Privacy and Cookie Policy

Overview

This privacy policy sets out how Omni Software Limited (number: 10240181) of 11 Beavor Lane, London, W6 9AR together with its group companies (“Omni”, “us” or “we”) uses and protects your personal information collected by Omni when you use this website.

Omni is committed to ensuring that your privacy is protected in accordance with the General Data Protection Regulation as enacted by the Data Protection Act 2018 (GDPR). Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Omni may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st January 2019.

Personal Data and Sensitive Personal Data

There are two types of personal data that fall under the GDPR and for which Omni is responsible; these are:

  • Personal Data

This is defined as any information relating to an identified or identifiable natural person. Identification can be by means of “an identification number or to one or more factors specific to his physical, physiological, mental, economic, cultural or social identity.” This will include IP addresses and cookie strings.

  • Sensitive Personal Data

Sensitive personal data includes data relating to genetic and biometric data as well as racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, data concerning health or a person’s sex life, sexual orientation or criminal offences.

Data Protection Principles

Omni is committed to adhering to the Data Protection Principles which state:

  1. Data must be processed lawfully, fairly and in a transparent manner.
  2. Data must be obtained for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
  3. Data processed must be adequate, relevant and limited to what is necessary.
  4. Data must be accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure data that are inaccurate, are erased or rectified without delay.
  5. Data must not be kept for longer than is necessary for the purposes for which the data are processed.
  6. Data must be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing, accidental loss, destruction or damage, using appropriate technical or organisational measures.

Omni is aware that in order to process personal data, or sensitive personal data, Omni must rely on the data being:

  • necessary for the performance of a contract;
  • in preparation for a contract;
  • to comply with our legal obligations;
  • for our legitimate business interests; or
  • to perform a task carried out in the public interest or in the exercise of an official authority.

If Omni wishes to hold and process data which does not fall within conditions listed above, then it will seek to obtain the consent of the individual.

Data we collect

We may collect the following information:

  • name; and
  • contact information which will usually be limited to your email address.

Use of the information

We require the above information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Internal record keeping;
  • To improve our products and services;
  • To periodically send promotional emails about new related products, special offers or other information which we think you may find interesting using the email address which you have provided.
  • From time to time, we may also use your information to contact you for market research purposes. We may use the information to customise the website according to your interests.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

Below is a list of third party cookies used on this website, the purpose of the cookie and how to remove them.

  • Google Analytics

These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

View Google Analytics’ Privacy Policy
Opt out of being tracked by Google Analytics across all websites

  • Sharing Tools

We would like to draw your attention to the fact that Omni Software website now carries embedded ‘share’ buttons to enable users of the site to easily share articles with their friends through a number of popular social networks. These sites may set a cookie when you are also logged in to their service. Omni Software does not control the dissemination of these cookies and you should check the relevant third party websites for more information about these.

Visit sharethis.com

Links to Other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Rights of Data Subjects

Omni recognises that individuals have the following rights under data protection legislation:

  1. the right to be informed, which encompasses the obligation on employers to provide transparency as to how personal data will be used;
  2. the right of access;
  3. the right to rectification of data that is inaccurate or incomplete;
  4. the right to be forgotten under certain circumstances;
  5. the right to block or suppress processing of personal data; and
  6. the new right to data portability which allows employees to obtain and reuse their personal data for their own purposes across different services under certain circumstances.

Security of Data

Omni is committed to taking steps to ensure that personal data is protected, and to prevent any unauthorised access, accidental loss, destruction, unlawful processing, equipment failure or human error, and will do this through the continual monitoring of our security systems and by regular training and awareness raising.

In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Any data breaches will be managed according to the procedures documented in our Data Protection Breach Reporting Policy and Procedure.

Data Retention

Omni is committed to ensuring that subject data is kept for no longer than necessary and only kept as long as it’s relevant and necessary for legitimate purposes. As soon as data is no longer necessary for the purposes for which it was originally collected, it will be securely deleted, unless it is necessary to keep the data for some other legitimate reason.

Omni does not keep data longer than necessary and when data is no longer required, Omni is committed to securely deleting or anonymising such information as soon as possible.

For more information and our retention guidelines, please refer to our Data Retention Policy.

Transferring Personal Data to a Country Outside the EEA

Omni does not transfer your personal data outside the European Economic Area (EEA) if you yourself are based within the EEA.

If you are based outside of the EEA, in order for Omni to provide its services, it shall be obliged to send your personal data outside of the EEA, in order to reach you.

Whenever Omni transfers your personal data out of the EEA, in accordance with the above limited exception, Omni shall act strictly in accordance with the instructions of the Data Controller, where applicable.

Right of Access

Where you wish to use your right to access the information stored about you, you may make a written request by writing to [email protected]. Omni has up to 1 month to provide the information following a subject access request, which it will usually do in electronic format.

In complex cases, or where there are numerous related requests, Omni will liaise with the individual to inform them of progress of their request(s), and if it is not possible to complete this within 1 month, Omni will inform the individual of the delay, the reasons for the delay and reserves the right to extend the timescale for completion by up to a further 2 months.

Data Protection Officer

Omni has appointed a Data Protection Officer, who will support the organisation to manage Data Protection and will work with the Executive Board in this respect. Any queries or concerns can be addressed directly to the Data Protection Officer on [email protected].

Last updated: 1st January 2019

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