BACKThis is the privacy notice of Omniplex (Group) Ltd – it explains what personal data we collect about you when you use our website or services, as a candidate applying for a job, or as an employee. It includes how we use it and how you can manage that.
What information do we collect about you?
On our website, omniplexlearning.com & omniplexguide.com
We collect your email address, your name, your telephone number and some details about your organisation in order to be able to provide the products or services which you have requested from us.
In our products and services
Omniplex (Group) Ltd offers products which may collect additional information. These products are listed below.
We do not need to collect any Sensitive Personal Data in order to provide our products and services. Accordingly, please do not provide any Sensitive Personal Data to Omniplex, or upload any Sensitive Personal Data when using any software or services provided by Omniplex.
Omniplex Guide
We collect anonymous data from every visitor and user of the Omniplex Guide service to monitor traffic and fix bugs. For example, we collect information like 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.
We ask you to log in and provide certain personal information (such as your email address, your name, your telephone number and some details about your organisation) in order to be able to save your work. We also ask you to provide a password for access to the service, which is encrypted and stored.
Where screenshot functionality is enabled, it will be possible for users to capture personal data (i.e. personal data contained in applications that the user is creating a Guide in relation to). Users should not take screenshots of personal data unless there is an appropriate legal basis for doing so. Dummy data could be used instead. Omniplex is not responsible for ensuring that the transfer of personal data to Omniplex via the Guide application complies with relevant data protection laws, and any personal data contained within screenshots will be processed in accordance with this notice.
We track usage of our systems for the purpose of service improvement and the identification and rectification of bugs. This may include (and is not limited to) 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.
We may collect other information in the course of your normal usage of our systems, including data related to, or generated from emails which we send you, browser extensions which you install on your computer/s, or Javascript which you embed inside your applications to use our services.
We may collect further data for the purpose of delivering relevant guidance to end users, as well as the tracking of end user activity. This data is provided on a voluntary basis by customers of our service – we do not require this data to provide the service, only to improve your experience while using it. Examples of optional segmentation and tracking data which you could provide to us includes anonymised user IDs, user IP address, user browser identifiers, job titles, team names or user locations. As an end user accesses our services, all of this information may be combined with other information such as the Internet Protocol address, the browser agent, the browser language, and a timestamp for the request.
Omniplex Support
In the course of providing support to you during the usage of our products or services, we may collect additional information as needed to assist with your request. This will include your email address, your name, your telephone number and details about your organisation. It may also include other usage information (such as screen captures, videos of your usage) and settings information (such as session data, system or network configuration).
In our other products and services
To process payments for products and services purchased through our website or other channels, we rely on Stripe, a third-party payment processor. You should consult Stripe’s privacy policy for further information on how they process and store data here.
In partnership with third party companies
If these products are supplied by third party companies, we will provide them with your personal data in order for them to provide products and support to you. Please see their own privacy policies for more information:
As an employee or applicant
If you are a current, past or future employee of Omniplex (Group) Ltd, we collect additional data to enable us to comply with employment law and to manage internal processes such as recruitment and payroll, administering benefits, pensions and checking your identity and right to work in the UK.
Our data is collected during the application process from your CV, your right to work documentation, and information available in the public domain, including social media sites. We reserve the right to conduct basic criminal record checks, including in the course of your employment.
During onboarding we collect information from you such as your address, your date of birth, your bank account details, national insurance number and emergency contact details and ask for any health information, including whether you have a disability for which we need to make reasonable adjustments.
During your employment we collect a range of information about you where we have a legitimate interest in processing personal, data for example your working schedule, details of periods of leave taken by you, details of any disciplinary and grievance procedures in which you have been involved, and assessments of your performance and any training you have participated in.
How will we use the information on you?
We use your personal data to contact you in regard to the products or services which we are providing to you and to manage these contracts. As a job applicant or employee, we need to process data to enter into an employment contract with you and to meet our obligations under your employment contract.
