Privacy Policy

    Last updated: 18th February 2026

    OLT ERP Limited (“OLT ERP”, “we”, “our”, or “us”) is committed to protecting your privacy and personal data.
    This Privacy Policy explains how we collect, use, store, protect, and process personal data when you use our website
    (https://www.olterp.co.uk) or interact with us.

    This policy complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable UK data protection laws.

    1. Company Information (Data Controller)

    OLT ERP Limited
    Registered in England and Wales
    Company Number: 13395085
    Registered Office: 103 Russell Lane, London, N20 0AZ
    Website: https://www.olterp.co.uk
    Email: ceo@olterp.co.uk

    OLT ERP Limited acts as a Data Controller for personal data collected through this website and as a Data Processor
    when providing software services to institutional clients.

    2. Scope of this Policy

    This Privacy Policy applies to:

    • Visitors to our website
    • Individuals contacting us via forms or email
    • Institutional representatives engaging with our services
    • Users of our platforms where applicable

    3. Personal Data We Collect

    We may collect the following categories of personal data:

    3.1 Contact Information

    • Name
    • Email address
    • Organisation name
    • Job title
    • Phone number (if provided)

    3.2 Technical Information

    • IP address
    • Browser type and version
    • Device information
    • Operating system
    • Referring website
    • Pages visited and timestamps

    3.3 Communication Data

    • Enquiry details
    • Email correspondence
    • Meeting requests
    • Feedback or support enquiries

    3.4 Website Usage Data

    • Interaction with website content
    • Analytics data (if enabled)
    • Cookies and tracking technologies

    3.5 Account and Comment Data (if applicable)

    • User account details
    • Comments posted
    • Login information

    We do not intentionally collect special category personal data through this website.

    4. Lawful Basis for Processing

    We process personal data under the following lawful bases:

    • Legitimate Interests – responding to enquiries and operating our website
    • Consent – where applicable (such as cookies)
    • Contract – where processing is necessary to provide requested services
    • Legal Obligation – where required by law

    5. How We Use Your Data

    We use personal data to:

    • Respond to enquiries and communications
    • Provide information about our services
    • Operate and maintain our website
    • Ensure website security
    • Prevent fraud or misuse
    • Improve our services
    • Comply with legal obligations

    6. Institutional Data Processing (Eudemonic AI and SIS)

    When providing software services such as Eudemonic AI or Student Information Systems,
    OLT ERP Limited acts as a Data Processor and processes data only under the instructions of the institutional client.

    Institutional clients remain the Data Controller for student or institutional data.

    OLT ERP Limited processes such data in accordance with:

    • UK GDPR
    • Data Processing Agreements (DPA)
    • Institutional contractual agreements

    7. Cookies and Tracking Technologies

    Our website uses cookies to improve functionality and user experience.

    7.1 Essential Cookies

    • Login cookies
    • Security cookies
    • Session cookies

    7.2 Functional Cookies

    • Remember user preferences
    • Improve usability

    7.3 Analytics Cookies (if used)

    • Website performance analysis
    • Usage trends

    You may control cookies through your browser settings.

    8. Data Sharing

    We do not sell personal data.

    We may share data with:

    • Cloud hosting providers
    • Website infrastructure providers
    • Email service providers
    • Legal or regulatory authorities where required

    All service providers operate under appropriate data protection agreements.

    9. Data Storage and Hosting

    Our systems are hosted on secure cloud infrastructure with appropriate technical and organisational safeguards.

    Data is stored within secure data centres located in the United Kingdom or European Economic Area (EEA), unless otherwise agreed.

    10. Security Measures

    We implement industry-standard security measures including:

    • HTTPS encryption
    • Secure cloud infrastructure
    • Access controls and authentication
    • Role-based access restrictions
    • System monitoring
    • Secure software development practices

    11. Data Retention

    We retain personal data only as long as necessary.

    • Website enquiries: retained for operational purposes
    • Technical logs: retained for security purposes
    • Account data: retained while account is active
    • Institutional data: retained per contractual agreement

    12. International Transfers

    Where data is transferred outside the UK, appropriate safeguards are implemented in accordance with UK GDPR.

    13. Your Rights Under UK GDPR

    Under the UK GDPR and Data Protection Act 2018, you have the following rights in relation to your personal data:

    • Right to access / Right of access (Subject Access Request) — You have the right to obtain a copy of the personal data we hold about you, along with information about how and why we process it. Requests are free and will be fulfilled within one calendar month.
    • Right to rectification — You have the right to have inaccurate personal data corrected, or incomplete data completed.
    • Right to erasure (“right to be forgotten”) — You have the right to request that we delete your personal data where there is no compelling reason for its continued processing. We will comply unless a legal obligation requires us to retain it.
    • Right to restrict processing — You have the right to request that we suspend processing of your personal data in certain circumstances.
    • Right to object — You have the right to object to processing based on legitimate interests or for direct marketing purposes.
    • Right to data portability — You have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller.
    • Right to withdraw consent — Where processing is based on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of prior processing.
    • Rights related to automated decision-making — You have the right not to be subject to decisions made solely on the basis of automated processing where those decisions produce legal or similarly significant effects on you.

    To exercise any of your rights, please contact our Data Privacy contact (see Section 18 below). We will respond within one calendar month of receiving your request. There is no charge for exercising your rights unless requests are manifestly unfounded or excessive.

    You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at any time: ico.org.uk/make-a-complaint or call 0303 123 1113.

    14. Complaints

    You have the right to lodge a complaint with the Information Commissioner’s Office:

    https://www.ico.org.uk

    15. Third-Party Links

    Our website may contain links to third-party websites.
    We are not responsible for their privacy practices.

    16. Children’s Privacy

    This website is intended for professional use and not directed at children.

    17. Changes to this Policy

    We may update this Privacy Policy periodically.

    18. Contact Information and Data Privacy Queries

    For all data protection and privacy enquiries, including Subject Access Requests, erasure requests, and complaints, please contact:

    Data Controller & Data Protection Officer (DPO) Contact
    OLT ERP Limited
    103 Russell Lane, London, N20 0AZ
    Email: ceo@olterp.co.uk
    Telephone: +44 7978 248916

    ICO Registration Number: ZB431305
    Registered with the Information Commissioner’s Office (ICO), United Kingdom.

    If you are not satisfied with our response to a privacy query or complaint, you have the right to refer the matter to the ICO:
    Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
    Website: ico.org.uk | Helpline: 0303 123 1113