Privacy Statement  - Work Well Live Better

Privacy Statement

Company Name:

Optima UK Inc. Ltd (‘the Company’)

Company Contact details:

2 Smith Way, Grove Park, Enderby, Leicester LE19 1SX

Telephone: 0116 3033560

Email: administration@optima-uk.com

Document:

Privacy Notice

Topic:

Data protection

The Company is a training business which seeks to improve employee health and wellbeing for businesses around the UK along with assisting the DWP improve the health, wellbeing and work-finding skills of those who need additional help. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application form, by telephone, by email, or via our website, or any other websites associated with programmes Optima UK delivers, or we may collect them from another source such as one of our partners. The Company must have a legal basis for processing your personal data. For the purposes of providing you with training services and/or information relating to services relevant to you we will only use your personal data in accordance with the terms of the following statement.

  1. 1. Collection and use of personal data
  1. a. Purpose of processing and legal basis

The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with services delivered by the Optima UK Training Division, or other relevant divisions within Optima UK (such as recruitment or business consultancy). The legal bases we rely upon to offer these services to you are:

  • Consent
  • Legitimate interest
  • Legal obligation
  • Contractual obligation
  1. b. Legitimate interest

Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:

  • You are looking for training and we are providing training services (which include any services delivered by the Optima UK Training Division)
  1. c. Recipient/s of data

The Company will process your personal data with the following recipients:

  • Clients that have requested training services on your behalf.
  1. 2. Data retention

The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.

If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of two years, we will delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it.

  1. 3. Your rights

Please be aware that you have the following data protection rights:

  • The right to be informed about the personal data the Company processes on you;
  • The right of access to the personal data the Company processes on you;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data in certain circumstances;
  • The right to restrict processing of your personal data;
  • The right to data portability in certain circumstances;
  • The right to object to the processing of your personal data that was based on a public or legitimate interest;
  • The right not to be subjected to automated decision making and profiling; and
  • The right to withdraw consent at any time.

Where you have consented to the Company processing your personal/sensitive data you have the right to withdraw that consent at any time by contacting any member of our staff on 0116 3033565.

  1. 4. Who we may share your information with

We may disclose personal information to a third party, but only where it is required by law, where it is otherwise allowed under UK GDPR, or where we have obtained your consent to do so (eg consent box ticked on registration form or written/verbal consent).

We may disclose information when necessary to prevent risk of harm to an individual.

Your personal information may be shared within with external partners and agencies involved in delivering services on our behalf.  They will only have access to your information if it is needed to fulfil your request or deliver the service.  These providers are obliged to keep your details securely and use them only to fulfil your request or deliver the service.

Optima UK may also provide personal information to third parties, but only where it is necessary, either to comply with the law or where permitted under the UK GDPR e.g. where the disclosure is necessary for the purposes of the prevention and / or detection of crime or fraud.  In some of these arrangements, we may become joint controllers with the other organisation(s).  Examples of third parties who we may share your information with include (but are not limited to):

Health organisations

Police

Ofsted

Local authorities

Regulatory bodies such as the Department of Work and Pensions or the Care Quality Commission

Optima UK will seek to ensure that the third party has sufficient systems and procedures in place to prevent the loss or misuse of personal information. If your personal information is transferred outside the European Economic Area (EEA) for processing or storage purposes Optima UK will ensure that safeguards are in place to protect it to at least the standard applied within the EEA.

Where services are delivered under Public sector partners (such as county councils), and such services are funded by these partners, your data may be shared with other relevant funded programmes but only where prior express consent has been gained (eg. Consent box upon registering for services, or written/verbal consent).

At no time will your information be passed to organisations external to Optima UK for marketing or sales purposes or for any commercial use without your prior express consent.

  1. 5. Use of personal information for marketing or promotion

We will only send you information about our services and / or products if you have opted in to receive them (eg via consent box upon registering for services or written/verbal consent).  We may also share your information with other service providers who may contact you with details of services they provide if you give us permission to do this. You can change your mind at any time by letting us know using the contact details below.

  1. 6. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact:

The Data Protection Officer
2 Smith Way
Grove Park
Enderby
Leicester
LE19 1SX

Email: Administration@optima-uk.com

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.