BACKOmniplex Learning customer privacy notice
Registered name: Omniplex (Group) Limited
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How we protect the information we process
- How long we keep information
- Who we share information with
- How to complain
Contact details
Post: Omniplex Learning, 45 Grosvenor Road, St. Albans, Hertfordshire, AL1 3AW
Email: [email protected].
What information we collect, use, and why
All products/Services
We collect or use the following information to provide products and services and operate customer accounts:
- Names and contact details
- Account information
- Purchase/ account history
- Website user information (including user journeys and cookie tracking)
- Call recordings
- Video recordings
- Records of meetings and decisions
- Names and contact details
- Addresses
- Information relating to compliments or complaints
Data analytics collected when using our Omniplex Guide product
The following analytics data is collected for the purpose of service improvement, to monitor traffic and fix bugs:
- Web requests, the data sent in response to such requests, the Internet Protocol address, the browser agent, the browser language, and a timestamp for the request;
- The activity conducted during your usage session, the content of any third-party applications or websites upon which you create guidance and the guidance content which you create while using our systems;
- Browser extensions which you install on your computer/s, or Javascript which you embed inside your applications to use our services.
We collect or use the following information for service updates or marketing purposes:
- Names and contact details including addresses
- Marketing preferences
- Location data
- Purchase or viewing history
- Website and app user journey information
- Recorded images, such as photos or videos
- IP addresses
We collect or use the following information for recruitment purposes:
- Contact details (e.g., name, address, telephone number, or personal email address)
- Employment history (e.g., job application, employment references, or secondary employment)
- Education history (e.g., qualifications)
- Right to work information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
- Your right to erasure – You have the right to ask us to delete your personal information.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.
- Your right to object to processing – You have the right to object to the processing of your personal data.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide products and services and operate customer accounts are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- To provide services and manage customer accounts
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Promoting and growing our business by engaging with our customers through marketing activities. For example, we may send you information about webinars, events, products and services that we think will be relevant and of interest to you. You can opt out of these communications at any time.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- In order to contact and assess candidates suitability for job opportunities.
Where we get personal information from
- Directly from you
- Publicly available sources
- Providers of marketing lists and other personal information
- Suppliers (licensors of third-party software)
How we protect the information we process
Omniplex (Group) Ltd has implemented a number of technical and organisational security measures to protect the information that you share with us.
These processes are managed and controlled by a security management team which includes both technical and operational team members.
Technical controls include the use of encrypted data stores, segregated networks, firewalls, email monitoring and filtering systems, logging of events and malware protection.
Operational controls include policies and procedures, physical security controls, legal compliance, supplier management, recruitment screening processes, and training and awareness.
The security of information is of paramount importance to us and is regularly reviewed and assessed. We are certified to ISO27001.
How long we keep information
We will retain your personal data for as long as you/ the organisation you represent, is a customer, and thereafter for a maximum of 6 years.
Who we share information with
Service providers
We engage various data processors for hosting, account management and marketing purposes.
Where we engage third parties to process personal data on our behalf, they do so on the basis of written instruction, are under a duty of confidentiality and are obliged to implement technical and organisational measures to ensure the security of data.
As Omniplex (Group) Limited continues to develop the business, it may sell or purchase assets, subsidiaries or business units. In such transactions, your personal data generally is one of the transferred business assets but remains subject to the promises made in any pre-existing privacy notice. If another entity acquires us, our businesses or substantially all or part of our assets, your personal data will be disclosed to such entity as part of the due diligence process and will be transferred to such entity as one of the transferred assets. Also, if any bankruptcy or reorganisation proceeding is brought by or against us, all such personal data will be considered an asset of ours and as such it is possible they will be sold or transferred to third-parties.
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
Please note that where you hold a license for an Articulate/ Vyond product, your personal data will be processed by Articulate Global LLC (for Articulate products and GoAnimate Inc (for Vyond products). Please refer to their privacy notice information, and Data Processing Agreements (which include information regarding the subprocessors they use) available at the websites indicated below:
Where you purchase a ContentHub or Training services, we will use Docebo S.p.A for service provision/ hosting.
Organisation name: Docebo S.p.A
Category of recipient: licensor of Docebo LMS and related software
Country the personal information is sent to: Europe, USA, Canada
How the transfer complies with UK data protection law: Transfers to Europe are covered by UK adequacy regulations, otherwise transfers are covered by a data processing agreement incorporating the EU Standard Contractual Clauses (SCCs) and the UK Addendum to the EU Standard Contractual Clauses (SCCs).
For further information or to obtain a copy of the appropriate safeguard for any of the transfers referenced, please contact us using the contact information provided above.
Cookies
When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose. We use cookies in the following ways:
- To track how you use our website including which pages you have visited.
- To record whether you have seen specific messages we display on our website.
- To record your answers to forms and surveys on our site while you complete them.
- To optimise the delivery of any other services we may provide.
Different cookies will be active for different periods, but in all cases will not be kept longer than 2 years.
Where to make a complaint
If you have a complaint regarding any aspect of your Personal Data or this Privacy Policy, please contact us in the first instance. However, if you are still not satisfied with the outcome of your complaint, you may write to the Information Commissioner’s Office at the following address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Last updated
February 2025
