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Privacy Policy

Privacy policy for one-engage.io

Owner and data controller: One Creative Environments Ltd. (hereafter referred to as ‘ONE’), a UK limited company registered in England and Wales at 5 The Triangle, Wildwood Drive, Worcester, WR5 2QX (Registered No. 2738102).

Owner contact email: engage@oneltd.com

This Privacy Notice is designed to help you understand everything you need to know about the “what, why and how’s” of our data gathering and processing operations, and your legal rights as an individual.

We are committed to protecting your privacy and hope you will take some time to read this document; we have tried to keep it all as simple as possible and will update this policy if we make changes to the way we process your personal data in the future.

ONE takes responsibility for protecting your data very seriously and advises you to familiarise yourself with our practices. If there is anything contained within this policy you do not understand or if you wish to ask any questions, please do not hesitate to contact us using the details at the end of this policy.

You should note that this privacy policy relates to ONE’s collection and processing of personal data as a data controller and DOES NOT APPLY to the personal data processed by ONE through the “One Engage” platform. Any personal data processed by ONE through its “One Engage” platform is processed by ONE as a data processor appointed by its clients (generally landlords) on the terms of a written data processing agreement. To better understand how your data is processed on the One Engage platform, please consult the privacy notice provided by the landlord on the platform you access.

Why do we collect personal data?

We collect personal information for a number of reasons:

1. We collect customers’ personal data for the following purposes :

   To provide you with demonstrations, and quotations for our services.

   To improve the quality of the services we offer and better understand our customers’ needs;

   Deliver services and support to you;

   Manage those services we provide to you;

   To train and manage our client portfolio, and employees who deliver services;

   To request feedback and reviews; and

   To recognise when customers re-engage with our services.

2. We collect employees’ personal data for the following purposes:

   To facilitate the delivery of the terms and conditions of your contract of employment; and

   To comply with legal obligations imposed on the company.

Types of data we collect

Where the lawful basis of our processing is based on a contractual necessity, One will retain your personal data for no longer than is necessary for this purpose or those purposes.

Legal Obligation

Where the lawful basis of our processing is based on a legal obligation, ONE will retain your personal data for no longer than is necessary for this purpose or those purposes.

Legitimate Interests

Where the lawful basis of our processing is based on legitimate interests ONE will retain your personal data for no longer than is necessary for this purpose or those purposes.

For further information about how long data is kept by One, please refer to our Retention and Destruction Policy’‘. This is available upon request by contacting our Data Protection Representative (DPR) on 01905 362300 or by emailing engage@oneltd.com.

Consent

Where the lawful basis for processing your personal data is your consent ONE will cease to process your personal data when you withdraw your consent to the processing.

Use of Cookies

We use cookies to collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.

For the same reason, we may collect information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

• To estimate our audience size and usage pattern.
• To store information about your preferences, and so allow us to customise our site according to your individual interests.
• To speed up your searches.
• To recognise you when you return to our site.

You can read further information regarding our cookies policy here

External Links

Although this website appears to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; Keep SEO Simple Glasgow or www.keepseosimple.co.uk.)

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note that they click on external links at their own risk. This website and its owners will not be held liable for any damages or implications caused by visiting any external links mentioned.

Adverts and Sponsored Links

• A professional believes it will cause you or someone else serious physical or mental harm; and
• The information may interfere with preventing or detecting a crime.

If you prefer, you can ask us to let someone acting on your behalf to see your personal information, but only if you have given us written permission beforehand.

Generally there is no charge whether you want to view or have a copy of your information and we have 28 days to deal with your application. However, if your request is excessive or clearly groundless, we will either charge you a reasonable administrative fee or refuse to reply.

The Right of Erasure (‘Right to be Forgotten’)

You have the right to request that we erase all personal data we have about you, and we must respond to that request without undue delay. There are some conditions that apply with this right, but we will make every attempt to respond to a ‘Right to be Forgotten’ request within 30 days of receipt.

The Right to Rectification

If you notice that the data we hold about you is inaccurate or incomplete, you may request we rectify the mistake. Whilst we may not always be able to change or remove that information, any factual inaccuracies will be corrected, and we will add your comments to the record to who what has been done. Every effort will be made to respond to requests of this nature immediately.

The Right to Restriction

You have the right to have us restrict the processing of your personal data and ensure that processing only takes place with your consent or for legal purposes.

The Right to Objection

If you wish to object to the way we use, or have used, your personal data you may do so freely and withdraw your consent

The Right to Portability

This is a legal right afforded to you that most companies already provide; it basically states that if you request it, we must pass on all of the details you have given to us to another provider of your choosing.

The Right to Complain

We will always try to maintain the highest standards and encourage the confidence our customers have in us as an organisation. In order that we can achieve this we request that any complaints be first brought to our attention so we can properly investigate matters; if however you would like to complain about One to a supervisory authority you may do so by contacting the Information Commissioners Office on 0303 123 1113, or anyone of the other reporting methods listed on their website – https://ico.org.uk/concerns.

Our contact details

If you wish to get in touch with ONE or speak with our Data Protection Representative, please do so via any of the contact details below:

First name, surname, email address, company, contact information & how you heard about us.

