Privacy Policy

PRIVACY POLICY

Last updated on October 20, 2024

This Privacy Policy explains how OTL Staffing Ltd (“we“, “us“, or “our“) collects, uses, stores, and shares your personal information when you access our services (“Services”), including but not limited to:

  • Visiting our website at otlstaffing.co.uk or any related website linking to this Privacy Policy;
  • Engaging with us in other ways, such as sales, marketing, or events.

If you have any questions or concerns regarding this policy or your privacy rights, please contact us at admin@otlstaffing.co.uk.

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you disagree with any part of this policy, you should discontinue using our Services.

 

SUMMARY OF KEY POINTS

This summary provides key highlights of our Privacy Policy. For more detailed information, please read the full policy or follow the corresponding links provided in each section.

  • What Personal Information is Collected? We collect personal information when you visit, use and/or nagivate our Services, we may process information depending on your interaction, preferences, products and features including information you voluntarily provide. More Information on disclosure
  • What Sensitive Information is Processed? In certain circumstances, we may process sensitive information with your consent or as otherwise permitted by law, this may include examples such as your racial or ethnic origins, sexual orientation and religious beliefs. Learn More
  • Do we Collate Data for Third-Parties? We do not collect any personal data or information from any third parties unless explicitly stated. Learn More
  • Information Usage and Processing? We use your information with your consent for marketing purposes, in addition, to provide, improve, administer, communicate and secure our Services; complying with legal obligations including, security and fraud prevention, data protection regulations as well as for marketing purposes. More Information
  • When is Data Shared? We may share information with trusted third parties and under specific legal circumstances. Learn more about what is shared, with whom and when
  • What are our Data Security Measures? We have appropriate technical and organisational measures and processes to protect your personal information however we cannot guarantee absolute and complete security of your information regarding hacking and fraudulent cases. More  on how we keep your Information Safe?
  • Your Privacy Rights? You have the right to access, correct, delete, or restrict the processing of your data, this may vary depending on your geographical location. More Information
  • Exercising Your Rights? You can exercise your rights by visiting or contacting us via otlstaffing.co.uk/SAR. All requests will be considered and will be acted upon, in accordance with the applicable data protection laws.

If you would like to learn more regarding the use of information collected Please review the Privacy Notice in full!

 

TABLE OF CONTENTS

  1. WHAT INFORMATION DO WE COLLECT?
  2. HOW DO WE PROCESS YOUR INFORMATION?
  3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?
  4. WITH WHOM AND WHEN DO WE SHARE YOUR INFORMATION?
  5. DO WE USE COOKIES AND TRACKING TECHNOLOGIES?
  6. INFORMATION RETENTION
  7. HOW DO WE KEEP YOUR INFORMATION SAFE?
  8. DO WE COLLECT INFORMATION FROM MINORS?
  9. WHAT ARE YOUR PRIVACY RIGHTS?
  10. DO-NOT-TRACK FEATURES
  11. POLICY UPDATES
  12. CONTACT INFORMATION
  13. REVIEW, UPDATE, OR DELETE YOUR DATA
  1. WHAT INFORMATION DO WE COLLECT?

Personal Information Provided
We collect personal information you voluntarily provide to us when expressing interest in obtaining information about us, our products and/or Services, this includes:

  • Names
  • Contact details (email, phone numbers)
  • Role preferences
  • Authentication data
  • Names of family members, friends, or colleagues (for referral purposes)

We may also collect sensitive information, such as:

  • Head shot photos
  • Driver’s license details

All personal information provided must be accurate, and you are responsible for informing us of any changes, please note that the collaction of information is variable upon your interation, choices, preferences and features made and utilised.

Automatically Collected Information
When you use or visit our Services, we may automatically collect technical data, including:

  • Device information such as information about your computer, phone, tablet, or other device you use to access the Services. This includes information such as your IP address, device information, language preferences, referring URLs, device name, country, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called ‘crash dumps’), and hardware settings).
  • Log and Usage Data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access and/or use our Services, recorded in log files. Depending on how you interact with us, this log data may include your IP address, device information, language preferences, referring URLs, device name, country, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called ‘crash dumps’), and hardware settings).

Additionally, we collect information through cookies and similar technologies. For more details on our use of cookies, visit our Cookie Policy.

  1. HOW DO WE PROCESS YOUR INFORMATION?

We process your personal information to improve and administer our Services such as:

  • Provide and improve our Services through the effectiveness of our marketing and promotional campaigns.
  • Respond to inquiries and provide support
  • Enhance security and prevent fraud
  • Comply with legal obligations
  • Administer employee onboarding processes including but not limited to verifying qualifications, assessing suitability and facilitating communication during the onboarding and hiring processes.

We may also process your information for other purposes with your explicit consent.

We rely on the following legal bases:

  • Consent: You have given your consent for specific purposes (e.g., marketing), whereby you can withdraw your consent at any time. Learn more about withdrawing your consent.
  • Contractual Necessity: We process your data to fulfil contractual obligations, including providing our Services or at your request to agree a contractual offer.
  • Legitimate Interests: For our business purposes such as supporting marketing activities and/or expanding workforce; provided these do not override your rights.
  • Legal Obligations: We may process your data to comply with legal requirements, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.

The General Data Protection Regulation (GDPR) and UK GDPR explain further the valid legal basis for data retention, storage and sharing information; please note that information may be processed where believed it is necessary to protect your vital interested or interests of a third party, such as situations involved potential threats to the safety of any person.

