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Privacy Notice
1 - Aim of This Notice
This privacy notice explains how OASIS Group (OASIS) uses and protects any personal information that we receive or collect from you when you visit our website www.oasisgroup.com or contact us via telephone or email, when we promote or deliver our products and services to you, when you apply for a role with us via our website, or when we communicate or deal with you on any other matter. This includes personal information about you and your choices about what marketing information you would like us to share with you.
This notice also tells you about your privacy rights and how you are protected by the General Data Protection Regulation (GDPR) and all other relevant and applicable data privacy and data protection laws in the countries in which we operate.
2 - Scope of This Notice
3 – Notice Statement
3.1 – Our Privacy Promise
OASIS is committed to safeguarding your privacy and it is of utmost importance to us. If we ask you to provide certain personal information, you can be assured that it will only be used in accordance with this privacy notice.
We promise:
- to keep your data safe and private
- never share your information outside of the OASIS group, unless required to do so by law or to fulfil our contract with you
- not to sell your data
- to give you ways to manage and review your marketing choices at any time.
Your privacy is also protected by applicable data privacy and data protection laws including the GDPR. For further details of how we protect and safeguard your information, please refer to our GDPR Statements of Compliance on our website.
3.2 - Who We Are and How to Contact Us
The primary purpose of OASIS is to store information and records on behalf of its clients and ensure that their confidentiality, integrity and availability are protected and maintained at all times. The OASIS Group aims to be the trusted information management partner of choice by securely managing our clients’ information whilst providing a reliable and efficient service.
Our head office address is: Unit 3 Swords Business Campus, Balheary Road, Swords, Co. Dublin, K67 TY09, Ireland.
If you have any queries about this privacy notice or the information we hold about you, please contact:
EU-Based Enquiries
UK-Based Enquiries
3.3 - The Information We Collect and How We Use It
The GDPR says that we are allowed to use personal information only if we have a proper reason to do so. It says we must have one or more of these reasons:
- when you consent to it
- to fulfil a contract we have with you
- when it is our legal duty
- when we are acting in the public interest
- when it is in our legitimate interest (this means we have a business or commercial reason of our own to use your information).
The table below shows how we may use your personal information (where applicable in each country in which we operate) and the reasons we rely on to do so. If we ever intend to use your information for different purposes or reasons, we will provide you with further information before we make those changes.
Wherever Legitimate Interests have been selected as our legal basis for processing (Our reasons), the Legitimate Interests Balancing Test has been carried out to check and confirm that the legitimate interests do not conflict with the data subjects' rights.
Contact information (For example names, email addresses and telephone numbers)
Purpose
Serving you as a client
- To fulfil our contractual responsibilities to deliver products and services, such as fulfilling your orders
- To communicate with you about our products and services including service-related announcements, billing, changes to services
- To communicate with you about our partners' products and services
- To respond to your enquiries and provide client care or support
- To invoice you for our services
Serving you as a prospective client
- To respond to your enquiries
- To communicate with you about our products and services
To manage job applications
- To communicate with you about your job application
- To manage the recruitment process
To welcome you to our premises
- To ensure that all visitors to our sites are recorded for health and safety and information security purposes
To promote our products and services
- To make decisions about what products, services and offers we think you may be interested in
To request products or services from you
- To check your credentials before we hire you as our supplier, contractor, consultant
- To place an order or ask questions about a product or service you provide to us
To improve our products and services
- To request feedback on products and services, for example through client surveys
Legal Basis
- Your consent
- Legitimate interests
- Fulfilling contracts
Who we share it with
- OASIS internal teams including Client Care, Commercial Marketing, Procurement, HR and Group Compliance teams
- Any relevant regional sites
- Telemarketing agencies (to communicate with you). To third parties or business partners who use your personal information to provide certain services such as OASIS sales and marketing campaigns, or other OASIS approved products and services
Medical information (For example your temperature, vaccination status or a description of any symptoms or signs of infection or illness, such as the Coronavirus/Covid-19)
Purpose
- Identifying any risk of visitors or contractors carrying serious infections such as Covid-19
- Protecting the health and safety of Team Members, visitors and contractors
- Reducing the spread of infections at OASIS or in the wider community
Legal Basis
- Consent
- Public interest
Who we share it with
- Our regional sites
- OASIS Group Compliance and HR teams where there are health and safety risks or issues
