PRIVACY POLICY

How We Use Your Personal Data

This Privacy Notice explains how OSS uses and manages the information we hold about our Customers.

This includes:

• Why we collect and keep information about you.
• What information we collect.
• How long we may keep your information.
• Who may see your information.
• Who we may share your information with.
• Your rights in relation to your information.

Confidentiality

OSS collects, stores and uses large amounts of personal information every day. This information is used by lots of different people as part of their normal work. We take our duty to protect your personal information very seriously. We will take all reasonable means to keep your information confidential whether this is held on computer, on paper or on other media.

Every member of staff working for OSS has a legal duty to keep information about you secure and confidential. This is also included in staff contracts of employment.

Information we hold about you

At OSS Security, we aim to provide you with the highest quality of Customer Care. To do this we must keep records about you, and the services we have provided to you or plan to provide to you. The information we hold about you is protected by strict physical, electronic and other means.

Our Customer Services staff will ask you to provide information about yourself. This information is necessary in order for us to provide you with the service you require.

Information about you may be written on paper or recorded electronically.

The types of information we collect include:

• Basic details about you such as your name, date of birth
• Financial details
• Employment and educational level
• Service provided

How your personal information is used

We comply with the General Data Protection Regulation to process your personal data. This is in order to provide you with appropriate services or to meet contractual or legal obligations or because you have consented to provide us with the information. We do not send or process your data outside the European Economic Area.

Your records are mostly used to direct, manage and deliver your services so that:

• Our Customer Services team have accurate and up-to-date information about the services you receive, and to provide you with the right advice about potential new services
• Any concerns you may have about your Services can be properly investigated.

If we intend to use the information for any other purpose then you will normally be asked first. We respect your wishes to not share certain items of confidential information about you unless we are required to share it by law. We will always explain what information we want to share, why we want to share it and who we want to share it with. This will then help you to decide if that’s ok.

Who we may share your information with

Information will be seen by staff looking after you and by others involved in your delivering your services. There is sometimes a need to share information about you with other 3^rd party providers so that we can work together to provide you with the best service for your needs. But we will only ever share your information when there is legitimate need to do so such as to provide you with care or treatment or to protect you from abuse.

We will not share your information with friends or relatives unless they are legally acting on your behalf or unless you say it’s ok.

We will only share your information with anyone else if we really need to, such as to keep you or other people safe or if a court asks for the information.

Keeping your information accurate and up-to-date

We will make sure that the information we hold about you is accurate and up-to-date. We may check with you from time to time to make sure we have the right information about you or your next of kin. If the information is not correct, you can ask us to change it. 

Your rights

• You have the right to be informed about how your information is used. This document aims to explain how we use your information but if you are unsure or require more information, ask a member of staff.
• You have the right to have any inaccurate information about you corrected.
• You have the right to have information about you deleted or to stop us from using it when we don’t need to keep it any more.
• You have the right to access your own health records (see below).

Can I see my own records?

In most cases you can see or receive a copy of your records and to have any information you do not understand explained to you. Ask a member of our Customer services team.

We will provide the information to you within a month of you asking for it.

How long do we keep your records?

We keep information about you in paper records and also in electronic records. We need to keep this information in order to provide you with the best possible service. Certain types of information about you need to be kept for longer than other information. We will not keep information about you longer than is necessary or longer than required by law.

Further information

If you need further information about the information that we keep about you, speak to a member of staff. We will try to answer your questions.

You have the right to complain to the Information Commissioner’s Office if you don’t think we are dealing with your records correctly.

You can write to them at:

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

Or email them at: [email protected]

Or contact them via their website: https://ico.org.uk/concerns