Your privacy is genuinely important to us. Optimus Search Limited and its subsidiaries and affiliates (“Optimus“, “we“, “our” or “us“) are committed to safeguarding your data in line with the latest data protection and privacy laws.
The data we collect depends on the context of your interactions with us. Unless otherwise defined below, “You” or “Your” means any person that is authorised to use our website.
“Personal Data” as defined by the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019 (known as the “UK GDPR”)), means any information relating to an identified or identifiable natural person. Some laws may use different definitions, if you are asserting your rights under law, the applicable legal definition governs your rights.
Personal Data we collect. In general, we may collect data about you in the following situations, when you:
- apply for a job with us as part of the recruitment process
- enquire about any of our services
- fill in a form or survey for us
- subscribe to our mailing/marketing lists
- participate in a competition or promotion or marketing activity
- contact us, for example by email, telephone or social media
- participate in interactive features
Personal Data collected directly from you. We may collect Personal Data that you voluntarily provide, such as your: (a) title; (b) first and last name; (c) email address; (d) business address; (e) residential address; (f) professional title and affiliation; (g) telephone number; and (h) fax number. We also record your communications preferences when you sign up to receive marketing communications from us.
Special Categories of Personal Data. We do not collect any Special Categories of Personal Data (as defined in the UK GDPR). This includes details about your race, or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, data about your health or genetic and biometric data.
If you choose not to provide data. The provision of Personal Data is not mandatory. However, you may not be able to access and use the website and communicate with Optimus without disclosing some Personal Data to us.
Use of Data
Why do we collect your Personal Data? We use your Personal Data solely for certain legitimate business purposes, which include some or all, of the following:
- contacting you and sending you communications that we think will be of interest to you
- providing you the information you request through our website
- remembering data you previously entered on our website to enhance, modify, personalise, or otherwise improve your experience
- improving our website and/or services
- customising the advertising and content you see
- conducting research and providing statistical reporting to understand how individuals interact with our website
- determine the effectiveness of promotional campaigns and advertising
- to process job applications and conduct any pre-employment screening
- formalise any contracts of employment and/or agreements of service
- allow you to participate in interactive features
- notify you about changes to our services
- respond to requests where we have a legal or regulatory obligation to do so
- assess the quality and/or type of care you have received and any concerns or complaints you may raise, so that these can be properly investigated
- to ensure that content is presented in the most effective manner for you and for your computing device
- to enable us to carry our obligations to you in connection with the service we provide.
Lawful Basis. To process your Personal Data in accordance with data protection laws, we must establish a lawful basis for doing so. We process your Personal Data: (a) where we have your consent to do so; (b) where we need the Personal Data to perform a contract with you; or (c) where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights or freedoms (for example, our direct marketing activities in accordance with your preferences). In some cases, we may also have a legal obligation to collect Personal Data from you or may otherwise need the Personal Data to protect your vital interests or those of another person. Mostly, however, Optimus processes your personal information for our legitimate business interests as described in the section “Why do we collect your Personal Data?”. If we collect and use your Personal Data in reliance on any legal basis other than our legitimate interests, we will make it clear to you at the relevant time. For example, if we ask you to provide Personal Data to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your Personal Data is mandatory or not (as well as possible consequences if you do not provide your Personal Data). If you have questions about or need further information concerning the legal basis on which we collect and use your Personal Data, please contact us using the details set out in the “Contacting Us” section below.
Recorded telephone calls. Please note, we record our telephone calls for the purposes of training and compliance. Telephone call recording is in the legitimate interests of the recorder (Optimus) for both training and compliance purposes.
Disclosure of Data
Disclosure of your Personal Data. We do not disclose Personal Data about you to third parties except under the following circumstances and for the following purposes:
- when we have your permission to provide you with services you requested and to carry out your instructions
- we may share your data internally with our affiliates, as needed for: (a) data processing and storage; (b) providing you with access to our services; (c) providing support services; (d) making decisions about service improvements; (e) content development; and (f) for other purposes described in the “Why do we collect your Personal Data section?”