Background information (If you are a prospective or current contractor, supplier or consultant with access to personal or sensitive information, we might ask you to confirm that you do not have any criminal or financial convictions or any significant gaps in your employment history)
Purpose
- Protecting information held on behalf of clients
- Fulfilling clients' contractual requirements
Legal Basis
- Legitimate interests
- Fulfilling contracts
Who we share it with
- OASIS Group Compliance team
- Senior management who manage the relationship with the supplier
Contractual Information (Details about the products and services we provide to you or those you provide to us)
Purpose
- Fulfilling contractual responsibilities to deliver products and services
- Managing account invoicing
- Checking suppliers, consultants and contractors meet information security and other requirements
Legal Basis
- Legitimate interests
- Fulfilling contracts
Who we share it with
- OASIS Client Care teams
- Our regional sites
Account Information (Account number, contact information, sales and purchase information, details of pricing, fees and charges relating to your account, transactions on your account including payments)
Purpose
- Invoicing for products and services
- Managing fees and charges
- Sending account-related communications
- Making decisions about relevant products, services and offers
- Paying suppliers for products and services purchased
Legal Basis
- Legitimate interests
- Fulfilling contracts
Who we share it with
- OASIS Client Care teams
- OASIS Finance and Commercial teams
Registration Information (Security details you create and use to connect to our services, these could include one or more of the following: username, password, email address, IP addresses if restricted access is required)
Purpose
- Giving you access to our online services for products and services
Legal Basis
- Legitimate interests
- Fulfilling contracts
Who we share it with
- OASIS IT department
- OASIS Client Care teams
Complaint Information (Identity of complainant and any other individuals involved)
Purpose
- To investigate and resolve complaints
Legal Basis
- Legitimate interests
Who we share it with
- OASIS Group Compliance, Complaints, Client Care, Operational or other relevant teams
- The individual the complaint is about
- Professional advisers
CCTV (Images of you on our premises)
Purpose
- To protect the security of our premises
- To protect the security of information held on our premises, infrastructure and/or systems
Legal Basis
- Legitimate interests
Who we share it with
- Our IT and Facilities Management teams
- Third party security monitoring providers
- Any other parties required for the investigation and detection of incidents
Job Applicant Information (Personal/contact details, CV, previous experience, education, business social media account such as LinkedIn, referees, answers to application or interview questions, equal opportunities information – optional, shortlists)
Purpose
- Processing your job application and keeping you informed of progress
- Assessing your suitability for the role
- If successful, issuing a contract and setting you up in payroll systems
Legal Basis
- Legitimate interests
- Fulfilling contracts
Who we share it with
- OASIS HR
- Third party providers such as recruitment agencies and applicant management systems
Background Information (If you are a job applicant, where permitted, we will check that you do not have any criminal or financial convictions or any significant gaps in your employment history. This information could include your name(s), date of birth, gender, address/previous addresses, email addresses, telephone numbers, identification documents, e.g. passport, education history, employment history, unspent criminal convictions, pending prosecutions, financial convictions, global sanctions)
Purpose
- Protecting information held on behalf of clients
- Fulfilling clients' contractual requirements
Legal Basis
- Legitimate interests
- Fulfilling contracts
- Legal obligation
Who we share it with
- Where permitted, third parties such as DBS, Disclosure Scotland and/or Access NI
- Where applicable, third-party service provider managing the checking process
- OASIS Group Compliance team
- OASIS HR team
- Hiring manager
Information relating to your nationality, immigration status and right to work in the country where the role is located (This could include a passport, identity card, visas)
Purpose
- Carrying out immigration and right to work checks
Legal Basis
- Legal obligation
- Fulfilling contracts
Who we share it with
- Immigration authorities
- OASIS Group Compliance and HR teams
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs
Purpose
- To comply with equal opportunities monitoring obligations
Legal Basis
- Legal obligations
Who we share it with
- OASIS HR and OASIS Group Compliance teams
Cookies
Purpose
- To ensure that our website functions correctly
- To improve your experience of using our website
Legal Basis
- Legitimate interests
Who we share it with
- Our Marketing department
Consents (Any permissions, consents or preferences that you give us)
Purpose
- To allow us to contact you about our products and services
Legal Basis
- Consent
Who we share it with
- Our Marketing department
Usage Information (Information about when you interact with our websites and services, the pages you visit, what you click on, when you perform those actions)
Purpose
- When someone visits www.oasisgroup.com we use Google Analytics to collect standard internet log information and details of visitor behaviour patterns. This information is only processed in a way which does not identify anyone. We also use third-party providers to deliver our e-newsletters and gather statistics around email opening and clicks to help us monitor and improve our e-newsletter.
