Optimum is aware of its obligations under the General Data Protection Regulation (GDPR) and current data protection legislation, and is committed to processing data securely and transparently. This privacy statement sets out, in line with data protection obligations, the types of data that we hold on Customers, Supply Chain Partners, Job Applicants, those who are visiting our website, and anyone elsewhere we would be processing personal information in line with data protection legislation.

Data controller details

Optimum is a data controller, meaning that it determines the processes to be used when using your personal data. Optimum has appointed a Data Protection Officer who is responsible for overseeing compliance with this policy for the following companies:

The Data Protection Officer for these companies is:

Natasha Abrahams

Optimum Drywall Systems Limited
Unit 7a Eastpark Trading Estate
Gordon Road
Fishponds
Bristol
BS5 7DR

Data protection principles

In relation to your personal data, we will:

Types of data we might hold

The information could be a mixture of personal data and special category data, where special category data is collected it will be treated with strict confidentiality. The data may include information relating to:

How we collect your data

We collect data about you in a variety of ways and this will usually start when we undertake to enter into a contract with you where we will collect the data from you directly.

This includes the information you would normally include in a CV or a recruitment cover letter, or notes made by our recruiting officers during a recruitment interview. Further information will be collected directly from you when you complete forms at the start of your employment/engagement, for example, your bank and next of kin details. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.

In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies.

In some cases, we will collect data about you from third parties, such as intermediaries who may act as an introducer.  Personal data is kept in personnel files or within the Company’s HR and IT systems.

Why we process your data

The law on data protection allows us to process your data for certain reasons only:

All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data. For example, we need to collect your personal data in order to:

We also need to collect your data to ensure we are complying with legal requirements such as:

We also collect data so that we can carry out activities which are in the legitimate interests of the Company. We have set these out below:

Special categories of data

Special categories of data are data relating to:

We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

We will use your special category data:

We do not need your consent if we use special categories of personal data in order to carry out our legal obligations or exercise specific rights under employment law. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

Criminal conviction data

We will only collect criminal conviction data where it is appropriate given the nature of your engagement with us and where the law permits us. This data will usually be collected at the engagement stage, however, may also be collected during the engagement. We use criminal conviction data in the following ways:

 We process this data because of our legal obligation to perform or exercise employment law obligations or rights’

If you do not provide your data to us

One of the reasons for processing your data is to allow us to carry out our duties in line with your contract with us. If you do not provide us with the data needed to do this, we will be unable to perform those duties eg ensuring you are paid correctly. We may also be prevented from confirming, or continuing with, your engagement with us in relation to our legal obligations if you do not provide us with this information e.g., confirming your right to work in the UK or, where appropriate, confirming your legal status for carrying out your work via a criminal records check.

Sharing your data

Your data will be shared with colleagues within Optimum where it is necessary for them to undertake their duties. This includes, for example, the payroll department for administering payment under your contract.

We may share your data with third parties, when necessary in order to obtain references for you as part of our recruitment process.

We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us.

We do not share your data with bodies outside of the European Economic Area.

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such for example our Data Transfer Policy.

Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with current data protection requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

Website

We will automatically collect, store, and use the following categories of data when you browse and search our site, if you have consented to our use of cookies:

We process your data for purposes arising from your use of the website, for example, to ensure that we understand who uses our site and how our site is used and to improve our site and ensure it is secure. This processing occurs because it is necessary to meet our legitimate interests in operating and improving the website, analysing its use, and ensuring its security. We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Third party websites

Our site may contain links to and from various third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Cookies

Our site uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy.

How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it, which will be at least for the duration of your engagement with us though in some cases we will keep your data for a period after your engagement has ended. Retention periods can vary depending on why we need your data, as set out in our data retention policy

Automated decision making

No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

Your rights in relation to your data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.  If you wish to exercise any of the rights explained above, please contact the HR Department.

Making a complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner’s Office (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.

Changes to this policy

Any changes we may make to our privacy statement in the future will be posted on this page.  Please check back frequently to see any updates or changes to our privacy statement