LeadMapz

Privacy Policy

Last updated: 14 September 2026

This explains what personal information LeadMapz holds, why we hold it, who we share it with and the choices you have. It covers both the people who use our service and the business contacts our tools return.

Who is responsible

LeadMapz, a product of Optimum IT Solutions, is the controller of account and billing information. For the business contact records our customers build in their own workspace, the customer is the controller and we act as their processor under the Data Processing Addendum. Contact our data protection contact at hello@leadmapz.com. Formal notice details can be requested through that address.

What we collect

  • Account data: name, work email, password hash, role, approval status, plan and credit balance.
  • Usage data: searches run, credits spent, leads added, sign-in times, activity and break records for agent time tracking.
  • Billing data: plan, invoices and payment status. Card details are handled by our payment provider, not by us.
  • Support data: messages you send us.
  • Technical data: IP address, device and browser information, and cookie identifiers where you consent.
  • Business contact records: company name, address, phone numbers, websites, public social profiles and publicly listed decision-maker names collected from mapping services, search results, company registers and public web pages.

    • Why we use it and our lawful basis

  • To provide the service and your account — performance of a contract.
  • To bill you and prevent fraud — contract and legitimate interests.
  • To keep the service secure and diagnose faults — legitimate interests.
  • To track agent working time where your employer uses that feature — legitimate interests of the employer, who is the controller of that record.
  • To measure usage with analytics and to run marketing — your consent, given through the cookie banner.
  • To meet tax, accounting and legal obligations — legal obligation.

    • Business contacts found through the service

    Our tools return information already published by or about a business. Where that information identifies a person, such as a named owner or a direct number, we process it on the basis of legitimate interests in providing a business-to-business research tool, and our customers must have their own lawful basis for contacting anyone. If you are a business contact and want your details removed from our systems, email hello@leadmapz.com and we will suppress them and pass the request to the customers who hold them.

    Who we share with

    Service providers who help us run the product: hosting and database infrastructure, mapping and search data providers, email delivery, payment processing, and speech transcription when a call recording feature is used. We do not sell personal information. We may disclose information if required by law or to protect our rights.

    International transfers

    Our providers may process data outside the UK and EEA, including in the United States. Where that happens we rely on UK International Data Transfer Agreements, the EU Standard Contractual Clauses, or an adequacy decision, together with technical safeguards such as encryption.

    How long we keep it

  • Account and usage data: for the life of the account and 12 months after closure.
  • Billing records: 7 years, to meet tax law.
  • Lead records: until the customer deletes them or their account is closed, then up to 30 days.
  • Call recordings and transcripts: 90 days unless the customer sets a shorter period.
  • Suppression and do-not-contact entries: kept indefinitely so we can honour the request.

    • Your rights

    Depending on where you live you may have the right to access your data, correct it, delete it, restrict or object to processing, receive a portable copy, withdraw consent, and not be subject to decisions made solely by automated means. We do not use your data for automated decisions with legal effects.

  • UK and EU (UK GDPR / GDPR): you can also complain to the Information Commissioner's Office at ico.org.uk, or to your local supervisory authority.
  • United States (California CPRA, Virginia, Colorado, Connecticut, Utah, Texas and other state laws): rights to know, delete, correct, opt out of sale, sharing and targeted advertising, limit use of sensitive information, and appeal a refusal. See Your Privacy Rights for how to submit a request. We do not sell or share personal information as those laws define it, and we do not knowingly process data about under-16s.
  • Canada (PIPEDA) and Quebec Law 25: access, correction, withdrawal of consent and complaint to the OPC.
  • Australia (Privacy Act and APPs): access, correction and complaint to the OAIC.
  • Brazil (LGPD), South Africa (POPIA), Switzerland (FADP) and similar laws: equivalent rights apply.

    • To exercise any right, email hello@leadmapz.com. We respond within one month, or sooner where the law requires.

    Security

    Data is encrypted in transit, access is restricted by role, and database rules limit each agent to their own records. We keep audit trails of credit changes and administrative actions. If a breach affects you we will notify you and the relevant regulator within the required time.

    Children

    The service is for business users aged 18 and over. We do not knowingly collect data from children.

    Changes

    We will post any update here and notify you of material changes before they take effect.