Privacy policy | OfficeTeam

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Privacy policy

OT Group Limited, trading as OfficeTeam / SmartPad.
Registered Office: Dartmouth Road, Smethwick B66 1BL. Registered Number: 05607779

The OT Group take the privacy of your information very seriously.  To ensure you are fully informed and to adhere to current legislation, this policy is designed to inform you about:

  • how we collect and process your information,
  • why we collect your information and
  • what rights you have.

We may update this privacy policy from time-to-time by posting a new version on our website.  You should check this page occasionally to ensure you are happy with any changes. Through the policy, the words ‘we’ and ‘us’ refers to OT Group [and its subsidiaries], unless otherwise indicated.

To get in touch with us:

Visit: our communications preference centre to opt out of any channels or update your communications preferences
Write to us at: Data Protection Office, Marketing Department, OT Group Ltd Dartmouth Road, Smethwick B66 1BL

How we collect your information

You may submit personal information about yourself (for example, name and email address etc.) in order to receive or use services. Any additional future use by OT Group of your personal data will be determined by your responses to the questions you are asked at the time your data is captured. These future communications may include marketing materials and sales promotional items.

You can rest assured that we will never pass your data to a third party for their own use.

Processing purposes and legal basis

The data collected about you will be processed, stored and used only for the indicated purpose(s), including to:

  • Manage your account
  • Process and deliver your order
  • Process payment
  • Personalise our websites
  • Provide information on products or services based on your interests
  • Improve the quality of our products and develop new ones
  • Analyse trends
  • Improve site design and security

Your data will be processed under various legal bases based on the specific activity for the following purposes:

  • Contractual obligation – sale of products and services, maintaining accounts and records.
  • Legitimate interests – outward marketing communications, research/analysis/analytics.
  • Consent – requests for information.
  • Legal obligation – required by law, for security purposes, prevention/detection of crime.

 

Your rights

Under current legislation, you have many rights in respect of how we hold and use your data.

You have the right

  •  to know why we collect your data
  •  to ask for a copy of the information we hold on you
  •  to correct any inaccuracies
  • to restrict how we process your data
  • to ask us to stop processing your data
  • to know if we use any profiling or automated decision making with your data.

 

Opting out of marketing communications

As a business contact, we will be holding, processing your data and contacting you under the legitimate interests provision of the General Data Protection Regulation (GDPR) and in line with Privacy and Electronic Communications Regulations (PECR), having undertaken an appropriate balancing assessment. However if you no longer wish to hear from us you can always easily opt out in the following ways:

  • Visit our communications preference centre to opt out of any channels
  • Unsubscribe from specific communications, for example email or SMS
  • Write to us at Data Protection Office, Marketing Department, OT Group Ltd Dartmouth Road, Smethwick B66 1BL.
  • Inform your contact at OT Group who will pass your wishes on

 

If you want to complain

You have the right to complain about the way we have used your data. If this is the case, please contact our Data Protection Officer. If you are not satisfied with our response, you can also contact the Information Commissioner’s Office on their website – www.ico.org.uk.

 

Correcting your data

If you believe any of the data we hold about you is incorrect or being misused, or want further information you may contact us.

Please address requests to:

Data Protection Office,
Marketing Department,
OT Group Ltd Dartmouth Road,
Smethwick
B66 1BL

 

Erasing your data

You have the right to ask us to remove your data from all of our systems. If this is the case, where there is no reason not to (such as an outstanding contractual obligation) we will implement your request.

In all cases, please address requests to your contact at the respective OT Group business.

 

How we collect information about your visits to our website

When you visit our web pages, we will download a small file called a “cookie” to be stored on your computer’s web browser. This helps us personalise your web experience and remember you when you return and want to continue a task. Please view our cookies page to see full details of what cookies we use on the site, what these are used for and for how to disable them.

Our cookies provide us with non-personal statistical information about what you do on the website, for example: the duration of time a page was viewed, common paths taken through the site, data on screen settings and other general information. We may also collect information about what other websites you visit after ours. We use this data to improve the services on our site and to improve your experience of using our website.

 

Automated decisions and profiling

Automated decision-making will not be used on any data supplied to us. Profiling we undertake on business contacts is based on the size of the company and the industry sector and the job titles of individuals. This may then be used within the marketing communication to make sure anything we send is relevant to you.

 

Our service providers

OT Group may engage subcontractors, partners and suppliers to provide products and services. These third parties process your (personal) information on our behalf and are required to meet our security and privacy standards.
These third parties include:

  • Logistics and delivery providers
  • Payment service providers
  • Partners that provide insights and analytics services
  • Marketing and advertising providers
  • Credit Reference Agencies who may share your data with other organisations to make credit decisions (CRAIN)
  • Security and fraud prevention companies to ensure the safety and security of our customers, suppliers and employees
  • Customer service web chat & ticketing providers

 

Disclosure of information

Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us.

We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes as set out in this privacy policy.

In addition, we may disclose your personal information:

(a) To the extent that we are required to do so by law.

(b) In connection with any legal proceedings or prospective legal proceedings.

(c) In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

(d) To any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

Except as provided in this privacy policy, we will not provide your personal information to third parties.

 

International data transfers

From time-to-time we may transfer your personal information to service providers based outside of the EEA for the purposes described in this privacy policy.  We will seek to ensure that all adequate safeguards are in place and that all applicable laws and regulations are complied with in connection with such transfer.  For data transferred from EU to countries outside the EU, we will use agreements based on EU Model Clauses.

In addition, personal information that you submit for publication (e.g. blog comments or if you comment on one of our articles) on the website will be published on the internet and may be available, via the internet, around the world.  We cannot prevent the use or misuse of such information by others.

 

How do we protect your personal information?

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

We will store all the personal information you provide on our secure (password- and firewall- protected) servers. All electronic transactions you make to or receive from us will be encrypted using SSL technology.

Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

You are responsible for keeping any passwords and user details to our sites confidential. We will not ask you for your password (except when you log in to the website).

 

Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

 

Data controller

The data controller responsible in respect of the information collected on this website is OT Group Limited.

Our data protection registration number is Z9471827.

This policy was reviewed in August 2021

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