PRIVACY AND COOKIE NOTICE
Fred. Olsen Limited recognises the importance of protecting your privacy. Please be assured that we follow a strict policy of not selling or trading any personal or sensitive information to any company, organisation or person outside of the Fred. Olsen Group or our associated companies.
Fred. Olsen Limited is committed to protecting the privacy of individuals we interact with, including:
- visitors to our website and office premises;
- members of the public and other third parties, including representatives or agents;
- people working in organisations who interact with us to supply goods and services, or in any other business context; and
- other stakeholders we interact with to fulfil our function or deliver services.
Categories of personal data we process
The information which we process about you is collected:
- if you complete an online form, or update your details on our website;
- if you complete an on-line survey;
- when you contact us online or by email, post, telephone or fax;
- when we have a telephone conversation with you we may record it to provide help or assistance you have requested;
- from persons duly authorised by you, to provide information on your behalf;
- when you provide services to us or undertake activities which form part of your obligations under the terms of your appointment or our contractual terms;
- if you visit our office, your image may be captured on closed-circuit television (CCTV) which operates primarily for security and safety purposes. Any images that are captured by our CCTV system, as opposed to third party CCTV (such as a landlord), are stored securely for no more than 30 days, when they are overwritten;
- through our electronic visitor registration system (where in use) which may capture your information and a photographic image of you for security and safety purposes;
- IP addresses collected through our website.
The information which we collect about you through the above processes will typically be your name, email address and telephone number(s). We may in some circumstances collect postal address, vehicle registration number, your contact history, any application information or report from you.
Special categories of personal data
We collect some basic health screening information if you visit one of our offices and collect disability information so that we may make appropriate and reasonable adjustments, where required. Disability and health information is known as special category personal data (also called sensitive personal data) to which greater protection is provided by the data protection laws.
Purposes of processing your personal data legal basis
In accordance with the data protection laws, we need a legal basis for collecting and using information about you. There are a variety of different lawful bases for processing personal data which are set out in the data protection laws.
The lawful bases on which we rely in order to use the information which we collect about you for the purposes set out in this notice will be:
- you have provided consent to our use of your information; or
- in compliance with a legal obligation to which we are subject; or
- using your information is necessary to fulfil a contract you have with us, or because you have asked us to take specific steps; or
- using your information is necessary for the pursuing of legitimate interests of Fred Olsen Limited, including the images we record on our CCTV and on our visitor registration system.
Special categories of personal data
The lawful basis on which we rely in order to use your sensitive personal data/special categories of personal data which we collect about you will be:
- that processing of health-related information is undertaken with your consent; or
- the processing is necessary for reasons of substantial public interest; or
- processing is necessary for reasons of public interest in the area of public health, such as protecting against cross-border threats to health or ensuring high standards of quality and safety of health care.
We also rely upon the Data Protection Act 2018 (DPA), Schedule 1, (Special categories of Personal Data), Part 1 Conditions relating to Employment, Health and Research etc and DPA Schedule 1, (Special categories of Personal Data), Part 2, Substantial Public Interest Conditions.
What we do with your information
The information which you provide to us will be used for the following purposes:
- processing your enquiry, contact or visit to our office(s);
- for the administration and communication with you relating to your enquiry, contact or visit;
- arranging appointments or meetings, including for the purposes of making reasonable adjustments, if required;
- contact by telephone as required or requested;
- call recording;
- processing feedback and complaints;
- updating your information in our visitor registration system;
- ensuring the safety and security of our premises.
Recipients of your information
Contractors and sub-contractors
It may be necessary to share your information with our contractors and sub-contractors so they can provide a service to you or to enable us to deliver our function or services you have agreed to. The contractors and sub-contractors shall be contractually required to ensure that they adhere to the security requirements imposed by the Data Protection Act and/or the General Data Protection Regulation (as applicable).
Our contractors and sub-contractors will not share your information with any other parties and will only be able to use the information when completing work on behalf of us.
Regulators and other legal obligations
We may also share your information with other bodies with official authority, such as the Information Commissioner’s Office, HM Revenue and Customs (HMRC) and with other organisations where we have a legal obligation to share the information with them or where there is a legitimate legal basis to do so.
The data we collect may be shared with Fred. Olsen group companies.
Personal data provided by you when registering as a visitor using our electronic visitor registration system will be shared with Envoy Inc. (EI) who act as our data processor of data collected by the visitor management system. We have an agreement with EI which protects your personal data.
We may from time to time share or receive information about you from other organisations, such as:
- the police for the purpose of detection and prevention of crime;
- organisations with a function of auditing and/or for the purpose of detection and prevention of fraud;
- if you provide consent, we may share your information with a third-party organisation for marketing purposes
Retention of your personal data
We retain personal data for as long as is necessary for the legitimate purposes for which the personal data is processed.
When those purposes come to an end, we shall securely delete the personal data unless the retention of the personal data is required under the Data Protection legislation.
We are always happy to fulfil any one of your rights. Your rights with respect to the personal data that we process on you are:
- Right to information on how your data is processed
- Right of access to the personal data we hold on you
- Right to rectify any inaccurate data we process on you
- Right to object to us processing your personal data
- Right to erasure of your data
- Right to data portability
- Right to lodge a complaint with a data protection regulator
- Right not to be subject to automated decision making
You can invoke any of your rights at any time using the contact details listed in this notice. Please be aware that our obligations to comply with the above rights are subject to certain exemptions. We may ask for identification documents to confirm we are disclosing information to the correct person. If you elect a representative to invoke these rights on your behalf we will request that the representative can demonstrate they have the authority to act on your behalf and their identity.
We do not conduct any automated decision making or profiling using your personal data.
We do conduct some profiling for marketing purposes.
You have the right to complain to the Information Commissioner’s Office (the “ICO”) if you are not satisfied with the way we use your information. You can contact the ICO at https://ico.org.uk/.
Fred. Olsen Limited (Company number 00748590) is the Data Controller. We collect and process data for a number of purposes outlined in this notice. If you ever need to contact us you can by using the details below:
Our registered office address is 2nd Floor, 36 Broadway, London, England.
Our Ipswich head office address is Fred. Olsen House, White House Road, Ipswich, Suffolk, IP1 5LL.
Phone: (+44) 01473 292 200
If you have a specific query relating to how we process your personal data you can contact our Data Protection Officer on: