Privacy Polciy

Introduction

Olcan Ltd ("Olcan", "us", "we" or "our") deals almost exclusively with businesses and organisations; we are a business-to-business (B2B) supplier. We usually deal with named individuals within the organisations that we serve and we hold a very limited amount of personal information to enable us to be able to identify and contact those named individuals solely for business purposes in their capacity as an employee or other representative of the organisation that they represent themselves as being part of.

Applicable law in the UK governing data protection includes the General Data Protection Regulation "GDPR", which means Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC.

For the purposes of GDPR Olcan acts as the Data Controller and Data Processor in respect of any personal information collected by this website.

When you use our website, Olcan uses and protects any data that you provide to us in accordance with this Privacy Policy.

Collection of personal data

You can visit our website without disclosing any personal data about yourself. If you do provide personal data as a result of completing a web registration form or contacting us by other means or by ordering products or services from us, we assure you we will only use the personal data that you give us to support your business relationship with Olcan and in accordance with this Privacy Policy.

When you make an enquiry or process a transaction using our website, we need to collect and store the following personal data: (a) the name of the organisation that you tell us that you are part of; (b) your name; and (c) your contact information, including your email address when you provide them to us. When you process a transaction using our website, you will be asked to provide billing information so that an invoice can be generated.

Collection of non-personal data

Our 'Cookie Policy' explains how we use cookies and collect non-personal data about your browsing activity. This data includes the pages you browse, and the products and services you view. This data helps us with the management and development of our website.

Changes to our privacy policy

We may change this Privacy Policy from time to time by updating this page and you should check this page from time to time to ensure that you are happy with any changes. This Privacy Policy is effective from 2 September 2019.

Data security

We are committed to ensuring that your personal data is secure. To prevent unauthorised access or disclosure we have put in place processes and procedures to safeguard the personal data you have provided to us online.

We may need to store your personal data in cloud-based business systems operated by third parties that we use solely in connection with running and operating our business and where such third parties operate with privacy and security policies that are acceptable to us.

Please be assured we do not sell or rent your personal data to any third party for any marketing or promotional purpose.

Links to other websites

For your convenience, our website contains links to third party websites to provide you with access to third party content, for example social media and our blog. These third party websites are not subject to this Privacy Policy and we do not assume any responsibility for the privacy practices of third party websites that may be linked to our website. We recommend that you review the privacy policy of each website that you visit to determine how that website protects your privacy.

Updating your personal data

If you wish to update the personal data that you have provided to us or to request a copy of the personal data that we hold relating to you, please contact us at info@olcan.co.uk with sufficient personal data to enable us to identify you and your organisation, check our records and respond to your request by email. If you wish to write to us, please use the contact details below.

Retention of your personal data

We will only hold your personal data for as long as we need it for the purposes that you originally gave it to us. If you have expressed a wish not to be contacted by us, we may need to retain your basic contact details in order to ensure that we do not inadvertently contact you at some point in the future.

Security of your personal data

Our website is designed to protect your personal data. Your information is protected during transmission by using Secure Sockets Layer (SSL) software, which encrypts information you input (you must use a browser that supports encryption protection); we follow the Payment Card Industry Data Security Standard (PCI DSS) with respect to payment card data; and we maintain physical, electronic and procedural safeguards for the collection, storage and disclosure of personal data.

Monitoring and or recording of communications

Monitoring or recording of your calls, emails and other communications with us for business purposes may take place in accordance with UK law.

https://olcan.co.uk - Privacy Policy

Introduction

Olcan Ltd is a UK-based supplier of time and attendance equipment and services used for tracking and reporting employee working hours. The Olcan service (the "Service") is provided to Olcan customers (the "Customers" or "you") through the secure website https://olcan.co.uk (the "Site") have a responsibility for the implementation and maintenance of this Privacy Policy. In providing the Service we will adhere to the principles set out below.

Other Definitions

"Customer Information" means those identification details that enable Customers to subscribe to and be billed for the Service.

"Personal Information" means data relating to Staff that is provided by Customers for their use of the Site; its scope is within GDPR Article 4(1) but excluding all special categories of personal data as defined in GDPR Article 9(1). (The Service does not have the facility to record information that could be considered to be sensitive personal information.)

"Staff" means the employees of our Customers and includes volunteers, agents, temporary and casual workers or any other category of worker as defined by our Customers when they use the Service.

"Uses" means the purpose for which the Personal Information on Staff is collected and processed. The Uses are limited to the recording, processing and provision to Customers of data related to the working hours of their Staff.

Principles

1. Notice
   

   The limited scope of Personal Information held on Staff is disclosed above. We will give timely and appropriate notice to Customers if there is a change to the type of Personal Information collected, the Uses or the policy relating to third parties. Customers have the facility to update their Customer Information held by the Service.

2. Choice
   

   The scope of the Service is defined and Customers can decide whether it meets their requirements. If there is any change to the type of Personal Information held or the Uses we will respect the Customer’s decision on whether to continue with or to discontinue the use of the Service.

3. Relevance
   

   We will collect only Customer Information and Personal Information required for the Uses and will not use it for any other purpose.

4. Retention
   

   We will keep Personal Information only for as long as Customers subscribe to the Service or as permitted by law. Customer Information is held as permitted by law.

5. Accuracy
   

   We will take appropriate steps to make sure that we maintain the accuracy of the Customer Information and Personal Information supplied to us.

6. Access
   

   We will provide ways for Customers to access their Customer Information and the Personal Information of their Staff, as required by law, so that they can correct inaccuracies.

7. Security
   

   We will take appropriate physical, technical and organisational measures to protect Customer Information and Personal Information from loss, misuse, unauthorised access or disclosure, alteration and destruction.

8. Sharing
   

   We will not share Customer Information or Personal Information with third parties without the Customer's consent other than for the express purpose of delivering the Service requested by the Customer.

9. International Transfer
   

   Appropriate measures will be taken to protect Customer privacy, Customer Information and Personal Information that we transfer.

10. Enforcement
    

    We will regularly review how we are meeting these privacy promises and we will provide an independent way to resolve complaints about our privacy practices.

Other aspects

Data encryption. Areas of this website that collect your Customer Information and Personal Information use industry standard secure socket layer encryption (SSL); however, to take advantage of this your browser must support encryption protection (found in Internet Explorer 3.0 and above).

Customer responsibilities for data protection. The Personal Information relating to your Staff is supplied to us expressly for the use of the Service. We have no control over the accuracy or completeness of the Personal Information supplied to us and we use it solely for the purpose of supplying the Service in accordance with the Principles. As the originator of the Customer Information and the Personal Information the Customer is a vital link in the chain of data protection. Customers have a responsibility to ensure that they:

(a) comply in all respects with the law relating to the protection of the Personal Information for the legal jurisdiction of the state, territory or country where they are located;

(b) take appropriate physical, technical and organisational measures to protect the Personal Information of their Staff from loss, misuse, unauthorised access or disclosure, alteration and destruction;

(c) provide ways for their Staff to access their Personal Information, as required by law, so that their Staff may correct inaccuracies; and

(d) provide complete and accurate Customer Information as necessary to us for Customers to be able to use the Service.

Your consent. By using the Site and the Service the Customer consents to our Privacy Policy and accepts their responsibilities for protecting the Personal Information of their Staff.

Olcan GDPR Statement for Olcan Service

In common with all UK businesses, we aim to comply with current data protection legislation and any changes to that legislation. The protection of data provided by our customers for their own use on a Olcan system is considered to be as important as protection of Olcan’s own customer data. Both are critical to the operation of our business. We take our common responsibility to protect shared data very seriously and regularly review what we can do to mitigate the risk of data loss.

Changes to our Privacy Policy

If we decide to change our Privacy Policy, we will post changes on this page and/or update the Privacy Policy modification date below. Changes in the Privacy Policy will only apply after the date of the change.

This policy was last modified on: 06 July 2020