OCS Global Policy
OCS collects Personal Information as permitted by applicable law through:
The OCS public website (“the OCS website”), the Platform; and otherwise in the course of its business.
Wherever possible, we collect information directly from the individual to whom the information relates. Personal Information may however be collected in the course of OCS’s business (such as from third parties).
The categories of information we may collect include contact details (such as name, phone number, address, email addresses), job title, company, and company address as well as any information contributed to the OCS Help Center forums which may include professional interest or activities. OCS website You need to give OCS your Personal Information if you want to apply for a job, make an enquiry, arrange a demonstration of our services or to request training. The OCS website can be accessed anonymously. Many companies offer programs that help you to visit web sites anonymously. While OCS will not be able to provide you with a personalized experience if we cannot recognize you, we want you to be aware that these programs are available. The Platform (OnSiteIMS)
To register as a user on the Platform, you are asked to provide OCS with Personal Information, which includes your name, company name, position in the company, email address, phone number and company address or personal address. This information about you may also be entered on the Platform by your company’s Administrator, in order for you to use the Platform. If you want to contribute to the OCS Help Center forums, you are required to register using an email address and username.
A cookie is a small file which is placed on the user’s hard drive during a visit to the OCS website or the Platform. This file allows the user to move quickly and easily around the OCS website and to enter the Platform. It is used to identify a user and tracks a user’s session, providing information that the system uses to efficiently manage your use of the website and the Platform.
Your web browser may be set to accept cookies automatically but can be changed to decline them. Please note that if you decline to accept cookies, this may mean you may not be able to take full advantage of the OCS website or the Platform.
Using information collected
- Process any application for employment you have made to OCS
- Provide the information, products or services you requested, and provide information concerning those products or services
- Provide you with information in connection with other products or services of OCS or its related companies
- Identify your product and service preferences
- Customize OCS’s communications to you
- Share positive product testimonials with others
- Allow you access to a client project on the Platform
- Obtain information and/or place orders for products or services from suppliers
- Transfer any of the assets and/or operations of OCS to another party
- Any other purpose communicated to you at the time of collecting the Personal Information and if required by law for which consent has been obtained.
If you do not provide requested information, OCS may not be able to provide you with the service or information or process your request.
In relation to a client or a user’s use of the Platform, OCS operates and maintains the Platform in accordance with applicable laws. However, the client or user is responsible for the collection, use and disclosure of any information submitted by clients or users to the Platform. OCS does not review or monitor any collection, use or disclosure of clients or users in relation to information submitted to, shared or stored in the Platform. To the extent permitted by law, and otherwise subject to the terms of any agreement in place between OCS and the relevant client, OCS bears no responsibility to any client, user or third party in relation to the collection, use and disclosure of any information stored on the Platform.
Upon the completion of a client project, OCS may provide archival copies of information in connection with a project to that client, which may contain information relating to you which has been submitted to the Platform (either by you or by OCS’s client). OCS bears no responsibility for any use by that client of the archival copy following OCS providing it.
We may from time to time use your Personal Information to send you information about our products and services and those of related companies which may be of interest to you. We may contact you from time to time on an ongoing basis by email or other address or contact point which we have collected or obtained in order to provide such information. If you receive promotional information from OCS and do not wish to receive this information any longer, you may remove your name from our list by contacting OCS at email@example.com asking to be removed from our mailing list or follow the instructions in any marketing communication you receive.
Security of your information
OCS maintains physical, electronic and administrative safeguards to protect Personal Information from loss, misuse and unauthorised access, disclosure, alteration and destruction. No transmission over the Internet can be 100% secure and although OCS will take all reasonable steps to protect information in storage, OCS cannot be responsible for the security of any information transmitted over the Internet.
OCS group companies Any Personal Information supplied to OCS or any of its subsidiaries may (as permitted by and in accordance with applicable law) be shared within the internal company group to facilitate our business activities and provision of services.
Personal Information is only shared with third parties:
at your direction or with your consent;
to perform business functions and services on our behalf including in connection with the use or operation of the Platform (such functions may include hosting servers, providing legal, accounting or marketing services or other support services); or
as required or permitted by law.
Where OCS does make information or data available to certain third parties to perform business functions and services on behalf of OCS, all such parties will be under an obligation to maintain the security and confidentiality of the Personal Information and to process the data in accordance with OCS’s instructions.
Please note that in using the Platform, users may be communicating with individuals and organisations outside of their home country. In that case, their use of personal information may not be covered by the law applicable in their home country or applicable privacy protection scheme.
For the purposes of accessing some areas of the OCS website and to use the Platform, you may be supplied with a user name and password. You are responsible for the security and confidentiality of your password and log-in information.
Changing your information
You can request access to the Personal Information we hold about you by making a request to OCS at firstname.lastname@example.org. We will provide you with access unless we are legally authorized not to do so.
If at any time you wish to change Personal Information that is inaccurate or out of date, please contact us by emailing to OCS at email@example.com. If you wish to have your Personal Information deleted, please let us know in the same manner.
We will take all reasonable steps to change or delete information in response to such a request. If there is a reason that we cannot make that change or deletion, we will inform you of that reason.
Links to other sites
OCS may provide links to other websites. These sites operate independently of OCS and have established their own privacy and security policies. OCS encourages you to review these policies at any site you visit. OCS is not responsible for the conduct of those businesses. For how long does OCS keep personal information?
The time period for which OCS keeps information varies according to what the information is used for. In some cases there are legal requirements to keep information for a minimum period. Unless there is a specific legal requirement for OCS to keep the information, OCS will keep personal information for so long as it is necessary for the purpose for which it was collected or for such other purposes for which consent has been obtained or OCS is otherwise permitted or authorised by law to use the Personal Information.
Any questions or concerns regarding the use or disclosure of Personal Information should be directed to OCS’s Privacy Officer (firstname.lastname@example.org). OCS will investigate and attempt to resolve complaints and disputes regarding use and disclosure of Personal Information by reference to the principles contained in this Policy.