MJE Solutions Limited (Company Registration Number C56516), trading as Optima, of 92/94 Cospicua Road, Paola PLA 1902, Malta ("we", "us", "our"), is committed to protecting your privacy and handling your personal data responsibly, securely, and transparently.

This Privacy Policy explains how we collect, use, disclose, store, and protect your personal data when you use our services, visit our website, communicate with us, or otherwise interact with us.

We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 ("GDPR"), the applicable provisions of Maltese data protection legislation, and other applicable laws.

1. What Is Personal Data?

Personal data means any information relating to an identified or identifiable natural person.

Examples include:

• Name and surname

• Postal address

• Email address

• Telephone number

• Business contact details

• Customer account information

• Correspondence with us

Processing personal data includes collecting, recording, organising, storing, using, disclosing, updating, restricting, deleting, or otherwise handling personal data.

2. Personal Data We Collect

We may collect personal data that you voluntarily provide when you:

• Contact us by email, telephone, social media, messaging applications, or through our website;

• Request a quotation or information about our products or services;

• Place an order;

• Subscribe to newsletters or marketing communications;

• Attend meetings or communicate with our staff;

• Engage our services.

The personal data we collect may include:

• Full name;

• Company name;

• Postal address;

• Billing address;

• Email address;

• Telephone or mobile number;

• VAT number or company registration details where applicable;

• Any information included in correspondence or enquiries.

We may also receive personal data from trusted third parties where necessary to provide our services or fulfil contractual obligations.

3. How We Use Your Personal Data

We use personal data for the following purposes:

• Providing products and services;

• Processing orders and payments;

• Responding to enquiries and support requests;

• Managing customer relationships;

• Sending service-related communications;

• Sending newsletters and marketing communications where consent has been provided;

• Improving our services and customer experience;

• Maintaining website functionality and security;

• Complying with legal and regulatory obligations;

• Establishing, exercising, or defending legal claims.

4. Legal Basis for Processing

We process personal data only where we have a lawful basis to do so under GDPR.

These legal bases include:

Contractual Necessity

Where processing is necessary to provide products or services requested by you.

Consent

Where you have given clear consent for a specific purpose, such as receiving marketing communications.

Legal Obligation

Where processing is required to comply with applicable laws and regulations.

Legitimate Interests

Where processing is necessary for our legitimate business interests, provided your rights and freedoms are not overridden.

Vital Interests

Where processing is necessary to protect someone's life or physical wellbeing.

5. Marketing Communications

Where you have consented to receive marketing communications, we may send:

• Newsletters;

• Product updates;

• Promotional offers;

• Service announcements.

You may withdraw your consent or unsubscribe at any time by:

• Clicking the unsubscribe link included in our emails; or

• Contacting us at [email protected].

6. Sharing Your Personal Data

We may share personal data with carefully selected third parties where necessary to operate our business and provide our services.

These may include:

• IT support providers;

• Website hosting providers;

• Cloud storage providers;

• Payment service providers;

• Delivery and logistics partners;

• Professional advisers;

• Government authorities and regulators where required by law.

All third parties processing personal data on our behalf are required to implement appropriate security measures and process personal data only in accordance with our instructions and applicable laws.

We do not sell, rent, or trade personal data to third parties.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected.

Typical retention periods may include:

Data TypeRetention PeriodWebsite enquiriesUp to 12 monthsCustomer correspondenceUp to 6 yearsFinancial and accounting recordsUp to 10 yearsMarketing consent recordsUntil consent is withdrawnContractual recordsUp to 10 years after termination

Longer retention periods may apply where required by law or for the establishment, exercise, or defence of legal claims.

Once personal data is no longer required, it will be securely deleted or anonymised.

8. Your Rights

Under GDPR, you have the following rights:

Right of Access

To obtain confirmation whether we process your personal data and receive a copy of that data.

Right to Rectification

To request correction of inaccurate or incomplete personal data.

Right to Erasure

To request deletion of personal data where there is no lawful basis for continued processing.

Right to Restriction of Processing

To request temporary limitation of processing in certain circumstances.

Right to Data Portability

To receive your personal data in a structured, commonly used, and machine-readable format.

Right to Object

To object to processing based on legitimate interests or direct marketing.

Right to Withdraw Consent

To withdraw consent at any time where processing relies on consent.

Right to Lodge a Complaint

To lodge a complaint with the Information and Data Protection Commissioner (IDPC).

9. Website Contact Forms

When you submit information through a contact form on our website, we use the information solely to:

• Respond to your enquiry;

• Provide requested information;

• Follow up regarding our services.

Such information is retained only for as long as necessary to deal with the enquiry and any related obligations.

10. Cookies Policy

What Are Cookies?

Cookies are small text files placed on your device when you visit a website.

They help websites function properly and improve the user experience.

Essential Cookies

Our website uses cookies that are necessary for:

• Website functionality;

• Security;

• User preferences;

• Performance monitoring.

These cookies do not require consent where they are strictly necessary for the operation of the website.

Analytics and Marketing Cookies

We currently do not use cookies for:

• Behavioural advertising;

• Marketing profiling;

• Cross-site tracking.

Should we introduce analytics or marketing cookies in the future, we will request your consent before placing such cookies on your device where required by law.

Managing Cookies

You can manage, block, or delete cookies through your browser settings.

Please note that disabling certain cookies may affect the functionality of the website.

11. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices, content, or security of those websites.

We encourage you to review the privacy policies of any website you visit.

12. Data Security

We implement appropriate technical and organisational measures to safeguard personal data against:

• Unauthorised access;

• Unauthorised disclosure;

• Loss or destruction;

• Alteration;

• Misuse.

While we take reasonable precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.

13. Contact Us

If you have any questions regarding this Privacy Policy or your personal data, please contact:

MJE Solutions Limited (C56516)
92/94 Cospicua Road
Paola PLA 1902
Malta

Email: [email protected]

14. Complaints

If you believe that we have not handled your personal data in accordance with applicable data protection laws, you may contact:

Information and Data Protection Commissioner (IDPC)
Level 2, Airways House
High Street
Sliema SLM 1549
Malta

Website: https://idpc.org.mt

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, technologies, or our services.

Any updates will be published on this page together with a revised "Last Updated" date.

We encourage you to review this Privacy Policy periodically.