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Privacy Statement

  • Privacy Notice (March 2025)

OPTIK FP Ltd trading as OPTIK Wealth Solutions is committed to respecting and protecting your privacy and cares about the way in which your personal information is treated. We wish to be transparent on how we process your data. The purpose of this document is to set out the basis on which any personal data, we collect from you, or that you provide to us, will be processed by us and or entities we share your data with to carry out the services we provide.

1. Data Controller

OPTIK FP operates its business model by providing services to retail and professional clients. Acting as data controller, OPTIK FP Ltd processes personal information for the purpose of providing individual tailored financial planning, investment advice and implementation support to its retail clients. OPTIK FP Ltd, acting as data controller, also processes personal data for the purpose of managing its employees. OPTIK FP Ltd, acting as a data processor, processes personal data for the purpose of its provision of individually tailored, high quality strategic investment and pension management services to its clients.

2. In This Privacy Notice We Set Out:

  • What personal information we collect about you
  • How we obtain your personal information
  • How we use your personal information
  • On what basis we use your personal information
  • How long we keep your personal information
  • Who we share your personal information with
  • How we protect your personal information
  • Which countries we transfer your personal information to, and
  • Your rights regarding your personal information.

3. What Personal Information Do We Collect About You?

We will collect personal information from you (and, through you, from your directors, officers, partners, employees, secondees, representatives, agents and contractors) in the course of our business, including through your use of our website, when you contact or request information from us, when you engage our services or as a result of your relationship with one or more of our staff and clients. This may include:

  • Information voluntarily provided by you in the course of using our website you may provide us with information that may help us serve your needs and objectives e.g. email address, phone numbers, material you have requested.
  • Where you contact us, we will typically keep a record of that correspondence.
  • If we ask you to complete surveys that we use for research purpose, we shall collect the information provided in the completed survey.
  • Details of your visits to our website and information collected through cookies and other tracking technologies including, but not limited to, your IP address and domain name, your browser version and operating system, traffic data, location, web logs and other communication data, and the resources you may access.
  • Social medial engagements such as likes and comments and information collected through providers such as Linked In, X, Facebook, Instagram, Tik Tok and other social media platforms.
  • Contact in relation to a complaint to query or a position of employment will lead to data and information provided being retained by us.

3.1. The Personal Information That We Process Includes:

  • Basic information, such as your name (including name prefix or title), the company you work for, your title or position and your relationship to a person.
  • Contact information, such as your postal address, email address, phone number(s), IP address, URL and browser type.
  • Financial information, such as payment related information, salary data, assets, liabilities and information related to your financial planning objectives.
  • Technical information, such as information from your visits to our website or applications or in relation to materials and communications we send to you electronically.
  • Information you provide to us for the purposes of attending meetings and events, including access and dietary requirements, health status, medical conditions.
  • Identification and background information provided by you or collected as part of our business acceptance processes.
  • Unique identifier information such as, PPS number, pension scheme reference number, insurance policy numbers required for Anti-Money Laundering obligations and information needed to provide you and assist you with our services.
  • Personal information provided to us by or on behalf of our clients or generated by us in the course or providing services, which may include special categories of data;
  • Demographic details, age, gender, marital status, lifestyle, insurance requirements, date of birth, dependents, photo ID, as well as information about you or members of your family you may wish to insure such as children, spouse,
  • Family and beneficiary data, defendants, next of kin or nominated beneficiaries, Power of Attorney, Enduring Power of Attorney. Details of Solicitor / Tax Advisor / Accountant.
  • Employment information, salary data, employment status (full/part time, contract) employment benefits;
  • Pensions and Insurance Benefits information such as current benefits, pension entitlements, date of retirement and other relevant information impacting your benefits such as voluntary contributions, Pension Adjustment Orders.
  • Financial Information, bank account details, details of your current tax numbers, third-party deductions, bonus payments, benefits and entitlements data, national insurance contributions.
  • Claims data, from you and any relevant third parties, such as completed claim forms requiring medical and financial information used in the course of providing services.
  • Marketing preferences, which will allow us to send you direct marketing including legitimate interests.
  • Details of your visits to our website and information collected through cookies and other tracking technologies including, but not limited to, your IP address and domain name, your browser version and operating system, traffic data, location, web logs and other communication data, and the resources you may access.
  • Information on events, for example information about your interest in and attendance at our events, including provision of feedback forms, electronic attendance acceptance and updates associated with events.
  • Social medial engagements such as likes and comments and information collected through providers such as Linked In, X, Facebook, Instagram, Tik Tok and other social media platforms.
  • Criminal records information, for example the existence of or alleged criminal offences, or confirmation of clean criminal records for investment products.
  • We undertake searches in relation to sanctions, money laundering and credit checks and Company information using sites such as CORE, CRO, Central Bank of Ireland, Solo Check and other similar sites and service providers.
  • We use calculators on our website and those available to us by providers such as but not limited to those that we hold agency appointments with as well as Revenue calculators, Department of Social Protection, Voyant, CashCalc, and more as required in the provision of services to you.
  • any other information relating to you which you may provide to us.

