1. How we use your information
This privacy notice describes how Orcina Ltd. collects and uses personal information. It applies to information we collect about:
- People who use our products and services
- Visitors to our website
- Job applicants
- Current and former employees
In all cases, the ‘lawful basis’ (as described in the General Data Protection Regulation GDPR) under which we process data is that ‘processing is necessary for the performance of a contract with the data subject, or to take steps to enter into a contract’.
2. People who use our products and services
We retain certain records related to clients and potential clients in order to provide our products or services to them. This data includes their name, company name, company contact details, amount and type of our software owned by that client, emails and notes on sales discussions that they conduct with us on behalf of their company.
This data is held on our servers. It is open to all Orcina staff, but protected from external access by our normal firewalls. We never reveal any of this information externally, except to our agents (solely for the purpose of conducting Orcina related business), unless there is both a reason to and we have specific written permission to do so by the person concerned.
We use this data to contact those listed to advertise e.g. User Group Meetings, forthcoming training courses, newsletters, etc, and for the purposes of sales discussions. If requested, we will immediately remove a contact’s details from our mailing lists.
3. Cookie declaration
4. Job applicants
The information an applicant provides to us during the recruitment process will only be used for the purpose of progressing the application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of this information with any third parties, or store any information outside of the European Economic Area. The information will be held securely by us.
We will use the contact details provided to us to contact the applicant to progress the application. We will use the other information provided to assess the candidate’s suitability for the role applied for.
If an application is unsuccessful, the information held about that person will be retained for a maximum of 12 months from the closure of the recruitment campaign.
If we progress with an application, we will directly contact any referees, using the details provided in the application, to obtain references.
If we make an employment offer, we will also ask the applicant for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
5. Current and former employees
Certain personal data are required to be held by Orcina to administer PAYE, pension payments and applicable insurance policies. This includes: salary, date of birth, occupation, marital status, gender, passport number, NI number, bank details, sickness record, any written statement relating to salary sacrifice and home addresses. Copies of completed Expression of Wish forms (DiS insurance) are also kept. If an employee leaves Orcina, this information is retained for a further eight years and thereafter a subset is kept indefinitely for the purposes of meeting obligations under Employers Liability insurance.
We also keep job application records, CVs, records of staff review meetings and any other ‘significant’ personnel matters brought to the attention of the Directors and which, in their reasonable opinion, the recording of which are thought necessary to facilitate the best running of the company. Such records are kept during the term of employment, and for a further eight years after the employee has left the company. Once eight years has passed, any records containing personal information e.g. home addresses, phone numbers, personal email addresses are then deleted. All other records are retained indefinitely.
Data as described above are not shared informally or otherwise disclosed internally (except to staff who necessarily need it) or externally unless necessary to effect administration of payroll, insurance, etc. Such data are held securely by Orcina – under lock and key if in hardcopy form and, if held electronically, it is secured by a strong password known only to those who need it to perform their duties.
We don’t monitor phone calls, emails and have no CCTV provision, however, webcams may be used on PCs located in the office to contact clients and colleagues working remotely. In this instance, other people in the office might be caught on camera in the background. For that reason, anyone using a webcam in the office must do so with the background blurred. Recorded meetings are only kept for as long as necessary to fulfil their purpose e.g., as a prompt for writing meeting minutes.
6. Your rights
Under the Data Protection Act 1998 and the EU General Data Protection Regulation, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
7. Changes to this privacy notice
We keep our privacy notice under regular review. This notice was last updated on 3 March 2021.
8. How to contact us