Personal data is freely provided directly to us by the customer or potential customer (making pre-contractual enquiries)

All data requested of our customers is collected for the purposes of managing our contract with the customer or for replying to their enquiries, our legal basis for processing the personal data is “contract” of for pre-contractual negotiations. Failure to provide the prescribed data impairs our ability to provide services to you.

Legitimate Interests

ONE may process your data for certain legitimate business interests, which include some or all of the following:

a) To enhance the security measures in place that protect data for which we are responsible;

b) To identify and prevent fraud;

c) To provide reference information to third party organisations where you request us to do so;

d) To investigate any future insurance claims, for which we are responsible;

e) To protect the company’s assets;

f) To provide you with services you are looking for;

g) To improve the quality of the services we offer, and to better understand the needs of our customers;

h) To request feedback and reviews;

i) To allow us to understand the scale and range of our customer base; and

j) To recognise when customers re-engage with our services.

Where we are processing your data for the above reasons we shall always hold your data rights paramount. You have the right to object to this processing if you wish, more details can be found below on objecting to processing.

Who will we share your information with?

We take our responsibilities very seriously and will respect your privacy and trust by storing your details securely. We may share your personal data with third parties (for example, Microsoft Azure) who provide us hosting and operationalisation of our IT systems. When we share your data in this way, we put in place a data processing agreement with the third party to ensure that they process the personal data only in compliance with our written instructions and for the purposes set out by us.

Where is my data going to be kept?

Data Transfers outside EU by Controller

ONE may, as a part of its standard business practices, transfer your personal data to the following third countries (i.e. The Falkland Islands). Where transfers of data to third countries or organisations in third countries takes place, ONE will ensure that appropriate safeguards are in place to ensure that appropriate security measures are in place, as well as taking practical measures to keep personal data safe.

How long will we keep your data?

Contractual Necessity

This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.

Clicking on any such adverts will send you to the advertiser’s website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may be saved onto your computer hard drive. Users should therefore note that they click on sponsored external links at their own risk and neither this website nor its owners will be held liable for any damages or implications caused by visiting any external links mentioned.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate are custom to the terms and conditions, as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. Neither website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo).

Users are advised to exercise caution and good judgment before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published, many social media platforms are prone to spam and hacking and therefore this website and its owners will not be held liable for any damages or implications caused by visiting any shortened links.

The Right of Access

This grants you the right to confirm whether or not your personal data is being processed, and to be provided with all the relevant details of what those processing operations are.

If you would like access to the personal data we have about you, we ask that you contact us in writing at the address shown at the end of this policy, telling us exactly what information you require, including proof of ID.

We cannot give you access to your information if:

• It contains personal information about other people;
• A professional believes it will cause you or someone else serious physical or mental harm; and
• The information may interfere with preventing or detecting a crime.

If you prefer, you can ask us to let someone acting on your behalf to see your personal information, but only if you have given us written permission beforehand.

Generally there is no charge whether you want to view or have a copy of your information and we have 28 days to deal with your application. However, if your request is excessive or clearly groundless, we will either charge you a reasonable administrative fee or refuse to reply.

The Right of Erasure (‘Right to be Forgotten’)

You have the right to request that we erase all personal data we have about you, and we must respond  to that request without undue delay. There are some conditions that apply with this right, but we will make every attempt to respond to a ‘Right to be Forgotten’ request within 30 days of receipt.

The Right to Rectification

If you notice that the data we hold about you is inaccurate or incomplete, you may request we rectify the mistake. Whilst we may not always be able to change or remove that information, any factual inaccuracies will be corrected, and we will add your comments to the record to who what has been done. Every effort will be made to respond to requests of this nature immediately.

The Right to Restriction

You have the right to have us restrict the processing of your personal data and ensure that processing only takes place with your consent or for legal purposes.

The Right to Objection

If you wish to object to the way we use, or have used, your personal data you may do so freely and withdraw your consent

The Right to Portability

This is a legal right afforded to you that most companies already provide; it basically states that if you request it, we must pass on all of the details you have given to us to another provider of your choosing.

The Right to Complain

We will always try to maintain the highest standards and encourage the confidence our customers have in us as an organisation. In order that we can achieve this we request that any complaints be first brought to our attention so we can properly investigate matters; if however you would like to complain about One to a supervisory authority you may do so by contacting the Information Commissioners Office on 0303 123 1113, or anyone of the other reporting methods listed on their website – https://ico.org.uk/concerns.

Our contact details

If you wish to get in touch with ONE or speak with our Data Protection Representative, please do so via any of the contact details below:

Data Protection Representative
ONE Creative environments Ltd
5 The Triangle
Wildwood Drive
Worcester
WR5 2QX

T: 01905 362300
@: Reception@oneltd.com

If you would like further advice or do not feel we have answered your complaint satisfactorily, then please contact the Information Commissioner’s Office (ICO) at:

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

Tel: 0303 123 1113 (local rate) or 01625 545 745
Email: casework@ico.org.uk
Live Chat: https://ico.org.uk/global/contact-us/live-chat/
Website: www.ico.org.uk

The ICO is the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

Privacy Notice
Last updated: April 2023 [GS]