Privacy & Data Protection Policy

Ocean Ecology Ltd (OEL) are committed to transparency regarding the collection and use of personal data of contractors, as well as compliance with data protection obligations. This policy sets out our commitment to data protection, as well as individual rights and obligations in relation to personal data supplied by contractors to Ocean Ecology Ltd.

This policy applies to the personal data (herein referred to as HR-related personal data) of job applicants, contractors, and former contractors (herein referred to as contractors). This policy does not apply to the personal data of clients or other personal data processed for business purposes.

OEL are committed to adhering to the General Data Protection Regulations (GDPR) (EU) 2016/679. To this effect, OEL will obtain, handle, process, store and destroy HR-related personal data, as required under GDPR.

HR-related personal data collected by OEL may include (but is not limited to):

• Copies of passports, driving licences and other ID documents
• Medical certificates
• Competency/training certificates
• Personal contact information (including but not limited to email, phone number and address)
• Next of kin information (including but not limited to name, email, phone number and address)
• CVs

Definitions

"Personal data" is any information that relates to an individual who can be identified from that information.

"Processing" is any use that is made of data, including collecting, storing, amending, disclosing or destroying of data.

"Special categories of personal data" (often referred to as sensitive data) means information about an individual's racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and biometric data.

"Criminal records data" means information about an individual's criminal convictions and offences, and information relating to criminal allegations and proceedings.

Data protection principles

OEL will process the HR-related personal data of contractors in accordance with the following data protection principles set out within GDPR:

• To process personal data lawfully, fairly and in a transparent manner
• To collect personal data only for specified, explicit and legitimate purposes
• To process personal data only where it is adequate, relevant and limited to what is necessary for the purposes of processing
• To keep accurate personal data and take all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay
• To keep personal data only for the period necessary for processing
• To adopt appropriate measures to make sure that personal data is secure, and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage

OEL will outline the reasons for processing your personal data, how such data is used and the legal basis for processing in our privacy notices. Personal data will not be processed by OEL for any other reason.

The Contractor agrees that OEL may disclose personal data held in relation to the Contractor to third parties if OEL considers that to do so is required for the proper conduct of OEL’s business or that of any associated company. This clause applies to information held, used or disclosed in any medium.

The Contractor understands that in carrying out an assignment for OEL, personal data relating to the Contractor will be processed by OEL during the administration of the agreement. By signing the agreement, the Contractor acknowledges and agrees that OEL is permitted to hold and process personal data relating to the Contractor for legal, personnel, administrative and management purposes and to the processing of any personal data relating to the Contractor, and that OEL may use such information in the course of business provided that by doing so, OEL complies with the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019 and any other applicable legislation addressing data protection in force in the United Kingdom.

By agreeing to this policy, the Contractor is consenting to the processing of personal data, including the storage, review and use of personal data for business purposes.

Contractors hold the right to erasure of their personal data from the OceanConnect however personal data which is pertinent to OEL project documentation is not subject to the right of erasure, and will be held for legal purposes.

Breaches

Should a suspected or confirmed data breach occur OEL will notify the relevant supervisory authority within 72 hours of becoming aware of the breach. If the breach is likely to result in a high risk of affecting the Contractor’s rights, OEL will inform the Contractor immediately when becoming aware of the breach.

Subject Access Requests

Contractors have the right to access their personal data in order to verify the information held by OEL, as well as the storage and use of the data.

Any subject access requests must be made via email to the OEL Data Controller, dataprotection@ocean-ecology.com. Proof of identity may be requested upon receipt of a subject access request.