LeadMapz

Data Processing Addendum

Last updated: 14 September 2026

This addendum applies automatically whenever LeadMapz, a product of Optimum IT Solutions, processes personal data on your behalf. It forms part of the Terms & Conditions and meets Article 28 UK GDPR and EU GDPR.

Roles

You are the controller of the lead records, notes, call outcomes and recordings in your workspace. We are the processor and act only on your documented instructions, which include your use of the product's features. We are an independent controller for account, billing and security data.

Subject matter and scope

  • Subject matter: providing the LeadMapz platform.
  • Duration: the life of your account plus the deletion period below.
  • Categories of data subject: business contacts, decision makers and your own staff users.
  • Categories of data: names, business addresses, phone numbers, emails, public social profiles, call notes, recordings and transcripts.
  • No special category data is required and should not be entered.

    • Our obligations

  • Process only on your instructions and tell you if an instruction appears unlawful.
  • Keep staff with access bound by confidentiality.
  • Apply appropriate technical and organisational measures, including encryption in transit, role-based access, row-level database rules and audit logging.
  • Help you respond to data subject requests and to security, impact assessment and regulator obligations.
  • Notify you without undue delay after becoming aware of a personal data breach.
  • Make available the information needed to show compliance and allow an audit once a year on reasonable notice.

    • Sub-processors

    We use sub-processors for hosting and database services, mapping and search data, email delivery, payment processing and speech transcription. Each is bound by equivalent obligations. We will give notice of a new sub-processor and you may object on reasonable data protection grounds.

    International transfers

    Where personal data leaves the UK or EEA we rely on the UK International Data Transfer Agreement or Addendum, the EU Standard Contractual Clauses, or an adequacy decision, with supplementary measures such as encryption.

    Return and deletion

    You can export your data at any time. On closure we keep it for 30 days so you can retrieve it, then delete or anonymise it, except where law requires us to retain records.

    Signing

    Need a countersigned copy for your records? Email hello@leadmapz.com and we will return one.