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Privacy

How we use your data

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”).

This privacy policy outlines how Ometis Limited will use, store and share your personal data, and supplements any other fair processing or privacy notices provided to you.

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 dpo@ometis.co.uk or by phone on 0330 363 9900.

This policy applies to any personal data that we collect about you when you:

    • visit our one of our websites:
    • apply for a job through us or otherwise receive services from us;
    • apply to work for us;
    • provide goods or services to us;
    • visit one of our sites; or
    • contact us, for example by telephone, email, post or through submitting a form on our website.

Who are we?

In this privacy policy, the terms “we”, “our”, and “us” are used to refer to Ometis Limited, company number 07095283, whose registered office is 42 Lytton Road, Barnet, Hertfordshire EN5 5BY.

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:

  • where you are dealing with Ometis Limited, the controller is Ometis Limited;
  • where you are dealing with Ometis Toolkit, the controller is Ometis Limited.

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.

What information do we collect from you?

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.

Where do we get this information from?

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.

Information that you give to us

You may share personal data about yourself and your circumstances by:

    • where you are an applicant, submitting your CV to us and/or providing us with details of your current and previous engagements, as well as your requirements and preferences in relation to future engagements. This may be by phone, email, post or in person;
    • filling in forms on our website, registering to use our website, and continuing to use our website;
    • giving us other information about yourself in any communications with us either by telephone, website instant chat, e-mail, post or otherwise, or to report a complaint or issue;
    • contacting us in connection with the services we provide, or may provide in the future, to you;
    • when you are, or work for, a supplier, contacting us in connection with services that you (or your employer) provides to us;
    • signing in at reception on one of our sites; and
    • submitting a job application or CV to us to join our business.

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.

Information that we collect about you

We collect personal data about you:

      • when you visit our website, including details of your visits to our website including, but not limited to, Internet Protocol (IP) address used to connect your computer to the internet, MAC addresses, traffic data, location data, your login information, time-zone setting browser type and version, browser plug-in types and versions, operating system and platform, weblogs, cookies and other communication data, and the resources that you access. For more information please see our cookies policy at www.ometis.co.uk/cookies.
      • if you visit one of our sites, we may collect data including your name and CCTV images;
      • when you contact us in relation to services, complaints or other queries or issues.
      • Information that we receive from other sources
      • We may receive personal data about you from other third parties, including:
      • where you are an applicant, previous and current employers, when we seek references about you, where you have confirmed your referees may be contacted);
      • where you are an applicant, other third parties when we seek references about you e.g. a personal reference or from an educational establishment;
      • where you are an applicant, when we collect CV information from third party suppliers such as job boards where you have given consent to such third party suppliers for your details to be searchable by agencies like us;
      • where you are an applicant, where potential hirers share information about you with us, for example to feedback following an interview;
      • where you are an applicant, where our recruiters search databases about you to obtain information about your location, skills, experience, availability date and salary/hour requirements, in which case publicly available databases will be searched;
      • where you work for one of our suppliers, clients or potential clients and we receive your contact information from your employer;
      • in connection with any mergers, acquisitions or TUPE transfers where we obtain your information from another company.

Why do we need your information?

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:

      • to assist you with your job search; and
      • to analyse your CV and any other information collected about you to determine your qualifications and abilities in order to match your details with suitable recruiting organisations.

We also use your information:

      • to provide you with information that you request from us or which we feel may interest you, including, where you are an applicant, potential job roles. We may, on occasion and, where appropriate where you have consented, send you marketing information by email or post. This can include notifications about the launch of new services, competitions, offers or other relevant news articles that you might find interesting. You may withdraw your consent at any time by notifying us;
      • for research about our applicants’ and other clients’ behaviour and our products and services generally;
      • to develop and improve our services;
      • to administer and improve our website to ensure that content is presented in the most effective manner;
      • to notify you about changes to our services;
      • to provide you with appropriate support;
      • to review your CV and suitability for a role with us;
      • as part of our efforts to keep our sites safe and secure;
      • to manage and administer the services that you, as a supplier or employee of a supplier, provide to us;
      • to manage and administer the services that we provide to you, as a client, or employee of a client

Special categories of data

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.

