Privacy notice

1. Introduction and overview

Aku Optics Ltd (“Aku Optics”, “we”, “our” or “us”) provides practice management software, clinical records, NHS claim workflows and communication tools for independent optical and audiology practices in the United Kingdom.

This notice explains how we collect, use, disclose and safeguard your personal information when you visit akuoptics.co.uk or when our platform processes data on behalf of our client practices.

2. Data controller and contact information

Aku Optics Ltd is the data controller for personal data collected through our website and marketing communications. For patient data processed within our clinical practice management platform, Aku Optics acts as a data processor on behalf of the respective optical practice, which is the data controller.

We are registered with the Information Commissioner’s Office.

3. Information we collect

• Account and registration information. Name, professional title, practice name, business email address, phone number and authentication credentials when setting up a practice account.
• Enquiries and demo requests. Contact information provided when submitting website forms, scheduling demos or subscribing to product communications.
• Patient communication data. Practice-directed communication records, including email addresses, phone numbers, appointment timestamps, recall schedules and consent preferences.
• Usage and technical data. IP address, browser type, device identifiers and system logs, to keep the service secure and reliable.

4. Email and communications

We follow the UK General Data Protection Regulation (UK GDPR) and the Privacy and Electronic Communications Regulations (PECR).

Transactional and essential care communications

These are necessary to perform our contract or to support patient care:

• Two-factor authentication codes, email verification codes and password reset links.
• Staff invitations and critical security alerts.
• Patient appointment confirmations, sight test recall reminders and collection notifications.

Marketing and relationship communications

Product updates, newsletters, feedback requests and review invitations are sent strictly on an opt-in basis:

• We obtain unambiguous, affirmative opt-in consent before sending any promotional material.
• Every marketing email carries a working, single-click unsubscribe link.
• Every email identifies Aku Optics Ltd and shows our registered address in the footer.
• Practices manage patient consent through granular per-channel consent flags for email, SMS, WhatsApp and letter.

5. How to unsubscribe or manage preferences

• Use the unsubscribe link at the bottom of any marketing email you receive.
• Manage communication preferences directly inside your practice portal.
• Email privacy@akuoptics.co.uk with the subject “Unsubscribe request”.

Requests are processed within 24 business hours.

6. Lawful bases for processing

• Consent, Article 6(1)(a). Optional marketing communications, newsletters and demo follow-ups where explicit consent has been given.
• Contract performance, Article 6(1)(b). Delivering the software, authenticating users and billing.
• Legitimate interests, Article 6(1)(f). Maintaining security, preventing fraud and keeping the application performing.
• Legal and clinical compliance, Article 6(1)(c) and Article 9. Supporting practices in meeting statutory health record retention and NHS General Ophthalmic Services requirements.

7. Data security and sub-processors

We apply technical and organisational security measures including AES-256 encryption at rest, TLS 1.3 in transit, role-based access control and multi-factor authentication. We work with vetted infrastructure providers, including Twilio SendGrid for email delivery.

8. Your rights under UK GDPR

You have the right to access, rectify, erase, restrict or object to the processing of your personal data, and the right to data portability. To exercise any of these, contact us at privacy@akuoptics.co.uk. You also have the right to complain to the Information Commissioner’s Office.