Privacy Policy
Last updated: 20 July 2026
Who we are
This website, The Optical Exchange (the "Platform"), is operated by Drone Imagery Services Ltd ("we", "us", "our"), a company registered in England and Wales under company number [COMPANY NUMBER], whose registered office is at [REGISTERED OFFICE ADDRESS]. We are the "data controller" responsible for your personal data.
For any privacy question or to exercise your rights, contact us at info@opticalexchange.co.uk.
We are registered with the Information Commissioner's Office (ICO) under registration number ZA909474.
The personal data we collect
We collect and process the following personal data:
- Registration and account data: your name, work email address, phone number, job role, the name and address of your optical practice, and your GOC/registration number (used to verify you are a genuine practice).
- Listings data: the stock you list and any contact details you choose to make visible to other verified members.
- Technical data: limited information needed to run the service securely, such as your login session and security tokens.
We do not use advertising or third-party tracking, and we do not sell your data.
How we use your data, and our lawful basis
| What we use it for | Personal data used | Lawful basis |
|---|---|---|
| Creating and running your account | Name, email, password, practice details | Contract |
| Verifying that you are a genuine practice (the blue tick) | Practice name, GOC number, address | Legitimate interests (maintaining a trusted, verified network and preventing fraud) |
| Providing the marketplace and letting verified members contact you about your listings | Practice name, contact details, listings | Contract |
| Sending you service messages (e.g. verification outcome, account notices) | Name, email | Contract / legitimate interests |
| Keeping the Platform secure and preventing misuse | Technical and account data | Legitimate interests (security and fraud prevention) |
| Meeting our legal obligations | As required | Legal obligation |
Where we rely on legitimate interests, we have considered your rights and interests and are happy to explain our assessment on request.
Who we share your data with
- Other verified members: when you list stock, your practice name, general location, and the contact details you choose to share are visible to other verified members so they can deal with you. You control what you list.
- Our hosting provider, Hostinger, who stores the data securely on our behalf as a data processor.
- Authorities or advisers where we are legally required to, or to establish or defend legal claims.
We do not share your personal data with anyone else, and never with advertisers.
International transfers
Your data is hosted by Hostinger on secure servers in the UK/EEA. If any provider processes data outside the UK, we ensure appropriate safeguards are in place (such as the UK International Data Transfer Agreement or an adequacy decision).
How long we keep your data
- While you are a member: for as long as your account is active.
- After you close your account: we delete or anonymise your personal data within 6 months, except where we must keep certain records longer to meet legal obligations (for example, any financial records we are required to retain).
Your rights
Under UK data protection law you have the right to: access your data; have it corrected; have it erased; restrict or object to processing; data portability; and, where we rely on consent, to withdraw it at any time. To exercise any of these, contact us at info@opticalexchange.co.uk. We will respond within one month.
You also have the right to complain to the ICO at any time:
- Website: ico.org.uk
- Helpline: 0303 123 1113
We'd appreciate the chance to resolve any concern first, but you can go straight to the ICO if you prefer.
Security
We protect your data with measures including encrypted connections (HTTPS), hashed passwords (never stored in readable form), access controls, and encrypted off-site backups.
Cookies
We use only strictly necessary cookies. See our Cookie Policy for details.
Changes to this policy
We may update this policy from time to time. The "last updated" date shows the current version, and we'll tell members about significant changes.