OneOcean is committed to ensuring that your privacy is protected. This policy explains how we use the information we collect about you and the procedures that we have in place to safeguard your privacy whilst you use our websites. We will only use the information that we collect about you lawfully in accordance with the General Data Protection Regulation (GDPR).
How we use your information
applies to information we collect about:
- visitors to our websites
- people who use our services and/or place orders with us whether through our online websites or directly with our commercial teams
- job applicants and former employees
Visitors to our websites
When someone visits our websites www.oneocean.com www.bookharbour.com and www.regs4ships.com we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. Where we do collect personally identifiable information through our website, we will be up front about this and make it clear when we collect personal information and will explain what we intend to do with it.
With your consent, we will use your personal data and preferences to keep you informed by email about relevant products and services including tailored special offers, discounts, promotions, events and so on. Of course, you are free to opt out of these communications at any time. You may do this by clicking the “unsubscribe” link at the bottom of our Company’s marketing emails.
Security and performance
OneOcean uses various methods to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to the OneOcean website.
Contact via social media
If you send us a private or direct message via social media the details of that message will be shared with appropriate OneOcean employees who are in a position to answer. We will store the message on our social media accounts for a period of up to three months and then it will be deleted. It will not be shared with any other organisations.
Calls to our Support line
When you call our support line we collect Calling Line Identification (CLI) information. This will be used solely for the purpose of resolving your support issue; if we need it, we will also gather other information such as your name and your company’s name, address etc.
You should be aware that any emails we send or receive may not be protected in transit. We use techniques to safeguard against other people / companies pretending to be OneOcean, but you should verify this if you have any doubts.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Suspicious items will be blocked and so may not reach the intended recipient. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Making a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile information which is shared only inside of our business showing information like the number and type of complaints we receive.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted
according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Users of OneOcean services
Our subscription-based services require users to provide information including their name, job title, company name, company address and telephone number. We have to hold this information and we use it to set up an account for you so that your service can be activated, and associated orders fulfilled. We will also use this information to notify you of the status of your order(s).
We only use these details to provide the service requested and for other closely related purposes. For example, we might use information about users who have requested a digital service to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription in line with their contract and are given an easy way of doing this.
Orders placed with us may be fulfilled using a third-party service provider, for example Bollore Logistics or FedEx, and so we will share the necessary details with them, enabling them to deliver your goods to you. Our logistics suppliers have undertaken to us that they will protect the information they receive from us, will not pass it to any other organisation, or use it for any purpose other than to deliver your goods to you.
When OneOcean shares your information
We do not share your personal information with companies, organisations, or individuals outside of OneOcean, except in the following cases:
With your consent
We’ll share personal information outside of OneOcean when we have your consent.
For external processing
For legal reasons
We will share personal information outside of OneOcean if we have a good-faith belief that access, use, preservation, or disclosure of the information is reasonably necessary to:
- Meet any applicable law, regulation, legal process, or enforceable governmental
- Enforce applicable Terms of Service, including investigation of potential violations.
- Detect, prevent, or otherwise address fraud, security, or technical issues.
- Protect against harm to the rights, property or safety of OneOcean, our users, or the public as required or permitted by law.
Job applicants and former employees
OneOcean is the data controller for the information you provide during the recruitment process and the employee lifecycle unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at [email protected] We will aim to respond to you within three working days.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil contractual, legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area (EEA) without your express consent in advance, for example, where you are applying for a position which is based outside of the EEA. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect your application if you don’t.
If you apply via our website, oneocean.com, this information will be sent directly to our recruitment team.
We ask you for your personal details including name and contact details. We will also ask you to submit your CV which we would expect to cover your previous experience and education. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our hiring managers shortlist applications for interview. They will not be provided with your equal opportunities information if you have provided it.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by OneOcean.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of 12 months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity and home address – you will be asked to attend our office with original documents, we will take copies
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies
- You will be asked to complete a criminal records declaration to declare any unspent convictions
- The contact details of your referees. We will contact your referees, using the details you provide, directly to obtain references
- We will also ask you to complete a questionnaire about your health. This is so we can make any necessary adjustments to suit your needs or give you any necessary emergency treatment. If we make a final offer, we will also ask you for further information to fulfil our contractual obligations in relation to your employment and the provision of the employee benefits that apply to you
- Further details about this information and how it will be used will be provided to you
at the time we request it
Post start date
Some roles/locations require a higher level of security clearance and training.
Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.
Use of date processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 13 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 13 months following the closure of the campaign.
Equal opportunities information is retained for 13 months following the closure of the campaign whether you are successful or not.
How we make decisions about the recruitment
Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing [email protected]
Complaints or queries
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of OneOcean’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Access to personal information
We try to be as open as we can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you, we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing addressing it to our Data Privacy Representative at the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by contacting our Data Privacy Representative.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
How to contact us about this policy
Email us or write to:
Data Privacy Representative
OneOcean Group Limited
Unit 4, Voltage, Mollison Avenue