Data Management Information

Data Management at OJM Businesses

At OJM Web Design, part of OJM Businesses, we are committed to managing client data with integrity, transparency, and security. Our data management practices are built around trusted platforms—Jetpack CRM and Microsoft SharePoint—to ensure your information is handled professionally and in full compliance with UK data protection laws.

We may use terms such as DMS (Data/Document Management System) and CRM (Customer Relationship Management Systems)

Our Data Management Systems (DMS/CRM)

Jetpack CRM

We use Jetpack CRM to manage all client relationships and project workflows. This system allows us to:

  • Securely store contact details, project notes, and communication history
  • Track project milestones, invoices, and service agreements
  • Maintain a clear, auditable record of all interactions

Jetpack CRM is fully integrated into our website infrastructure and is protected by strong authentication and encryption protocols.

Microsoft SharePoint

For document management and client collaboration, we rely on Microsoft SharePoint. This platform enables us to:

  • Organise and store project files, contracts, and design assets in a secure cloud environment
  • Control access to sensitive documents through role-based permissions
  • Collaborate efficiently across projects while maintaining version control and data integrity
  • Share documents with clients via the Secure Customer SharePoint Portal (for customers who have EntraID accounts – you will have been notified)

All data stored in SharePoint is encrypted and backed by Microsoft’s enterprise-grade security standards.

How We Use Your Data

We use your data solely to deliver and support the services you’ve requested. This includes:

  • Communicating with you about your project
  • Managing timelines, deliverables, and billing
  • Providing ongoing support and updates
  • Ensuring compliance with legal and contractual obligations

We do not sell or share your data with third parties for marketing or unrelated purposes.

Security & Compliance

Both Jetpack CRM and Microsoft SharePoint are GDPR-compliant platforms. We further enhance security by:

  • Using strong passwords and two-factor authentication
  • Limiting access to client data on a need-to-know basis
  • Regularly reviewing and updating our data protection policies

Data Retention & Your Rights

We retain client data only for as long as necessary to fulfill our services or meet legal requirements. You have the right to:

  • Request access to your data
  • Ask for corrections or updates
  • Request deletion of your data – we may retain data such as invoices, quotes, and transactions for financial purposes.
  • Withdraw consent at any time

To make a request, simply contact us at dataprotection@ojmbusinesses.co.uk with your full name, email address, address, phone number, and customer ID number (will be displayed on emails from OJM Businesses), and a form of identification (such as drivers license, passport OR you can provide us with a document that displays your full name and address such as a utility bill). We need to see some form of identification to prevent unauthorised access and/or deletion of your customer data.

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