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Data Protection and Privacy Policy

Identity and Contact Details

Offshore Decommissioning Services [hereafter ODS] is an Owner and Operator of offshore heavy lift vessels to the Petrochemical, Oil and Gas, and Shipbuilding Industries, and is the data controller for the purpose of the General Data Protection Regulation 2016/679 and country specific data protection laws.

 

Our registered address is located at: Way Court West Union Road, Farnham, Surrey, GU9 7PT, United Kingdom

 

ODS is fully committed to protecting your privacy. As such, we want to be clear about how your data is collected, and what we use it for.

 

Data Protection Representative Contact Details

The Data Protection Representative at ODS is can be contacted by sending an email to: dataprotection@offshoreds.com

 

General Data Protection Regulation

The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC).

The Regulation works towards addressing data protection legislation across EU member states, enhancing privacy rights for individuals, and providing a strict framework within which commercial organisations can legally operate. 

This notice, together with our terms of use https://offshoreds.com/terms-of-use, set out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

 

Definitions

"Personal Data" shall mean any information relating to an identified or identifiable natural person ('Data Subject'); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identification number or to other factors or reference points.

Who We Are and What We Do

Our principal activities are the engineering and operation of offshore heavy lift vessels. In order to perform these services we require some of your personal data. All of the information you convey to us will only be used for the purpose of these services, and/or for legal and/or regulatory compliance.

 

Information ODS Collects

ODS may collect Personal Data from any (individually or collectively) of the following sources:

  • Candidates who:

    • register via the web site;

    • contact us in relation to recruitment services;

    • apply to vacancies advertised by ODS on ODS’s website, social media pages, or external job boards.

    • Provide an introduction and / or recommendation for additional candidates

  • ODS Employees

  • Candidates applying to work for ODS internally

  • Clients

  • Suppliers

  • Cookies

  • Professional social media (OilPro, LinkedIn, etc)

  • Company websites (such as professional profiles or contact information pages)

  • Online CV libraries

  • Business cards

  • Reference requests

  • Surveys

The information we collect includes copies of full names, contact details, social and professional profiles, education, and work experience. Please see below sections Purpose of Data Processing, and Surveys, for further clarification on data we may request and / or store.

 

Cookies

Please refer to our Cookie Policy for information regarding what Cookies we may use, how we may use them, how to disable cookies etc. 

 

Surveys

We may also ask sources identified within the “Information ODS Collects” section, to complete surveys that we use for research or customer satisfaction purposes. These surveys are purely internal processes designed to address our performance and identify areas requiring improvement, and although completion and return of these surveys is appreciated, they are not obligatory and you do not have to respond to them.

 

Information we obtain from other sources

Should this be the case, we will inform you by sending you a privacy notice, within a maximum of 30 days of collecting the data, of the fact we hold personal data about you, the source the personal data originates from and whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data.

 

Purpose of Data Processing

In order to perform our Engineering and Global Vessel Operational services, ODS have legitimate interests in collecting and retaining your personal data.

 

As a [potential] employer, with the anticipated requirement to place personnel on overseas assignments, ODS have a requirement to obtain and personal data in regards to work placing (including international entry / visa) requirements.

 

To enable this process, a copy of your curriculum vitae/resume will be held on file, with specific information stored within ODS’s databases to ensure registered candidates registered are informed of relevant active vacancies, and our database routinely maintained.

 

Upon request from a [potential or active] assignment, searches for suitable candidates are performed in-house by employees of ODS, as we do not use an automated selection process.

 

During the selection process, our in-house team may request additional personal details. Our personnel will contact you directly to request this, and discuss the reason behind the request for additional information. If the personal data is to be transmitted externally to our organisation, our team will request your specific consent prior to forwarding any details to a third party.

 

During the selection process, should ODS require any further personal information to be required for verification and pre-employment purposes, ODS will request specific consent from the Candidate prior to supplying any details to a third party. These verification processes which may be conducted by a third party [who comply with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)]. This additional data may include:

  • Identity proof to validate your right to work in a particular country

  • Validation of employment history

  • Permission to conduct a criminal records check for statutory or immigration purposes

  • Training, qualification or professional affiliation certification

 

The methods used for maintaining communication can range from telephone (including soft-phone apps), email, post, social media messaging services, SMS, or video conference.

 

Please be aware that failure to provide such personal information on request could delay or prevent the commencement of your assignment.

 

ODS will not collect any personal data from you that is unnecessary or irrelevant.