Basis for using your information

Necessary for the entry into or performance of a contract

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.

Legitimate business interests

We use your personal data (excluding special categories of personal data) as set out in this privacy policy for the legitimate interests of our business to enable us to:

      • provide you with services as requested by you;
      • to receive services that we purchase from you when you are, or work for, a supplier;
      • carry out research to understand our applicants and other clients and how they use our products and services; and
      • develop and improve our services to you and to our other applicants and clients.

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.

Legitimate interest

We have a legitimate interest in processing your information as:

      • we both benefit from the provision of services and support and from improvements to services;
      • we both benefit from the effective operation of our website;
      • we both benefit from the processing of your personal data to help you to find a suitable role;
      • we will both benefit from the ability to enforce or apply rights under any contract between us;
      • we are required to ensure Health and Safety and security of our sites and have a legitimate interest in ensuring any processes are effective;
      • we would be unable to provide our services without processing your information;
      • we have a legitimate interest in processing your information in connection with any mergers, acquisitions or reorganisation of our business, in which case some of your information may be shared with a prospective buyer or otherwise but only so far as is strictly necessary for the purposes of such sale or administration; and
      • we have a legitimate interest in processing your information in connection with any mergers, acquisitions, or reorganisation of our business.

Necessity

We consider that it is reasonable for us to process your personal data for the purposes of our legitimate interests outlined above as we process your personal data only so far as is necessary to achieve the purpose outlined in this privacy policy.

Impact of processing

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.

Consent

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.

You have the right to withdraw your consent to processing of this nature at any time by contacting the CPO at the details at the start of this privacy policy.

Who do we share your information with?

We may share your information with the other members of our group of companies but only for the purposes specified in this privacy policy.

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.

We conduct our business with honesty and integrity and these principles are communicated to, understood and observed by all of our staff.  We undertake not to share your personal data, including you personal career details where you are an applicant, with any other third party other than in accordance with this privacy policy.

What automated decisions do we make about you?

Ometis does not apply Automated decision making to the personal data which we process.

Where is your information kept and how long is it stored for?

Transfers outside of the European Economic Area

The information which we collect about you may be transferred outside the European Economic Area. Please note:

      • Personal data is transferred by us to our data archive service provider, who is based in the UK.
      • A limited number of our suppliers may transfer personal data we have shared with them.

Retention of your personal data

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:

      • For applicants where your personal data is held on our database for the purposes of identifying job placement opportunities, but where you have not been placed with a client, we shall retain your personal data for three (3) years from the last recorded contact we have with you.
      • recruitment and interview records for candidates applying for roles within Parity but who do not subsequently take up employment with Ometis, are kept for six (6) months from the last recorded contact;
      • cookies are refreshed in accordance with our cookies policy www.ometis.co.uk/cookies.

Security of your personal data

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.

What non-personally identifiable information do we collect?

We may also collect non-personally identifiable information (that is, information that does not specifically identify you), such as aggregate use statistics.

What rights do you have?

You have a number of rights under the Data Protection Laws in relation to the way we process your personal data, which are set out below. You may contact us using the details at the beginning of this privacy policy to exercise any of these rights.

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 access to your personal data

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 ask us to rectify 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 your personal data

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

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 port your personal data

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

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 not to be subject to automated decisions

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

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.

What if you have a complaint?

If you have any concerns regarding our processing of your personal data, or are not satisfied with our handling of any request made by you, or would otherwise like to make a complaint, please contact our CPO in the first instance using the details at the start of this privacy policy, so that they can do their very best to sort out the problem.

You can also contact the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF www.ico.org.uk 

Sole traders, partnerships and businesses

Where we provide or receive services to or from a sole trader, partnership or business that you represent or are employed/contracted by and this involves the collection and use of your personal data by us, this will be done in accordance with the relevant parts of this privacy policy.

Other websites

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.

Changes to this privacy policy

We will take all measures necessary to communicate any changes to this privacy policy to you, and will post any updated privacy policies on this page.

This policy was last reviewed and updated on 21 September 2023.