Privacy Policy

DockOptima is a UK-based provider of yard and dock management software. If you have any questions about this policy, email contact@dockoptima.com.

• Contact form data — name, work email, company, role and the message you send us.
• Account data — email address and profile details when you sign up.
• Operational data — appointments, VRMs, PO numbers and gate events entered by your team.
• Technical data — IP address, user agent and timestamps, used to detect abuse and secure the service.

We process contact-form submissions on the basis of your consent (UK GDPR Art. 6(1)(a)). Account and operational data are processed to perform our contract with your organisation (Art. 6(1)(b)) and for our legitimate interests in running and securing the service (Art. 6(1)(f)).

Contact submissions are kept for up to 24 months for follow-up and audit purposes. Operational data is retained for the duration of your contract plus any retention period we've agreed with you.

DockOptima is hosted on infrastructure located in the United Kingdom and the European Economic Area. Personal data is stored and processed in the UK/EEA, and we do not transfer personal data to countries outside the UK/EEA. If that ever changes, we will update this policy first and put an approved transfer mechanism (UK IDTA or Standard Contractual Clauses plus the UK Addendum) in place beforehand.

We use a small number of trusted providers to run the platform. Each is bound by a data processing agreement, processes data only on our instructions, and hosts data in the UK/EEA:

• Cloud hosting & application platform — hosting of the DockOptima web application and edge network (UK/EEA regions).
• Managed database, authentication & file storage — stores accounts, appointments, gate events and uploaded delivery documents (EU region).
• Transactional email provider — delivers booking confirmations, status updates, invitations and password-reset emails.
• AI provider (yard insights) — generates the optional AI insight summaries. Prompts contain operational appointment data; they are not used to train third-party models and are not retained for training.
• Privacy-friendly analytics — anonymous usage measurement on our public marketing pages, only enabled if you accept optional cookies.

A current, named sub-processor list is available on request at contact@dockoptima.com, and we will notify customers of material changes.

We use essential cookies to run the service and optional analytics cookies only with your consent. Full detail is in our separate Cookie Policy, where you can also change your choice.

DockOptima is a business-to-business service and is not intended for use by anyone under the age of 13, and accounts may not be created by anyone under 13. We do not knowingly collect personal data from anyone under 13. If we become aware that we have collected such data, we will delete it promptly. If you believe a child under 13 has provided us with personal data, contact contact@dockoptima.com.

Under UK GDPR you have the right to access, correct, delete or export your personal data, and to withdraw consent at any time. Signed-in users can download their stored data at any time from Settings → Export my data. To exercise any other right, email contact@dockoptima.com.

For any privacy question or complaint: contact@dockoptima.com. You may also complain to the UK Information Commissioner's Office (ico.org.uk).