  1. WITH WHOM AND WHEN DO WE SHARE YOUR PERSONAL INFORMATION?

We may share your data with third-party vendors, service providers, contractors, or agents (‘third parties’) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organisation apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct.

We may share your personal information in specific circumstances described below and/or with the following third parties:

  • Vendors, Consultants, third parties and service providers: For tasks such as website hosting, marketing, and security.
  • Business Transfers: In the event of mergers or acquisitions, or during negotiations of, any merger, sale of company assets, financing, or acquisitions of all or a portion of our business to another company.
  • Legal or regulatory bodies: As required by law or to defend legal claims.
  • When using Google Maps Platform APIs. We may share your information with certain Google Maps Platform APIs (e.g. Google Maps API, Places API). Google Maps uses GPS, Wi-Fi, and cell towers to estimate your location. GPS is accurate to about 20 meters, while Wi-Fi and cell towers help improve accuracy when GPS signals are weak, like indoors. This data helps Google Maps provide directions, but it is not always perfectly precise.
  1. DO WE USE COOKIES AND TRACKING TECHNOLOGIES?

Yes, we use cookies and similar tracking technologies to enhance your experience, analyse our website usage, collect and store your information. We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

For more information, please review our Cookie Policy.

We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements, to tailor advertisements to your interests. The third parties and service providers use their technology to provide advertising about products and services tailored to your interests which may appear either on our Services or on other websites.

For more information, please review our Cookie Policy: otlstaffing.co.uk/cookie-policy.

Google Analytics

We may share your information with Google Analytics to track and analyse the use of the Services. The Google Analytics Advertising Features that we may use include: Google Analytics Demographics and Interests Reporting.

To opt out of being tracked by Google Analytics across the Services, visit https://tools.google.com/dlpage/gaoptout. You can opt out of Google Analytics Advertising Features through Ads Settings and Ad Settings for mobile apps. Other opt out means include http://optout.networkadvertising.org/ and http://www.networkadvertising.org/mobile-choice. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page.

  1. INFORMATION RETENTION

We retain your information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy unless otherwise required or permitted by law such as for tax, accounting, or other legal requirements. Once the retention period ends, whereby we have no ongoing requirements to process your personal information, we will securely delete or anonymise such data and information. If this is not possible, for example, personal information has been stored in back-up archives, then this will securely store your information and isolate it from further processing upon possibility of deletion.

  1. HOW DO WE KEEP YOUR INFORMATION SAFE?

We implement organisational and technical security measures to protect your personal information appropriately and compliantly. However, despite our safeguards and efforts, no system or electronic transmission over the internet or information storage technology is entirely secure, and we cannot guarantee complete security against hackers, cybercriminals, or other unauthorised third parties. You are responsible for using secure connections when accessing our Services.

  1. DO WE COLLECT INFORMATION FROM MINORS?

We do not knowingly collect, solicit or share information from individuals under 18. By using the Services, you exemplify that you are at least 18, or that you are the parent or guardian of such a minor and consent to such minor dependent use of the Services. If we discover that  we have inadvertently collated such data from users less than 18 years of age, we will deactivate the account and take appropriate measures to promptly address and delete such data from our records.

If you become aware of any data we may have collected from individuals under the age of 18, please contact us at admin@otlstaffing.co.uk.

  1. WHAT ARE YOUR PRIVACY RIGHTS?

Depending on your location (country, province, or state of residence), certain countries such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, allow you greater access to and rights to control your personal information.

You may have the right to:

  • Access and review your personal information
  • Request corrections or deletions
  • Restrict processing of your personal information
  • If applicable, to data portability, and
  • Withdrawal / termination consent can be made at any time and not subject to automated choices. However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

To exercise these rights, please visit otlstaffing.co.uk/SAR.

All contact and requests made, will be considered and acted upon in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section ‘CONTACT INFORMATION‘ below. You will then be removed from the marketing lists. However, we may still communicate with you, in instances to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. For further information, please see our Cookie Policy: otlstaffing.co.uk/cookie-policy.

If you have questions or comments about your privacy rights, you may email us at admin@otlstaffing.co.uk.

  1. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (‘DNT’) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. Currently, we do not respond to DNT signals or any other mechanisms that automatically communicate your choice not to be tracked online; no standard has been recognised, adopted or implemented for this. Should a standard emerge, we will review and update our practices accordingly.

  1. POLICY UPDATES

We may update this Privacy Policy when necessary to reflect legal changes or service improvements. Any updates will be posted with a revised date, and significant changes will be communicated directly via email or website notice. Any changes made to this Privacy Policy may be notified to your either by prominently posting a notice of such changes or by directly sending a notification.

We encourage you to review this Notice frequently to be information of how we continue protecting your information.

  1. CONTACT INFORMATION

For any inquiries, please contact our Data Protection Officer (DPO) via admin@otlstaffing.co.uk or contact us via post at:

OTL Staffing Ltd
Data Protection Officer
71-75 Shelton Street
Covent Garden,
London
WC2H 9JQ,
United Kingdom

  1. REVIEW, UPDATE, OR DELETE THE DATA COLLATED?

Dependent on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right, to withdraw your consent to our processing of your personal information.

To review, update, or delete your personal information, please visit otlstaffing.co.uk/SAR