Privacy policy

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email

hello@olus.com

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Addresses
• Occupation
• Date of birth
• Employment details (including salary, sick pay and length of service)
• Information relating to compliments or complaints
• Usage data (including information about how you interact with and use our website, products and services)
• Video recordings
• Audio recordings (eg calls)
• Records of meetings and decisions Account access information
• Website user information
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We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details
• Occupation
• Profile information
• Marketing preferences
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We collect or use the following personal information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
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We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Customer or client accounts and records
• Correspondence
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Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
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Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Legitimate interests - we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Information is collected from clients and used to deliver our services to those clients. 
• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Information is collected to support the assessment of recruitment applications. Only the minimum required information is collected, and is not retained beyond the recruitment period. The processing supports the legitimate interests of both parties as a means of facilitating the recruitment of candidates to open roles. 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Information is collected specifically for responding to specific enquiries and is not used for any other reason. 

Where we get personal information from

• Directly from you
• Publicly available sources
• Previous employment
• Suppliers and service providers
• Clients

How long we keep information

We will delete your personal information when we no longer need such personal information. For example:

• For information collected in relation to recruitment activities we will only keep your information for the duration of the recruitment.
• In relation to any services we have provided we will delete the information in accordance with our contractual and legal commitments, but in any event after 5 years following the termination or last date of delivery of those services. 
• For personal data we use for marketing, we will keep this data for as long as we are able to market to you and if you withdraw your consent or opt-out of marketing communications, we will keep your contact details only to ensure that we do not contact you again for marketing purposes.

Who we share information with

Depending on the nature and basis for collecting your information, we share personal information with

• Professional or legal advisors
• Previous employers
• Clients
• Suppliers and service providers
• Professional consultants

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:          

Information Commissioner’s Office, Wycliffe House
Water Lane, Wilmslow
Cheshire , SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Company Details

Registered name: Henkaku Ltd

Registered number: 15381751

Registered in England and Wales

Last updated

26 September 2024

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