Optalis - Choices for living

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 Optalis standard privacy statement - short version

(You can read the full version by clicking the link here)

Whenever we collect personal data we need to tell people why we are collecting it and what we are going to do with it. The statements below will be standard across all our documentation and web pages where we collect personal information. The statements are backed up by a full privacy statement which is a longer document that goes into our processing and sharing arrangements in more detail.

Personal data means data which relate to a living person who can be identified from those data, or from those data and other information which is in (or is likely to come into) our possession. It includes any expression of opinion about the person and any indication about our intentions in respect of the individual (for example, our intention to stop services – even if this is not carried out).

Special Category personal data (also known as sensitive personal data) is more detailed information about a person that could potentially be used to unfairly target or discriminate against someone. See description of ‘sensitive personal data’

Privacy statement for employees

Optalis Limited (Optalis) is committed to protecting and respecting your privacy. We think it is extremely important to keep any personal information we have about you secure and confidential and in accordance with data protection legislation such as the Data Protection Act, the General Data Protection Regulation and other related legislation (as amended from time to time).

We may share your name and contact details across Optalis and with our suppliers and partners in order to deliver our services to you. We only share your detailed personal information (including sensitive personal information) so that we can service your needs and our legitimate business needs. We may share this information with providers and partners for reasons including (but not limited to) providing services to you such as payroll and pensions, for Disclosure and Barring Service checks, debt collection and for the prevention, detection and prosecution of crime.

Our full privacy statement, information on your rights and how to access your information can be found on the intranet, or can be provided on request from the HR Team through the email address trinity.reception@optalis.org.

Privacy statement for our customers / prospective customers

Optalis Limited (Optalis) is committed to protecting and respecting your privacy. We think it is extremely important to keep any personal information we have about you secure and confidential and in accordance with data protection legislation such as the Data Protection Act, the General Data Protection Regulation and other related legislation (as amended from time to time).

We share your name and contact details across Optalis and with our suppliers and partners in order to deliver our services to you. We only share your detailed personal information (including sensitive personal information) so that we can service your needs and our legitimate business needs. We may share this information with suppliers and partners for reasons including (but not limited to) providing services to you, for safeguarding, debt collection, and for the prevention, detection and prosecution of crime. Our full privacy statement and how to access your information can be found on our web pages https://www.optalis.org/, or can be provided on request from trinity.reception@otpalis.org.

Special Category (Sensitive) personal data:

Some personal data are defined as special category data by the Data Protection Act and the GDPR. Special category data will contain one or more pieces of information about an individual's:

  • Racial or ethnic origin
  • Political opinions, religious or philosophical beliefs
  • Trade union membership
  • Genetic or biometric data
  • Health
  • Sex life or sexual orientation
  • Criminal convictions and offences – although not strictly classed as special category data under GDPR they should be treated as such.

Conditions for processing special category data

We are not permitted to process sensitive data about an individual unless we have a legal basis for doing so and we satisfy at least one of the following:

We have the explicit, informed and freely given consent of the individual has been obtained. This means:

the consent must be in writing (including online electronic indications), and
the individual has been informed of what information is to be processed, and
no detriment will be suffered by the individual if they refuse to give consent

Processing is necessary for the obligations and rights of Optalis or of the data subject in the field of employment and social security and social protection law

Processing is necessary to protect the vital interests of the data subject or someone else where the data subject is physically or legally incapable of giving consent

The information has been made public by the data subject

Processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity

Processing is necessary for reasons of substantial public interest

Processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and service

Processing is necessary for reasons of public interest in the area of public health

A decision needs to be made in respect of what special category information is required for service delivery due to safety, health, employment law, etc. If there are no legal requirements then we must have a justifiable reason under one of the above circumstances.

Be very clear how you are going to use the information if you want to rely on consent – consent must be freely given and the individual has the right to withdraw consent. You must be sure that we can stop processing any of the information that the person has consented to us using.

For example, we would like to collect the ethnicity of our customers so that we know what languages we may need to translate documents into. We get their consent to use the information for this purpose. Can we be sure that no-one in the future will use this for anything else? If someone asks us to stop processing this information can we easily remove it from all their associated records?

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