The Ops Department Privacy Policy and T&Cs

Terms and Conditions

When you browse the website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with the privacy policy governing The Ops Department's relationship with you in relation to this website.

 

The term The Ops Department or “us” or “we” or "our" refers to the owner of the website, whose registered office is TUGU Limited t/a The Ops Department: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

 

The term “you” refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

• The content of the pages of this website is for your general information and use only. It is subject to change without notice.

• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

• Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.

• All trademarks reproduced in this website, which are not the property of or licensed to the operator, are acknowledged on the website.

• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.

• From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

• You may not create a link to this website from another website or document without The Chameleon Guide’s prior written consent.

• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.

 

To opt out of being tracked by Google Analytics across all websites, follow this link (Link istools.google.com/dlpage/gaoptout)

 

Privacy Policy - Effective March 2026

This privacy policy sets out how The Ops Department uses and protects any information that you give The Ops Department when you use this website.

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1. Who we are

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The Ops Department provides operational consultancy, CRM implementation and marketing automation configuration services to small service-based businesses.
For data protection purposes:

• We act as a Data Controller when processing personal data relating to our own business operations (e.g., website visitors, enquiries, marketing subscribers).

• We act as a Data Processor when handling personal data on behalf of clients.

 

If you have any questions about this notice, you can contact:
Karen Espley
TUGU Ltd T/A The Ops Department – Registered address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
karen@theopsdepartment.com​

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2. Legal Framework

We process personal data in accordance with:

• UK General Data Protection Regulation (UK GDPR)

• Data Protection Act 2018

• Privacy and Electronic Communications Regulations (PECR)

• Data Use and Access Act 2025 (as applicable)

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SECTION A – WHEN WE ACT AS DATA CONTROLLER

This applies to visitors to our website and individuals who contact us directly.

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3. What Personal Data We Collect

We may collect:

• Name

• Job title

• Company name

• Email address

• Telephone number

• Information submitted via contact forms

• Communication history

• Website usage data (via cookies)

We do not intentionally collect special category data through our website.​

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4. How We Use Your Information

We use personal data to:

• Respond to enquiries

• Deliver contracted services

• Send relevant business communications

• Provide marketing communications (where lawful)

• Improve our services

• Comply with legal obligations

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5. Lawful Bases for Processing

We rely on:

• Contract – where processing is necessary to deliver agreed services

• Legitimate Interests – for responding to B2B enquiries and limited business marketing

• Consent – where required for marketing communications

• Legal Obligation – for accounting and regulatory compliance

6. Marketing Communications

You will only receive marketing communications if:

• You have consented, or

• We have a legitimate interest in contacting you in a business context.

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You can unsubscribe at any time via the link in emails or by contacting us directly

 

7. Data Retention

We retain personal data only for as long as necessary:

• Client records: 6 years for legal and accounting purposes

• Marketing subscribers: until you unsubscribe or after 24 months of inactivity

• Enquiry data: up to 24 months

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8. Cookies

Our website uses cookies to:

• Enable core website functionality

• Analyse website traffic

• Improve user experience

 

Where required, we obtain consent before placing non-essential cookies. You can manage cookie preferences via your browser settings.

 

9. Third-Party Service Providers

We may use trusted third-party platforms to support our operations, including:

• CRM systems

• Email marketing platforms

• Cloud storage providers

• Payment processors

 

These providers process data on our behalf and are required to implement appropriate security measures.

 

10. International Transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations or approved transfer mechanisms.

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11. Your Data Protection Rights

Under UK data protection law, you have the right to:

• Access your personal data

• Request correction

• Request deletion (where applicable)

• Restrict processing

• Object to processing

• Request data portability

To exercise these rights, contact us at karen@theopsdepartment.com.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk

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SECTION B – WHEN WE ACT AS DATA PROCESSOR​​

When delivering CRM implementation, data cleansing coordination, process mapping, or marketing automation configuration services, we process personal data on behalf of our clients.
In these cases:

• The client is the Data Controller.

• We act solely on documented instructions.

• We do not determine the purposes of processing.

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We implement appropriate technical and organisational measures to safeguard personal data, including access controls, encrypted systems, data minimisation practices, and secure deletion procedures.

 

If you are a customer, visitor or contact of one of our clients and have a query about your data, you should contact that organisation directly.​

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12. Data Security

We take appropriate technical and organisational measures to protect personal data, including:

• Encrypted devices

• Password-protected systems

• Access controls

• Secure cloud storage

• Multi-factor authentication where available

• Data handling procedures

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13. Changes to This Notice

We may update this notice from time to time. The latest version will always be available on this page.

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