 

On successfully securing an assignment through ODS or a staff position with us, we may request additional details from you. This information will be to ensure that you can undertake the applicable assignment. This may include:

 

  • Proof of identify to validate your right to work in a particular country

  • Proof of residency for ODS to adhere to legal and fiscal obligations

  • Supporting information to secure a work permit or visa

  • Training, qualification or professional affiliation certification

  • Permission to conduct a criminal records check for statutory or immigration purposes

  • Emergency contact details and next of kin, required as part of our mobilisation procedure, in the event of an emergency

  • Data to organise a pre-employment, mobilisation or other form of medical assessment including the provision of inoculations

  • Data to enable the provision of medical, life insurance, pension or other welfare provisions (if/as applicable)

  • Banking, limited company documentation, and national insurance or social security details in order to process payments

 

Who We Share Your Personal Data With

As part of our global operations, circumstances may arise where we share your personal data with other entities within our group. Our offices are located globally, including our Head office in the United Kingdom, with supporting offices in the Singapore.

 

On occasion we have the opportunity to form an informal partnership agreement with other service providers, either on an active contract, or with whom we may jointly tender for future work. The objective of forming these agreements is to pursue additional work opportunities, both within, and outside or, the European Economic Area (EEA). We will contact you to request your consent prior to submitting any personal data to any company with which ODS has formed an informal partnership agreement.

 

We may also be required to share your personal data with third party service providers for reasons including: client requests; in order to process salary payments; visa agents; embassies; background checking and screening agents; tax authorities; travel agencies; for the provision of insurance; CV processing; policies; recruitment management software; and administration support services to enable communications.

 

We take reasonable steps to ensure that the terms of service with our third party service providers recognise that we are bound by obligations to protect the privacy of your personal information.

 

Any Personal Data provided to us may be stored on our database and/or systems, and transferred between any of the locations in which we operate, including those countries outside of the European Economic Area (EEA).

 

International Data Transfers

For regulatory, statutory or contractual purposes, we may be required to share your personal data with other ODS entities, third parties or clients outside the European Economic Area (EEA).

 

Overseas ODS entities operating outside the European Economic Area (EEA) adhere to this privacy policy.

 

Typical safeguards deployed to protect your personal data during international transfers consist of:

  • Third party data processing agreements

  • Encryption of sensitive and confidential data

  • Password protected folders

  • Strict access controls

  • Defined retention periods

  • Secure email transfers

 

Your Rights

Access to Information

The Data Protection Act 1998 and the General Data Protection Regulation 2016/679 give you the right to access information held about you. We also encourage you to contact us to ensure your data is accurate and complete.

We request that subject access requests be submitted to dataprotection@offshoreds.com

 

Correcting Details

It is the candidate responsibility to ensure any and all personal data shared with ODS is correct. If it is incorrect in any way, please contact us and provide us with the corrected information.

 

Data Retention Period

The personal data collected by ODS is only retained for as long as it is needed. The criteria we use to determine the period can vary for each type of data, which depends on statutory or contractual obligations. Following expiry of this designated period, your personal data will be securely deleted.

 

Our current retention policy is available upon request.

 

Restrict Processing

At any time a candidate may contact us to restrict the processing of data. This act will suspend the processing of personal data until the candidate confirms that processing may continue.

 

Withdraw Consent

At any time during the application process, candidates may withdraw consent for ODS to share personal data. To withdraw consent, candidates should communicate to ODS via telephone, email, post, social media messaging services, SMS, or video conference, specifying that consent is to be withdrawn. Upon receipt of this instruction, no further personal data will be shared with the Client in regards to the application process.

 

Right To Be Forgotten

All Candidates have the right to be forgotten. Upon an instruction from a candidate, ODS will terminate processing their personal data, and delete any files on our system. We may pseudonymise parts of your data, particularly following a request for suppression or deletion of your data, to ensure that we do not re-enter your personal data on to our database, unless requested to do so. Please note that we may be required by law to retain specific data as identified within our data retention policy.

 

Please check back on a regular basis so as to informed of any updates or changes to our privacy notice.

 

To Make A Complaint

Make a complaint to a supervisory body which in the United Kingdom is the Information Commissioner’s Office, available at https://ico.org.uk/concerns/

 

More details on these rights can be found at the Information Commissioner’s Office web site ico.org.uk or equivalent European Economic Area government bodies.

 

Changes To Our Privacy Notice

Any changes we make to our privacy notice in the future will be posted on this page and, if/where appropriate, notified to you by e-mail.