4. How We Obtain Your Personal Information

We collect information from you as part of our business acceptance processes and about you and others as necessary in the course of providing our services.

We can also automatically collect your personal information while monitoring our technology tools and services, (including our websites and email communications sent to and from OPTIK FP Ltd) and we gather information about you when you provide it to us, or interact with us directly, for instance engaging with our staff, providing a business card or registering on one of our digital platforms or applications. We may also collect or receive information about you from other sources, such as keeping the contact details we already hold for you accurate and up to date using publicly available sources.

5. How We Use Your Personal Information

We collect and process personal information about you in a number of ways, including through your use of our website and in the provision of services by us. We use that information:

  • To provide and improve our website, including auditing and monitoring its use, site administration including data analysis, testing, research, statistical and survey purposes.
  • To provide and improve our services to you and to our clients, including handling the personal information of others on behalf of our clients.
  • Performing services for our clients and prospective clients.
  • To provide information requested by you.
  • To promote our services, including sending updates, publications and details of events.
  • To manage and administer our relationship with you and our clients.
  • To fulfil our legal, statutory, regulatory and risk management obligations, including establishing, exercising or defending legal claims. This includes our Anti Money Laundering obligations and Sanction Checking.
  • To meet with our obligation to know our customer which will include Financial Questionnaires / Fact Finds.
  • Adherence to the Consumer Protection Code and any changes to such regulation.
  • For the purposes of recruitment.
  • Claim processing.
  • Carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request.
  • Handling of complaints, and engaging with the regulatory bodies such as The Financial Services & Pensions Ombudsman office.
  • To provide professional services and notify you of changes to our service.

6. Use of OPTIK Wealth Solutions Website

A number of facilities on our website invite you to provide us with personal information, such as the ‘Contact us’ section of our website and our email queries facilities. The purpose of these facilities is apparent at the point that you provide your personal information and we only use that information for those purposes.

Our website may use Google Analytics and other similar web-based technology analytics tools that track and report on the manner in which the website is used to help us to improve it. Google Analytics does this by placing small text files called ‘cookies’ on your device. The information that the cookies collect, such as the number of visitors to the site, the pages visited and the length of time spent on the site, is aggregated and therefore anonymous.

You may refuse the use of cookies or withdraw your consent at any time by selecting the appropriate settings on your browser but please note that this may affect your use and experience of our website. By continuing to use our website without changing your privacy settings, you are agreeing to our use of cookies. [To find out more about cookies, including how to manage and delete them, visit www.allaboutcookies.org]

7. Marketing and Other Emails

If you receive marketing communications from us and no longer wish to do so, you may unsubscribe at any time by emailing us at solutions@optikfp.ie

We use personal information to understand whether you read the emails and other materials, such as that we send to you, click on the links to the information that we include in them and whether and how you visit our website after you click on that link (immediately and on future visits). We do this by using software that places a cookie on your device which tracks this activity and records it against your email address. Please see ‘Use of OPTIK FP Ltd website’ above for more information on cookies and how to manage and remove them. Removal of this cookie will not affect your experience on our websites.

If you receive marketing communications from us and no longer wish to do so, you may unsubscribe at any time by emailing us at solutions@optikfp.ie

8. Meetings, Events and Seminars

We will collect and process personal information about you in relation to your attendance at our offices or at an event or seminar organised by OPTIK FP Ltd or its business partners. We will only process and use special categories of personal information about your dietary or access requirements in order to cater for your needs and to meet any other legal or regulatory obligations we may have. We may share your information with IT and other service providers or business partners involved in organising or hosting the relevant event.

9. Our Services

We collect, create, hold and use personal information in the course of and in connection with the services we provide to our clients. We will process identification and background information as part of our business acceptance, finance, administration and marketing processes, including anti-money laundering, conflict, reputational and financial checks. We will also process personal information provided to us by or on behalf of our clients for the purposes of the work we do for them. The information may be disclosed to third parties to the extent reasonably necessary in connection with that work. Please also see ‘Who we share your personal information with’ and ‘Which countries we transfer your personal information to’ below.