We process your data as part of our legitimate business interests, taking care to process it only where no reasonable alternative exists, and only for as long as that legitimate interest remains.
As Omniplex (Group) Limited continues to develop the business, it may sell or purchase assets, subsidiaries or business units, including Omniplex (UK) Limited. 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 (unless, of course, you consent otherwise). If another entity acquires us, our businesses or substantially all or part of our assets, or assets related to Omniplex (UK) Limited’s websites, 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.
In the provision of our services
We will use the data collected (outlined above) for the purpose of providing, improving or supporting our services.
Marketing
We will send information directly related to your usage of our services – for example, the credentials required to use the service, information on getting started, information regarding your usage patterns or correspondence resulting from support requests.
We will 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.
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.
Cookies are active for 100 days.
In recruitment
Your data is shared with a third-party sub-processor to obtain pre-employment references and background checks. We seek information from third parties with your consent only.
We reserve the right to obtain necessary criminal records checks from the Disclosure and Barring Service, including during your employment.
Employment decisions are not based solely on automated decision-making.
In managing the employment relationship
Data is stored in your personnel file, on the HR Management database and in our email system. Your information is shared internally, including with members of the HR and recruitment team, and with colleagues only when the data is necessary for the performance of their roles, such as your line manager, or with finance colleagues for processing payroll.
Your data is shared with third parties that process data on our behalf, in connection with payroll and the provision of benefits including our pension provider.
We do not transfer your data to countries outside of the UK.
In conjunction with sub-processors
In the course of our business activities, we may engage carefully-screened sub-processors who have access to your information. A list of these sub-processors is available on request.
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.
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.
Your Rights
Under the General Data Protection Regulation (GDPR), you have a number of ‘rights’, to ensure that your personal information is being managed appropriately. For example, you have the right to prevent marketing information from being sent directly to you. If you have previously consented to marketing but no longer wish not to receive marketing information from us, you can opt-out of further marketing by writing to us by mail or e-mail (see below contact details).
Specifically, you have the right:
- To be informed (how we use your information);
- Of access (to your information);
- To rectification (of any errors on information we hold on you);
- To erasure (of information we hold);
- To restrict processing (of the information we hold to a specific purpose);
- To object (to the ongoing processing of information);
- To be aware of any processing where automated decision-making and profiling (using your information) takes place.
As stated above, you have the right to object to your data being used for Direct Marketing purposes. You can be removed from our marketing database by clicking ‘unsubscribe’ at the bottom of our communications. Please note, however, that if you do opt-out, we (and/or they) will be unable to keep you informed of new services, products, events or special information that may interest you.
How long we hold information
Once you have provided this information to us, we will only hold data for as long as necessary in order to provide the products and services to you.
If you are an employee of Omniplex (Group) Ltd we will hold your data for the duration of your employment, following our retention policy (which can be made available on request).
If you apply for a job at Omniplex (Group) Ltd we will hold your data for six months unless you have given express consent for us to hold onto this for future recruitment purposes.
Our websites
The below statement applies to omniplexlearning.com & omniplexguide.com
Our website is hosted in the United Kingdom by DigitalOcean LLC. You can find a copy of their privacy policy here.
Governance and Changes
Changes to our privacy policy
Our privacy policy is reviewed bi-annually or when internal or external matters arise which may affect security and data protection. This version dates from May 2024. This webpage will always contain the most recent version of our policy.
Registration
Omniplex (Group) Ltd is an organisation registered with the Information Commissioner’s Office of the United Kingdom.
How to contact us
Email us at [email protected] to obtain a copy of any personal data which we hold on you, or to ask us to correct, delete, erase, cease processing or enforce any of your individual rights under the GDPR.
We are located at 45 Grosvenor Road, Third Floor, St Albans, Herts, AL1 3AW.
Our registered office is at Audley House, Northbridge Road, Berkhamsted, Herts, HP4 1EH – we are company registered in England (02584418).
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
