relationship data is you. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting our products and services to customers. The legal basis for this processing is consent. 
  • This means, while we build up our relationship with you, we may record information pertaining to our relationship in the form of private notes and tags about your interests. This data can be used to give trend analysis (e.g. how many people are requesting “X” and then we may use this data to prioritise our workload). 

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 

Client Portal: We use Jetpack CRM to provide contact relationship management. This service may use cookies to track your page views, and show or hide content based on your contact record. You can view the privacy policy of this service provider at http://jetpackcrm.com/privacy-policy/ 

We use cookies to enhance your experience. The cookies we use include: 

Google Analytics 

cookie name  description domain 
_ga  Records a particular ID used to come up with data about website usage by the user .ojmbusinesses.co.uk 
_ga_#  Used to distinguish individual users by means of designation of a randomly generated number as client identifier, which allows calculation of visits and sessions .ojmbusinesses.co.uk 

.voices.com 

cookie name  description domain 
wpEmojiSettingsSupports  This cookie is utilized to enable emoji support on pages using WordPress. ojmbusinesses.co.uk 

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.