This Privacy Notice explains how we collect, use, share, and protect personal data when you visit our website, contact us, or engage us for services. It also explains your rights and how to contact us.

Contents

1. Who we are and how to contact us
2. What this notice covers
3. Our roles: controller vs processor
4. Personal data we collect
5. How we use personal data
6. Lawful bases (GDPR)
7. Cookies and analytics
8. Who we share personal data with
9. International transfers
10. How long we keep personal data
11. How we protect personal data
12. Your rights
13. How to make a request
14. Complaints
15. Changes to this notice

1) Who we are and how to contact us

This website is operated by Olinext Limited trading as Olinext ("we", "us", "our").

• Registered address: Dublin, Ireland
• Privacy contact email: info@olinext.ie
• General email: info@olinext.ie
• Phone: +353 (0)1 555 0100

If you are a client, your contract or service terms may include additional privacy and data processing details.

2) What this notice covers

This notice covers personal data we handle in these situations:

• Website visitors: when you browse our pages.
• Enquiries and sales: when you email us, call us, submit a form, or book a meeting.
• Service delivery: when we provide managed IT services to a client (including supporting client users where authorised).
• Vendors/partners: when we communicate with suppliers and partners.

This notice does not cover third-party websites we link to. Those sites have their own privacy notices.

3) Our roles: controller vs processor

Data protection law often distinguishes between a controller (the party deciding why/how data is used) and a processor (the party processing data on the controller's behalf).

• Website and enquiry data: We are usually the controller for personal data collected through our website and sales/enquiry communications.
• Client service data: When providing managed IT services, our client is often the controller and we act as a processor (we process data only as needed to deliver services and under the client's instructions/contract).
• Client end-users: If you are an employee/user of a client, your employer/client controls the data. We process it only to provide authorised support.

4) Personal data we collect

4.1 Data you provide to us

• Identity and contact: name, email, phone number, job title, company name.
• Enquiry details: message content, requirements, preferred contact times, and any attachments you send.
• Scheduling details: if you book a call, your booking details (name, email, time, notes).
• Billing details (clients): billing contact name/email, invoicing address, purchase order references.

4.2 Data we collect automatically (website/technical)

• Device and usage data: pages viewed, approximate location (from IP), browser type, device type, referrer.
• Security logs: IP address, timestamps, request paths, and identifiers needed to protect the site from abuse.
• Cookie choices: your consent/preferences, if you use a cookie banner or preferences tool.

4.3 Data we may process during service delivery (clients)

If you become a client (or a client's authorised user), we may process limited personal data needed to deliver IT services. The exact data depends on the services you choose and the environment you run.

• User/account data: names, usernames, work email, role/group membership, authentication status.
• Device data: device name, operating system, patch status, installed software, encryption status.
• Support/ticket data: support requests, troubleshooting notes, resolution actions, timestamps, communications.
• Security and monitoring data: alerts, log summaries, security events, and audit trails needed for protection and compliance.
• Backup/restore data: where backup services are used, data may be stored to enable restore after incident/loss.
• Remote support session data: session metadata and logs (and, where enabled/required, recordings) to provide support safely.

4.4 Sensitive data

We do not intentionally collect sensitive/special category personal data via this website. In service delivery contexts, sensitive data may exist within a client environment; where it does, it is handled under the client's instructions and applicable safeguards.

4.5 Children

Our services and website are intended for businesses. We do not knowingly collect personal data from children.

5) How we use personal data

We use personal data for the following purposes:

• Responding to enquiries: answering questions, arranging calls, providing requested information.
• Sales and onboarding: preparing quotes, proposals, and assessments, and completing onboarding steps when you proceed.
• Service delivery (clients): providing managed IT services, support, monitoring, security, and administration as agreed.
• Account management: service communications, notices, documentation, and relationship management.
• Security: protecting our website and systems, preventing fraud/abuse, and investigating incidents.
• Operations: internal record keeping, quality control, training, and process improvement.
• Compliance: meeting legal, tax, and regulatory obligations where applicable.

We do not use personal data to make decisions based solely on automated processing that produce legal or similarly significant effects.

6) Lawful bases (GDPR)

Data protection law requires a lawful basis for processing. Depending on the context, we rely on one or more of these:

7) Cookies and analytics

We use cookies and similar technologies to make the site work and (optionally) to understand how the site is used. Where required, we ask for your consent before using non-essential cookies (such as analytics).

For details about the cookies we use, including how to change your preferences, please see our Cookies Policy.

8) Who we share personal data with

We share personal data only when necessary to run our business or deliver services, and only with appropriate safeguards. Categories of recipients may include:

• Hosting, CDN, and security providers (to host and protect the website).
• Email and collaboration providers (to communicate with you).
• Scheduling tools (if you book calls via an embedded booking system).
• CRM/ticketing systems (to track enquiries and support requests).
• Remote support tools (to provide support safely and efficiently).
• Monitoring and security tooling (to detect issues and protect client environments).
• Billing/accounting providers (to invoice and maintain records).
• Professional advisers (e.g., accountants) where necessary.

If you would like more detail about the main providers we use (where appropriate), contact us at info@olinext.ie.

8.1 Legal disclosures

We may disclose personal data where required by law, court order, or to protect our rights, clients, or the public.

9) International transfers

Some of our providers may process data outside the EEA/UK. Where this happens, we use appropriate safeguards (for example, contractual protections and other measures required by law) to protect personal data.

10) How long we keep personal data

We keep personal data only as long as necessary for the purposes described above, then delete or anonymise it. Typical retention periods are:

11) How we protect personal data

We apply appropriate technical and organisational measures designed to protect personal data. Measures may include:

• Access controls and least-privilege permissions
• Multi-factor authentication where supported
• Encryption in transit (HTTPS) and, where applicable, encryption at rest
• Monitoring, logging, and alerting to detect suspicious activity
• Backups and recovery procedures (where included in services)
• Secure configuration and patching practices

No system is perfectly secure. If you believe your information has been compromised, please contact us as soon as possible.

12) Your rights

Depending on your location and the circumstances, you may have the right to:

• Access - request a copy of your personal data.
• Rectification - correct inaccurate or incomplete personal data.
• Erasure - request deletion in certain situations.
• Restriction - limit the way we use your data in certain situations.
• Objection - object to processing based on legitimate interests in certain situations.
• Portability - receive certain data in a portable format, where applicable.
• Withdraw consent - where we rely on consent (e.g., analytics cookies), you can withdraw it at any time.

Some rights are not absolute and may depend on our legal obligations and the lawful basis for processing.

13) How to make a request

To exercise your rights, email us at info@olinext.ie. Please include enough information for us to identify you and your request.

For security, we may ask you to verify your identity before we respond. We aim to respond within the timeframes required by law.

If you are a client end-user (for example, an employee of a company we support), your employer/client may be the controller of your data. In that case, we may redirect your request to the client or ask you to contact them directly.

14) Complaints

If you have concerns, please contact us first and we'll do our best to resolve them. You may also have the right to lodge a complaint with your local supervisory authority. In Ireland, this is the Data Protection Commission.

15) Changes to this notice

We may update this notice from time to time. If changes are significant, we will take reasonable steps to highlight them on this page. The "Last updated" date at the top shows when this notice was last revised.

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