10. On What Basis We Use Your Personal Information

We use your personal information on the following basis:

  • To perform a contract, such as engaging with an individual to provide services.
  • The use of some of your personal data is necessary for us to meet our legal obligations, e.g. pension contributions for Revenue Certificates, Regulatory purposes to the Central Bank of Ireland, Data Protection Commissioner for data breaches, The Financial Services and Pensions Ombudsman for dispute resolution.
  • For the establishment, exercise or defense of legal claims or proceedings e.g. data to third party compliance consultants engaged by our firm or legal and tax advisors.
  • For legitimate interests, where we rely on this legal basis to collect and use your personal information, we shall take appropriate steps to ensure the processing does not infringe the rights and freedoms conferred to you under the applicable data privacy laws. Please see ‘How We Use Your Personal Information’ for more detail.
  • To comply with legal and regulatory obligations.
  • Where you have consented to our use of your personal information.

11. How Long We Keep Your Personal Information

Your personal information will be retained in accordance with our data retention policy which also specifies the appropriate retention period for each category of data. Those periods are based on the requirements of applicable data protection laws and the purpose for which the information is collected and used, taking into account legal and regulatory requirements to retain the information for a minimum period, limitation periods for taking legal action, good practice and OPTIK FP Ltd business purposes.

  • OPTIK Wealth Solutions shall not keep personal data in a form that permits identification of data subjects for a longer period than is necessary.
  • OPTIK Wealth Solutions may store data for longer periods if the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purpose or statistical purposes, subject to the implementation of appropriate technical and organisational measures to safeguard the rights and freedoms of the data subject.
  • When disposed, personal data will be disposed of securely.

12. How We Share Your Personal Information

We may also share your personal information with certain trusted third parties in accordance with contractual arrangements in place with them, including:

  • Where necessary, or for the reasons set out in this statement, personal information may also be shared with regulatory authorities, courts, tribunals, government agencies and law enforcement agencies. While it is unlikely, we may be required to disclose your information to comply with legal or regulatory requirements. We will use reasonable endeavors to notify you before we do this, unless we are legally restricted from doing so.
  • Insurance providers where we need to manage the services provided to you such as Product Providers and insurance underwriters, reinsurers or other associated provider.
  • If in the future we re-organise or transfer all or part of our business, we may need to transfer your information to new OPTIK FP Ltd entities or to third parties through which the business of OPTIK Wealth Solutions will be carried out.
  • We outsource our process operations to supplies that process personal information on our behalf. These processing operations remain under our control and we have data processing agreements in place with all our third party processors to ensure all processing is carried out in accordance with our security standards and GDPR.
  • For example, IT service providers who manager our IT and back-Office systems and telecommunications networks, and accounting and payroll providers, CRM providers such as but not limited to:
    • MoneyAdvice – OnlineApplication Life + CRM
    • CashCalc
    • Voyant
    • Microsoft – email and data storage
    • Google – gmail services
    • P-Cloud – data storage
    • AdvisorStream – a Canadian domiciled entity for communication and marketing purposes
    • DocuSign
    • Adobe
    • Jotform
    • The TimeBank for outsourcing of services
  • Internal and external auditors where necessary for the conduct of company audits or to investigate a complaint or security threat.
  • Legal advisers and claims investigators where necessary to investigate or defend legal claims and associated matters.
  • Medical professionals, for example where you provide health information in connection with a claim against your insurance policy, or where we are seeking underwriting guidance from an insurance provider associated with your interest in an insurance policy arrangement.
  • We may also use social media sites such as Facebook, LinkedIn and Twitter. If you use these services, you should review their privacy policy for more information on how they deal with your personal information.
  • We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.

13. How We Protect Your Personal Information

OPTIK FP Ltd use a variety of technical and organisational measures to help protect your personal information from unauthorised access, use, disclosure, alteration or destruction consistent with applicable data protection laws. However, although we will do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to us or to our website. Any transmission of personal information is at your own risk.

As effective as modern security practices are, no physical or electronic security system is entirely secure. We cannot guarantee the complete security of our database, nor can we guarantee that information you supply will not be intercepted while being transmitted to us over the internet. We have however implemented strict internal guidelines to ensure that your privacy is safeguarded at every level of our organisation and will continue to update policies and implement additional security features as new technologies become available. Where we have given you a password which enables you to access certain parts of our website, you are responsible for keeping that password confidential. We ask you not to share your password with anyone.

14. Which Countries We Transfer Your Personal Information To

In order to provide our services we may need to transfer your personal information to locations outside the jurisdiction in which you provide it or where you are viewing this website for the purposes set out in this privacy policy. This may entail a transfer of your information from a location within the European Economic Area (the “EEA”) to outside the EEA, or from outside the EEA to a location within the EEA.

