Privacy Policy

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Please Read This Privacy Policy Carefully


Welcome to the website of Omfax Systems Ltd.

Omfax Systems Ltd respects your privacy and is committed to safeguarding and protecting your personal data. This Privacy Policy will inform you as to how we will look after your personal data when you visit our website (regardless of where you visit it from), why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others, how we keep it secure, tell you about your privacy rights and how the law protects you.

This website is not intended for children and we do not knowingly collect data relating to children.

We do update this Policy from time to time so please review it regularly.


Omfax Systems Ltd is the ‘controller’ and responsible for your personal data. We have appointed a Data Privacy Manager who is responsible for overseeing and responding to any questions you may have about this privacy policy, including any requests to exercise your legal rights. Please see their contact details set out below.

Our full contact details are:
GDPR Officer: Gavin Kelly
Omfax Systems Ltd, 23A Church Road, Poole, Dorset, BH14 8UF
T: 01869 242967 E:

Changes to this Privacy Policy and your Duty to Inform us of any Changes

  • It is important that the personal data we hold about you is accurate and current.
  • Please keep us informed if your personal data changes during your relationship with us.

Information We Collect

Personal Information means any information that may be used to identify an individual, including, but not limited to, a first and last name, a physical address and an email address or other contact information.

  • Google Analytics: When someone visits we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
  • Mailing Lists – Information We Collect: Information you voluntarily provide to us when you directly interact or correspond with us by post, phone, email, opt-in or sign up for/ subscribe to any of our promotional emails or send us an email, or communicate with us in any way, you are voluntarily giving us information that we collect. That information may include either your physical address, email address, IP address, phone number, as well as details including gender, occupation, location, purchase history, and other demographic information. By giving us this information, you consent to this information being collected, used and stored by us, as described in this Privacy Policy.
  • Please note Omfax Systems Ltd cannot guarantee the security of data that you choose to send us electronically, and sending such information is at your own risk.

Use of Cookies

Cookies provide information regarding the computer used by a visitor. Some of our Web pages utilise “cookies” and other tracking technologies. A “cookie” is a small text file that may be used, for example, to collect information about Web site activity.

Tracking technologies may record information such as Internet domain and host names; Internet protocol (IP) addresses; browser software and operating system types; clickstream patterns; and dates and times that our site is accessed. Our use of cookies and other tracking technologies allows us to improve our website and your web experience. We may also analyse information that does not contain Personal Information for trends and statistics.

Where used, these cookies are downloaded to your computer and stored on the hard drive however the cookies will not personally identify you. Some cookies and other technologies may serve to recall Personal Information previously indicated by a Web user. Most browsers allow you to control cookies, including whether to accept them and how to remove them. You may set most browsers to notify you if you receive a cookie, or you may choose to block cookies with your browser. If you disable or refuse Cookies, please note that some parts of this website may become inaccessible or not function properly.

How do we use this information?

Most commonly, we will use your personal data in the following circumstances:

  • Where it is necessary for our Legitimate Interests (or those of a third party) and your interests and fundamental rights do not override those interests. Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our Legitimate Interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
  • Where we need to perform the contract, we are about to enter into or have entered into with you.
  • Under a Performance of Contract. Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
  • Where we need to comply with a legal or regulatory obligation.
  • Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by emailing us requesting us to do so.

Mailchimp emails

We use a third-party provider, MailChimp via our own account, to deliver our emails. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our email services. For more information, please see MailChimp’s privacy notice. Mailchimp Privacy Policy

We may contact you from time to time to provide information to you relating to other products or services that may be of interest to you, that integrate with our Keyfax product suite, or to inform you of any changes to our services or to provide information to you that you request from us. This will only be provided where you have provided consent to receive such communication.

Our communications will be occasional only and we provide the capability for you to control your marketing preferences. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing our Data Privacy Manager, Gavin Kelly at

Our CRM System

We will only share information within Omfax Systems Ltd and the information you share is processed through a secure data centre stored in the UK. The information is processed through Microsoft Dynamics 365 (CRM software) and internal operating systems, with relevant governance controls and security levels. We hold business contact details but NOT personal home phone numbers or home addresses.

We do not sell data.

If at any time the business is sold, information will be passed to the buyer under a non-disclosure agreement.

Data Security

We have put in place appropriate security measures such as encryption to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention – how long will you use my Personal Data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, or for as long as contractually required.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six (6) years after they cease being customers for tax purposes.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Under the General Data Protection Regulation (GDPR) – Your Legal Rights

You are entitled to access, view, amend, restrict or delete the personal information that we hold.

Omfax Systems Limited will always provide the opportunity to opt-out of receiving future communications and fully respects such requests.

Under certain circumstances, you have rights under data protection laws in relation to your personal data as listed below:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
  • Object to processing of your personal data where we are relying on a Legitimate Interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
  • The right to be forgotten – It is Omfax’s policy to de-activate data within its Dynamics 365 system, however, you can ask us to delete the information that we hold about you in certain circumstances. For example, where we no longer need the information. Omfax Systems Limited reviews the retention of personal data records on a regular basis using alerts in its Microsoft Dynamics 365 CRM software.

Please email, if you wish to exercise any of these rights.

No Fee Usually Required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time Limit to Respond

We try to respond to all legitimate requests within forty (40) calendar days from the date of receipt of your request. Occasionally it may take us longer, if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. Where you are sending us a request via post rather than email we recommend you send it via recorded delivery to guarantee safe delivery.

What is the legal basis for processing the data?

Processing shall be lawful only if and to the extent that at least one of the following applies:

  • the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
  • processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
  • processing is necessary for compliance with a legal obligation to which the controller is subject;
  • processing is necessary in order to protect the vital interests of the data subject or of another natural person;
  • processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
  • processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, where the data subject is a child.

How to Contact Us

If you have any queries, please email your question or request to our Data Privacy Manager:

Gavin Kelly
Omfax Systems Ltd, 23A Church Road, Poole, Dorset, BH14 8UF
T: 01869 242967 E:

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