- how we collect and use your personal data
- what personal data we collect
- the use of third parties to process data
- your rights to your data and our legal obligations to you
- how to contact us regarding your personal data
For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR” ), Oceain Ltd (“Oceain Limited”, “Oceain” or “us/we”) is the company responsible for your personal data.
Who is responsible for your data?
Oceain Ltd is a company registered in England and Wales (no. 12795199) at Kibo House Stockcroft Road, Balcombe, Haywards Heath, West Sussex, United Kingdom, RH17 6HP.
We control the ways your personal data are collected and the purposes for which your personal data are used. We are the “data controller” and “data processor” for the purposes of the General Data Protection Regulation (Regulation (EU) 2016/679).
We also have contracts in place with “data processors” who receive your personal data from us for the sole purpose of fulfilling the services we offer (see Section 3).
Personal data we collect about you
We collect personal data from you when you use our platform. We may also acquire personal data via third parties where you have consented to them sharing the data with us or from publicly available information. We do not buy personal data from third parties.
The table below outlines what personal data we collect, when we collect it and why.
|What we collect||When we collect it||Why we collect it|
|Your name, address, email address and telephone number||When you register with us to complete an online interview||To process your interview data and assess you for the job you have applied for|
|Your email address||When you explicitly opt-in and ask us to send you this information||To send you relevant information and offers|
|Your email address||When you explicitly register to create an account on our Platform||To allow you to interact with our Platform in a personalised manner (i.e. setting your preferences, favourite products)|
|Your email address||When you contact us directly for advice, help or information||To respond to any emails you send us|
|Your phone number||When you provide us with your phone number to return a phone call||To respond to any phone calls you make to us|
|Your IP address||When you use certain parts of our Platform||We collect log files of some activities in order to operate and support the Platform. We do not store or analyze this information, and the log files are regularly purged.|
|Your name, address, email address and telephone number||If and when you explicitly send us personal data of your own accord for other purposes (e.g. employment enquiries)||To process your request or enquiry; personal data will not be sent to a third party processor without your consent|
Please also see Section 11 for further information that is collected by our Oceain.ai Platform.
Why we use third party processors
As a data controller we require the use of third party processors to ensure a smooth running of our Platforms. We use third party processors to collect and/or process your data on our behalf to deliver services (detailed in Section 4). We only provide them with the data needed to deliver the specific service.
We only use trusted partners and suppliers as our third party processors. We have audited all of our third party processors to ensure they store data securely and are contractually obliged to adhere to all the data regulations required by law. We continually monitor our data processors to ensure they are adhering to the required standards.
How and why we use your personal data
We use your personal data for the following purposes and reasons:
To provide services to you and to the employers you are applying to.
When you choose to use our Platform, we will use the information you have given us to fulfil any services you have requested or for any jobs you have applied for. This will include analysis of video and audio information that you submit in response to the job interview questions and the submission of that audio and video.
To communicate with you and manage our relationship with you
We may need to contact you by phone, email or text message for administrative or operational reasons. This may include confirming details of a job you have applied for, or to notify you of any unanticipated issues with the services we provide. We may also email you to request your feedback on the services we have provided.
These communications are not made for marketing purposes and you will continue to receive them if you opt-out of marketing communications but continue to use our Platform.
To share news, updates and promotional offers with you – if you have have consented
If you have consented to receiving marketing communications from us by marking a checkbox when signing up or as part of a checkout purchase, we may occasionally send you emails with news, updates and promotional offers. We will not send you these emails unless you have given your consent for us to do so, and all emails include an opt-out link to prevent future emails being sent to you. You may also email email@example.com and request to opt-out.
We will not transfer or sell your personal data to third parties for the purposes of marketing.
To personalise your experience on our Platform
To improve our services, fulfil our administrative purposes and protect our business interests.
Your information may also be used within our business to fulfil our accounting, billing, audit, fraud screening, safety, security and legal requirements. Your activity on our Platform may also be analysed to help us operate our Platform more efficiently and effectively.
As required by applicable law, legal process or regulation.
There may be other legal or regulatory processes that require the use of your personal data that have not been explicitly documented here. To understand these requirements please visit www.eugdpr.org .
Your data and your rights
You have rights in relation to the personal data that we hold about you. In summary you have the rights to be informed, of access, of rectification, of erasure, to restrict processing, to data portability, of objection and related to automated decision making including profiling of the personal data we hold on you.
To fully understand your rights please see https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/ .
If you wish to exercise these rights, please contact firstname.lastname@example.org . We will confirm receipt of your request as a matter of urgency, and may require further communications to ensure we, and you, understand the scope of the request. We are then obliged to honour your request within one month of your initial communication.
There may be circumstances where your request cannot be honoured due to legal or financial reasons.
Security of your personal data
We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”) It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers or third party data processors. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services.
Cookies and other tracking technologies
In order to improve our services, to provide you with more relevant content and to analyse how visitors use our Platform, we may use technologies, such as cookies, pixels or tracking software.
For example, we use software to monitor customer traffic patterns and website usage to help us develop the design and layout of the website in order to enhance the experience of the visitors to our website. This software does not enable us to collect any personal data. In addition, in order to understand how our customers interact with the emails and the content that we send, we use pixels that allow us to know if the emails we send are opened or if the content of our emails is displayed in text or html form.
We may collect information about your computer, including where available your IP address, operating system, browser type, mobile phone operating system and other related details for system administration. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
Sharing your personal data
Your personal data may be shared with other companies within Oceain Ltd. In the event that Oceain Ltd is acquired by a third party, your personal data will be disclosed to the acquiring party. We will notify you in advance of this happening.
We do not disclose or sell your information to third parties for the purposes of direct marketing.
We are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions and other agreements; or to protect the rights, property, or safety of Oceain Ltd. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
Retention of your personal data
If you would like us to remove your data (except that which we must retain for legal and financial reasons), please let us know by contacting email@example.com and we will remove it.