- when required by law to respond to subpoenas, court orders, or legal process by public authorities, including disclosures required by national security or law enforcement agencies
- when we need to establish or exercise our legal rights, or to defend against legal claims, or when we believe it is necessary to share information in order to investigate, prevent, or take action regarding illegal activities, data breaches, suspected fraud, situations involving potential threats to the physical safety of any person, or as otherwise required by law
- we may share your Personal Data with third party IT system support and hosting service providers that we engage to support our business. For example, Bullhorn.
- third party debt collectors for the purposes of debt collection
- with our Marketing Partners, as described above
Third-Party Processors. Where a third-party data processor is used, we make sure that they operate under contractual restrictions with regard to confidentiality and security, in addition to their obligations under data protection laws. We do not allow third parties to use your Personal Data for their own purposes.
Third-Party Links. Our website may include links to third-party websites, plug-ins and applications. We do not control these third-party websites and are not responsible for the privacy and security practices of any third-party websites, which are governed by their own practices.
Data Breach. Despite the above “Security Measures”, please note that no data transmission over the internet or any other network can be guaranteed to be 100% secure. While we strive to protect data transmitted on or through the website, we cannot and do not guarantee the security of information you transmit. At your request, we may occasionally transfer Personal Data to you via email, or you may choose to transfer data to us via email. Email is not a secure method of data transmission; if you choose to send or receive such data via email, you do so at your own risk. When we transmit highly confidential data (such as passwords or payment details) over the internet, we protect it through the use of encryption. We also have appropriate procedures to deal with any actual or suspected data breach and will notify you when we are legally required to do so.
Rights of UK or EU/European Economic Area (“EEA”) Residents. If you are in one of the EU/EEA countries, you are entitled to certain rights under the EU General Data Protection Regulation 2016/679 (“GDPR”). If you are in the UK, you are entitled to the same rights under the UK GDPR. By visiting the website or communicating with us you acknowledge that we may process your Personal Data for the purposes described above, either on the basis of your consent or if we have other lawful grounds to do so. Under the GDPR or the UK GDPR, you have the below additional rights in respect of your Personal Data.
- Right to withdraw consent to processing, where consent is the basis for processing (withdrawing your consent will not affect the lawfulness of any processing conducted prior to your withdrawal, nor affect processing of Personal Data conducted on reliance on lawful processing grounds other than consent). This includes your right to withdraw consent to us using your Personal Data for marketing purposes.
- Right to access your Personal Data that we hold and request further details about how it’s processed.
- Right to demand rectification of inaccurate Personal Data about you. Please note, if you are an Account Owner, you can access and update a broad range of information about your account (such as your contact information).
- Right to object to the unlawful processing of your Personal Data, including processing for direct marketing.
- Right to erasure of past data about you (your “right to be forgotten”).
- Right to restrict processing of your Personal Data if you believe we have exceeded the legitimate basis for processing, processing is no longer necessary, or if you believe your Personal Data is inaccurate.
- Right to data portability of Personal Data that you provided us in a structured, commonly used, and machine-readable format.
- Right in relation to automated decisions you have the right not to be subject to a decision based solely on automated processing which produces legal effects concerning you or significantly affects you, unless it is necessary for entering into an agreement with you, it is authorised by law or you have given your explicit consent. We will let you know when such decisions are made, the lawful grounds we rely on and the rights you have.
- Right to complain to a data protection supervisory authority in your country if you believe that we are processing your Personal Data in violation of applicable laws.
Opting Out of Marketing Communications
FAO: Data Protection Officer
Optimus Group Limited, 3-7 Herbal Hill, Farringdon, London, England EC1R 5EJ.
Information from you. Please note that if you contact us to assist you, we may need to request specific information from you to ensure that Personal Data is not disclosed to any person who has no right to receive it.
Our response. We try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.