Privacy notice

Who we are

OH Software is a trading name of Ostrom-Hall Software Ltd, a company registered in England and Wales (company number 15798739), registered office 2 Coleson Hill Road, Farnham, Surrey, GU10 4QQ. We are the controller of the personal information described in this notice.

If you have any questions about this notice or how we use your information, email us at [email protected].

What we collect and where it comes from

When you contact us. If you fill in our enquiry form or email us, we collect your name, email address, company name and whatever you tell us about your business and the processes you want to improve.

When you become a client. We keep the contact details of the people we work with, the agreed plan and billing details, and records of our correspondence and the work we do.

When we look for businesses we could help. We research UK limited companies that may benefit from our services. For this we use:

• the public register at Companies House (company details and the names, roles and appointment dates of directors and officers)
• information that businesses publish themselves, such as their website and business social media profiles (for example a work email address, phone number or LinkedIn page)

We do not collect dates of birth, home addresses or nationality, even where they appear on the public register, and we record where each contact detail came from.

When you visit this website. Our servers keep standard technical logs (such as IP address, browser and the pages requested) to keep the site secure and working.

How we use it, and our legal basis

• To reply to your enquiry and arrange your process review: our legitimate interests in responding to people who contact us, and taking steps at your request before entering into a contract.
• To deliver and support our services for clients: to perform our contract with you.
• To contact businesses about our services: our legitimate interests in promoting our services to UK limited companies. We only email business addresses, keep messages relevant to the business, and every email tells you how to opt out. We have assessed that this use is proportionate and does not override your rights.
• To keep business and accounting records: to comply with our legal obligations.
• To keep this website secure: our legitimate interests in protecting our systems.

We do not sell your information, and we do not make decisions about you based solely on automated processing.

Opting out of marketing

You can ask us to stop contacting you at any time by replying to any of our emails or writing to [email protected]. We will stop straight away. We keep a minimal record (your name, email address and company) marked “do not contact” so we can make sure we never contact you again.

Who we share it with

We use trusted service providers to run our business. They only process your information on our instructions and under a written contract:

• hosting and database providers for this website and our systems
• email providers, to send and receive email
• AI tools that help us research publicly available business information and draft emails. A person reviews every email before it is sent.

Some of these providers may process information outside the UK. Where they do, we make sure it is protected by UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement.

We may also share information if the law requires it, or with professional advisers such as our accountants.

How long we keep it

• Enquiries and business contacts who do not become clients: up to two years after our last contact.
• Clients: for as long as we work together, then six years after the contract ends, for legal and accounting purposes.
• “Do not contact” records: for as long as we need them to respect your request.
• Server logs: a short period, usually no more than 90 days.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the information we hold about you
• ask us to correct information that is wrong
• ask us to delete your information
• ask us to restrict how we use your information
• object to how we use your information, including an absolute right to object to direct marketing
• ask us to transfer information you gave us to another organisation, where this applies

To use any of these rights, email [email protected]. We will respond within one month.

Cookies

This website only uses cookies that are strictly necessary for it to work, such as keeping forms secure. We do not use advertising or analytics cookies.

Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last changed.