At Ometis, we are committed to protecting your privacy. It is important that you understand how we store your data and ensure we meet our legal obligations to you under the UK data protection rules (including associated guidance) (the “Data Protection Laws”).
If you have any questions in relation to this policy or generally around how your personal data is processed by us please contact our Data Protection Officer (CPO) by letter addressed to: The Data Protection Officer, Ometis Limited, Office 117, 3 Wharfside Street, Spaces, Level 1 The Mailbox, Birmingham, B1 1RD, by email at firstname.lastname@example.org or by phone on 0330 363 9900.
This policy applies to any personal data that we collect about you when you:
Depending on which member of Ometis Limited you are dealing with, the controller of your information for the purposes of the Data Protection Laws is:
The controllers above are responsible for your personal data. This policy applies to all of the controllers above and Ometis Limited as a whole. We will use your personal data fairly, lawfully and in a transparent manner, and in accordance with the Data Protection Laws.
We collect your name and contact details (including your address, telephone number and e-mail address as applicable). Where you are an applicant using our recruitment services, we also collect your requirements and preferences in relation to the services we provide to you, your current and past work details, and references (where applicable).
Each time you visit our website we may also automatically collect information and personal data about your computer for system administration including, where available, your IP address, operating system and browser type. We do this to help us analyse how users use the websites (including behaviour patterns and the tracking of visits across multiple devices), to establish more about our website users and to assist us in managing your account and improving your online experience. Please see our cookies policy for further information about what information may be automatically collected when you visit our websites at www.ometis.co.uk/cookies.
Please note that we may combine personal data we receive from other sources with personal data you give to us and personal data we collect about you.
We collect some of your information directly from you, either through information that you give to us or information that we collect during your visits to our website or through your communications with us. We also obtain some information from other third parties, including, where you are an applicant, information from your previous and current employers, (where we collect references), and other third parties such as LinkedIn and job boards, or where we merge or otherwise acquire another business.
You may share personal data about yourself and your circumstances by:
You are not obliged to provide your personal data to us. However, if you do not provide your personal data to us, we may not be able to provide services to you, respond to your queries, allow you onto our sites, or process your job application.
We collect personal data about you:
The main purpose for which we use your information is to provide you with the services that you have requested from us, or to enable us to receive the services that you provide to us where you are, or work for, a supplier.
Where you are a prospective applicant looking for work through us, we use your information to provide you with recruitment services, in particular:
We also use your information:
Data Protection Laws define certain personal data as falling into ‘special categories of personal data’ such as personal data regarding your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying a person, data concerning your health (including mental and physical health), or data concerning your sex life or sexual orientation.
Where you are an applicant, we may ask you for some sensitive details or you may voluntarily give such personal data to us in connection with a work placement. We will only use this personal data for the purposes of compliance with Health and Safety, other legislation and for meeting our client requirements when applicable. If this applies to you, we will inform you of the purpose at the time the data is requested.
In addition, personal data relating to criminal convictions may be required and processed by us to meet client requirements.
We may share your personal data which falls into a special category of personal data with the client where you have been placed.
When you ask us to provide services to you, or when you provide services to us where you are a supplier, a contract between you and us will have been entered into. In order for us to fulfil our obligations under such contract (e.g. to allow you to place an order for goods or services), we will need to collect, process and share (as further detailed below) your personal information. Failure to provide the requisite personal information or objecting to this type of processing / exercising your deletion rights will, unfortunately, mean we cannot provide our services to you.
As indicated below, we may also pass your personal data to members of our group and other third parties and this is also for our legitimate business interests.
We are required to carry out a balancing test of our legitimate business interests in using your personal data outlined above against your interests and rights under the Data Protection Laws. As a result of our balancing test, which is detailed below, we have determined, acting reasonably and considering the circumstances, that we are able to process your personal data in accordance with the Data Protection Laws on the basis that we have a legitimate business interest.
We have a legitimate interest in processing your information as:
We consider that it is reasonable for us to process your personal data for the purposes of our legitimate interests outlined above as the processing of your personal data does not unreasonably intrude on your privacy.
We may, on occasion, send you marketing messages by email and post about us and our services where you have not unsubscribed and where you have purchased similar services from us, or where you have otherwise consented.
We use your personal data falling into special categories of personal data where you have explicitly consented for us to do so.
Where you are an applicant, we may share your information with a recruiting organisation where you have consented, where we believe that you may be suitable for a role.
We may also use a number of carefully selected third parties to supply us with products and services, such as legal advice. We will only share your information with these suppliers where it is necessary for them to provide us with the services we need. We do not share your information with third parties for marketing purposes.
Where you are an applicant, we may share your information with other third parties, such as recruiting organisations, where we believe you may be suitable for a role with such organisation, and where you have consented to us sharing your information.
We may also need to disclose personal data to third parties to comply with a legal or regulatory obligation, or if necessary for legal proceedings.
Ometis does not apply Automated decision making to the personal data which we process.
The information which we collect about you may be transferred outside the European Economic Area. Please note:
We will typically keep your personal data for seven (7) years from the last recorded transaction with you, in order to enable us to adhere to statutory and regulatory requirements and to deal with any issues or concerns you may have about the services you have received (or provided to us where you are, or work for a supplier), and also to allow us to bring or defend legal proceedings. In some circumstances, some of your data will be deleted in much shorter timescales, for example:
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our websites; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. e.g. internal access to personal data is restricted to our staff that require access as part of their roles and their access is password protected.
Where you have an account with the Website or other Ometis system, information and profiles that you may have with us are password-protected so that only you have access to this information. We strongly recommend that you do not divulge your password to anyone and remember to logout from your registered area and close your browser window when you have finished your visit to our website. Ultimately you are solely responsible for maintaining the secrecy of your passwords and/or any account information.
We may also collect non-personally identifiable information (that is, information that does not specifically identify you), such as aggregate use statistics.
In some instances, we may be unable to carry out your request, in which case we will write to you to explain why.
You have the right to request confirmation that your personal data is being processed, access to your personal data (through us providing a copy) and other information about how we process your personal data.
You have the right to request that we rectify your personal data if it is not accurate or not complete.
You have the right to ask us to erase or delete your personal data where there is no reason for us to continue to process your personal data. This right would apply if we no longer need to use your personal data to provide the recruitment services to you where you are an applicant, where you withdraw your consent for us to process special categories of your personal data, or where you object to the way we process your personal data (see right 6 below).
You have the right to ask us to restrict or block the processing of your personal data that we hold about you. This right applies where you believe the personal data is not accurate, you would rather we block the processing of your personal data rather than erase your personal data, where we don’t need to use your personal data for the purpose we collected it for but you may require it to establish, exercise or defend legal claims.
You have the right to obtain and reuse your personal data from us to reuse for your own purposes across different services. This allows you to move personal data easily to another organisation, or to request us to do this for you.
You have the right to object to our processing of your personal data on the basis of our legitimate business interests, unless we are able to demonstrate that, on balance, our legitimate interests override your rights or we need to continue processing your personal data for the establishment, exercise or defence of legal claims.
You have the right to object to any automated decision making, including profiling, where the decision has a legal or significant impact on you.
You have the right to withdraw your consent where we are relying on it to use your personal data, for example where we are relying on your consent to send you marketing information, to process special categories of your personal data, or, where you are an applicant, where we are relying on your consent to share your personal data with recruiting organisations.
You can also contact the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF www.ico.org.uk
Our websites may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies or your use of those websites.
This policy was last reviewed and updated on 21 September 2023.