Legal Basis
- Legitimate interests
Who we share it with
- Our IT and Marketing departments
- Data centres
Log Data (User account activity and events within OASIS applications, such as the user name, IP addresses, login dates, device details, API parameters, email addresses, the files viewed, updated or deleted, orders placed, the date and timestamps of activities, changes made by the user to their account, metadata such as description of boxes)
Purpose
- To fix bugs and troubleshoot product functionality
- To support clients with queries or investigations
- To create new services, features, content or make recommendations
- To track behaviour at the aggregate/anonymous level to identify trends
- To ensure that all actions carried out by users are auditable, including who made changes, what changes were made and when
Legal Basis
- Legitimate interests
Who we share it with
- Our IT department
Information on matters raised by you through our whistleblowing mechanism
Purpose
- The information is collected from you, other Team Members and any third parties who may be involved in the administration and/or support of matters raised through our whistleblowing policy and process.
Legal Basis
- Legitimate interests
Who we share it with
- Relevant managers, HR personnel and professional advisors or consultants
- The third-party provider of the Speak-Up Portal (temporary access only)
3.4 - Where We Collect Information From
Your personal information is collected from any of these sources:
- from the data you give us, as described in the table above
- from business partners in order for us to fulfil our contractual obligations
- from vendors whose businesses we purchase
- from event logs on user activity within our applications as described in the table above
- from previous employers and recruitment agencies
- from government departments and agencies
- from outside organisations such as companies who introduce you to us through marketing lists, if you have given your permission to those organisations to share your information with us
- we gather statistics around email opening and click through rates via Pardot. You can unsubscribe at any time. For more information please see Pardot's privacy notice.
3.5 - Sharing Information
We will only share your personal information in the ways set out in this privacy notice and in the following circumstances:
- to entities or individuals within the OASIS Group of companies who have a legitimate interest in the information
- to third parties who use your personal information to provide certain services such as OASIS sales and marketing campaigns, OASIS approved products and services or recruitment agencies during recruitment activities
- to business partners in order to fulfil our contractual responsibilities to deliver products and services, such as fulfilling your orders or providing OASIS approved products and services
- to any buyer in the event that we sell any part of our business or its assets
- to any regulatory, statutory or legal enforcement body when we are required to meet any applicable law, regulation, legal process or enforceable government request.
We enter into confidentiality and data processing terms with any third parties or business partners to ensure that they comply with high levels of confidentiality and best practice in privacy and security standards. We will ensure that all third parties and business partners will only use the personal information that they have been provided only for the purpose specified to them and as outlined in this privacy notice, they may not use the information for any other purpose.
We will not sell or trade your personal information.
3.6 - Do We Make Any International Data Transfers?
3.7 - How Long We Keep Your Personal Information
- for as long as you have given your consent (where consent is the lawful basis on which we are using your information)
- for as long as is necessary for the performance of the contract or service, and in accordance with our own retention notice
- for up to one year after you stop being a client in order to respond to a question or complaint. We may also keep your data for longer than one year if we are required to do so for legal or regulatory reasons or to adhere to our own retention notice.
3.8 - Your Rights
You have certain legal rights relating to the personal information we hold on you. These include the right to:
Access the personal information we hold on you
Request that we restrict how we use your personal information
Withdraw your consent or object to how we process your personal information
Request that your information is corrected, updated, amended or deleted
Request that your information is transferred to another location
Belgium
Data Protection Authority (DPA)
www.privacycommission.be
Netherlands
Autoriteit Persoonsgegevens
autoriteitpersoonsgegevens.nl
UK
Information Commissioner's Office (ICO)
www.ico.org.uk
ROI
Data Protection Commission (DPC)
www.dataprotection.ie
Poland
Office of the President for Personal Data Protection
kancelaria@uodo.gov.pl
3.9 - Cookies
4 - Changes to Our Privacy Notice
This notice is reviewed at least annually for appropriateness and effectiveness, or whenever significant changes occur. Any necessary changes or improvements identified through these reviews will be implemented and we will inform you whenever we make any changes to this notice.
This notice is regularly audited by a UKAS accredited certification body and the Group Compliance team. It is also subject to regular management reviews.
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