Optalis Standard Privacy Statement

Optalis is committed to protecting and respecting your privacy.

Easy Read Privacy Notice

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 info@optalis.org.

Privacy statement for our customers and 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 provided on request from info@optalis.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:

1. 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

2. 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

3. 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

4. The information has been made public by the data subject

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

6. Processing is necessary for reasons of substantial public interest

7. 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

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

9. 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.