At Oracle Storage we understand that your privacy is important to you and that you care about how your personal data is used.
We respect and value the privacy of all of our clients, suppliers, current and prospective employees and visitors to this website, https://www.oraclestorage.co.uk/, (“Our Site”). We will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law. We would encourage you to read the information below.
Who are we?
Oracle Storage Systems Ltd is a registered company (06134715) and our registered office address is: Unit 3 Galaxy House, Greenham
Business Park, Thatcham, Berkshire, RG19 6HW, U.K.
What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to
an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. Personal data is, in simpler
terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- The right to access the personal data we hold about you. We will tell you how to do this in How Can I Access My Personal Data.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in How Do I Contact You to find out more.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in How Do I Contact You to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in How Do I Contact You.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
How do we collect data or information from you?
We collect personal information about you when you:
- Make an enquiry via our website, email or via the telephone
- Use our website
- Enquire about a job opportunity
- Work for or with the business
- Exchange business cards with a member of the team.
How is your information used?
We collect your personal data or information to operate the business effectively and provide you with a high-quality service. We may use your information:
- To deliver marketing services to you.
- To answer enquiries that you make prior to any agreement or contract.
- To keep you informed about our services, our insight into industry trends and best practice, and invites to events, if you have opted-in to receive these communications.
- To process a job application
- To fulfil our obligations as an employer
- To provide benefits to you as an employee
- To maintain security of our office and IT infrastructure
- To invoice you, and to track payments you make or payments made to you
- To analyse your use of Our Site and gathering feedback to enable us to continually improve Our Site and your user experience.
We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed services to you, and our legal obligations, both as a business and responsible employer. With your permission and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by email and/or telephone with information, news and offers on our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations
Type of Data Held Length of Time Held How Data Held Clients
- Name and contact information
- Information and documents relating to the services we are providing, including communications with you.
- Billing and payment information. We will retain information about you for the duration of our contractual relationship with you, then for an additional 12 months. We retain financial records for 7 years, following the end of the current financial year. We store this information electronically on our CRM and project management systems, some of which are stored on servers in the US. We use a US-Based accounting package to process our financial transactions. Prospective Clients Name and contact information Information and documents relating to the services we are providing, including communications with you. We will retain information about you for the duration of the enquiry, then one year. We store this information electronically in our lead generation system, which is hosted on US-based servers. Job Applicants Name and contact information CV and application form. Interview notes (for those short- listed) We will retain information about you for the duration of the recruitment campaign, then one year. We store this information electronically on servers within the EEA.Our Current and Former Employees Name and contact information CV and application form Interview notes Bank Details National Insurance Number Gender We will retain information about you for the duration of our contractual relationship with you, then for an additional 6 years. We store this information electronically on servers within the EEA. We do store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). We will only transfer your personal data to countries that the European Commission has deemed to provide an adequate level of personal data protection. More information is available from the European Commission. Where we transfer your data to a third party based in the US, this may be protected if they are part of the EU-US Privacy Shield. This requires that third party to provide data protection to standards similar to those in Europe. More information is available from the European Commission. Please contact us using the details below in How Do I Contact You for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.
How Do You Keep My Data Secure?
When you give us personal information we take steps to ensure that it’s treated securely and strive to protect it on our internal systems. Our secure server systems encrypt your information. Contacting us via email We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Do You Share My Personal Data?
We may sometimes contract with the third parties to supply certain products and/or services. These may include HR Management systems, payment processing, delivery, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold. If any of your personal data is required by a third party, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law. In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”. All subject access requests should be made in writing and sent to the email or postal addresses shown in How Do I Contact You. There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding. We will respond to your subject access request within not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
What Information Do You Collect When I Visit Your Website?
Google Analytics Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help us analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for our website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.
We are a Hotjar Enabled Website. We use Hotjar to understand how you use our website and make improvements. Hotjar may collect and process information which is automatically and passively collected, whilst you navigate through and interact with the content on our website, together with information on your device or computer (such as cookies). The sole purpose of passively collecting your information is to improve your experience when using our website Through the Hotjar code embedded on our website, the information collected and processed includes: Device-specific data. The following information may be collected related to Your device and browser: device’s IP address (captured and stored in an anonymized format); device screen resolution; device type (unique device identifiers), operating system, and browser type; geographic location (country only); preferred language used to display the Hotjar Enabled Site. User interactions Mouse events (movements, location and clicks) Keypresses Log data For a sampling of visitors, Hotjar’s servers automatically record information which is collected from our website and Hotjar’s website. This data includes: referring URL and domain; pages visited; geographic location (country only); preferred language used to display the webpage; date and time when website pages were accessed. Cookies Our website uses the Hotjar cookies to collect non-personal information including standard internet log information and details of your behavioural patterns upon visiting our site.
This is done to enable us to provide visitors to our website with a better experience, identify preferences, diagnose technical problems, analyse trends and generally to help improve our website.
How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
Telephone number: 01635 32032
Postal Address: Unit 3 Galaxy House, Greenham Business Park, Thatcham, Berkshire, RG19 6HW, U.K.
Changes to this privacy notice.
We keep our privacy notice under regular review. This privacy notice was last updated on 22/03/2019.