Please see ‘Who We Share Your Personal Information With’ for more detail on how the information may be shared with OPTIK Wealth Solutions and Third Party service providers.

The level of information protection in countries outside the EEA may be less than that offered within the EEA. Where this is the case, we will implement appropriate measures to ensure that your personal information remains protected and secure in accordance with applicable data protection laws. EU standard contractual clauses are in place between OPTIK Wealth Solutions and third party service providers that share and process personal data. Where our third-party service providers process personal data outside the EEA in the course of providing services to us, our written agreement with them will include appropriate measures, usually standard contractual clauses.

We currently share data with CashCalc and The Time Bank located in the UK and AdvisorStream located in Canada and may need to do so with other providers in the future as our service proposition evolves and changes. The EU Commission adopted adequacy decisions for transfers of personal data to both the UK and Canda. This means that the EU accepts that the UK and Canadian data protection regime is substantially equivalent to the EU regime and allows personal data to be transferred freely from the EEA to the UK and recognises that Canda’s Personal Information Protection and Electronic Documents Act ensures an adequate level of data protection for personal data transferred from the EU to Canadian commercial organisations.

15. Your Rights Regarding Your Personal Information

The European Union’s General Data Protection Regulation and other applicable data protection laws provide certain rights for data subjects.

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records. (The erasure of such data will be dependent on our other legal obligations, and whether the data is subject of legal privilege).
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling.
  • Right to make a complaint: if we refuse your request under rights of access, we will provide you with a reason as to why.

All the above requests will be forwarded on, should there be a third party involved, as we have indicated in the processing of your personal data. We will respond to your request in writing, or orally if requested, as soon as practicable and in any event within 30 days of receipt of your request. We may request proof of identification to verify your request. All requests should be addressed to solutions@optikfp.ie

16. Complaints

You also have the right to lodge a complaint in relation to our processing of your personal information with a local supervisory authority which in Ireland is the Data Protection Commission.

If you object to the processing of your personal information, or if you have provided your consent to processing and you later choose to withdraw it, we will respect that choice in accordance with our legal obligations. Your objection (or withdrawal of any previously given consent) could mean that we are unable to perform the actions necessary to achieve the purposes set out above (see ‘How We Use Your Personal Information’) or that you may not be able to make use of the services and products offered by us. Please note that even after you have chosen to withdraw your consent we may be able to continue to process your personal information to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.

We must ensure that your personal information is accurate and up to date. Therefore, please advise us of any changes to your information by emailing us at solutions@optikfp.ie

If you wish to make a complaint about how your personal data is being processed by OPTIK Wealth Solutions or how any complaint has been handled you may also lodge a complaint with the Data Protection Commission (DBC) in Ireland, whose details are:

Data Protection Commission
21 Fitzwilliam Square South
Dublin 2
D02 RD28
Web: www.dataprotection.ie
Email: info@dataprotection.ie

17. Links To Other Websites

Our website may, from time to time, contain links to and from other websites. If you follow a link to any of those websites, please note that those websites have their own privacy policies and we do not accept any responsibility or liability for those policies. Please check those policies before you submit any personal information to those websites.

18. Profiling – Automatic Decision Making

An automated decision is when you input your personal data into a computer program and this program analyses your personal data to provide us with a result. There is no human involvement in the decision making. For example but not limited to:

  • Risk profiling – to establish a customers attitude to investment risk for investment and pension investment purposes. Automated calculators are used to calculate clients and potential customers attitude to various levels of risk having answered a series of questions. These profiling tools can be established and administered by the investment providers such as but not limited to, New Ireland, Zurich, Irish Life and through the Service Providers to our firm such as OnlineApplication Life + CRM, CashCalc, Voyant amongst others.
  • Profiling for marketing purposes – we seek to contact you about other services, as outlined above we run automated queries on our computerized data base to establish suitability and proposed products and services to meet your needs and objectives.
  • Establishing affordability – and providing quotations for financial services and protection products
  • Bankruptcy check
  • Politically Exposed Person – PEP checks to establish if you are politically exposed and to comply with the associated regulatory obligations.

19. Changes To This Privacy Statement

We reserve the right to change this Privacy Statement from time to time at our sole discretion. If we make any changes, we will post those changes here and update the “Last Updated” date at the bottom of this Privacy Statement. Your continued use of this website after we make changes is deemed to be acceptance of those changes, so please check this Privacy Statement periodically for updates.

OPTIK FP Ltd, trading as OPTIK Wealth Solutions is regulated by the Central Bank of Ireland.

Registered Office: Curraghanaltig, Castletownroche, Co. Cork | Registered in Ireland No. 686446 | Directors: Richard Riordan

Last Updated: March 2025