Privacy Notice

Who we are

Whatspoppin Limited, an Irish private company limited by shares, registered in Ireland under company number 812370, operates the Opterlume brand and this website.

For any question about this notice or about how we handle personal data, contact hello@opterlume.com.

Our role

Whatspoppin Limited is the controller for personal data used to operate the Opterlume website, sales process and billing. In client projects, Opterlume may act as a processorwhere it handles personal data on the client’s documented instructions under a written data processing agreement. Where that applies, the relevant agreement governs sub-processors, security measures and data handling for that engagement.

What we collect

When you email us

Your name, email address, and whatever you choose to include in your message and any attachments, together with our reply history.

When you book a discovery call

Discovery calls are booked through an external scheduling page. That page collects your name and email address, and asks the following:

• Company name and website
• The operational process or recurring task creating the biggest bottleneck
• Approximate weekly people, hours, requests, tickets or transactions involved
• Systems currently involved and the ideal implementation timeline

Please give only the operational detail needed to assess fit. Do not submit your own customers’ personal data, special-category data or confidential material through the booking form.

During the discovery call

Discovery calls take place on Google Meet. We use Google’s AI note-taking feature to produce a written summary of the conversation, so that we can prepare properly and you are not asked to repeat operational detail. Google Meet shows a visible indicator to everyone on the call while notes are being taken, and we will also say so at the start.

The summary is stored in our Google Drive and attached to the calendar event for the meeting. We do not save a video or audio recording of the call; the feature produces written notes only. Those notes are not used to make automated decisions about you.

If you would rather no notes were taken, say so at the start of the call and we will turn the feature off.

When you visit the website

Our hosting provider processes standard server log data such as IP address, browser user-agent, requested URL, referrer and timestamp, in order to serve the site and protect it against abuse.

The Opterlume website does not use analytics, advertising, profiling, session-replay or tracking scripts, and sets no cookies of its own. See the cookie notice for detail.

Why we use it, and our lawful basis

• Responding to enquiries and arranging calls. Necessary to take steps at your request prior to entering a contract, and our legitimate interest in responding to business enquiries.
• Assessing whether we are a suitable fit and preparing for the call. Our legitimate interest in qualifying and preparing for prospective work.
• Producing a written summary of the discovery call. Our legitimate interest in keeping an accurate record of what was discussed and scoping any work correctly. You can ask us to switch note-taking off.
• Operating, securing and improving the website. Our legitimate interest in a reliable, secure service.
• Meeting accounting, tax and other legal obligations where an engagement proceeds. Compliance with a legal obligation.

Who receives it

We do not sell personal data or share it for advertising. We use the following service providers, who process data on our behalf:

• Vercel Inc.: Website hosting, delivery and server logging. Privacy policy
• Google: Appointment scheduling for discovery calls, video meetings and AI-generated meeting notes, and business email, calendar and file storage. Privacy policy

We may also disclose personal data to professional advisers, or where required by law or to establish or defend legal claims.

International transfers

Some of these providers process data outside the European Economic Area. Where that happens, transfers are made under an appropriate safeguard, such as the European Commission’s standard contractual clauses or the EU-US Data Privacy Framework where the provider is certified. You can request further detail of the safeguards in place.

How long we keep it

• Enquiries that do not proceed: retained for up to 24 months from the last contact, then deleted.
• Booking records, discovery-call summaries and call notes: retained for the duration of the prospective or active relationship and for up to 24 months afterwards.
• Contract, invoicing and accounting records: retained for the period required by Irish tax and company law, currently six years.
• Server logs: retained for the short period applied by our hosting provider for security and diagnostics.

Your rights

Subject to the conditions in data protection law, you have the right to request access to your personal data, and its rectification or erasure; to request restriction of processing; to object to processing carried out on the basis of legitimate interests; and to data portability. Where we rely on consent, you may withdraw it at any time without affecting processing already carried out.

To exercise any of these rights, contact hello@opterlume.com. We respond within one month, which can be extended where a request is complex.

Complaints

If you are unhappy with how we have handled your personal data you can complain to the Irish Data Protection Commission at dataprotection.ie. We would appreciate the chance to address your concern first.

Automated decision-making

We do not carry out automated decision-making that produces legal effects concerning you, or that similarly significantly affects you. Booking answers and AI-generated call summaries are reviewed by a person, and decisions about whether to work together are made by a person.

Changes

We update this notice when our data handling changes. The date at the top of this page shows when it was last revised.