This Privacy Policy details the manner in which ONBOARD TRACKER™ collects, uses and maintains any personal data about you during and after your working relationship with us in accordance with the data protection legislation (including but not limited to the General Data Protection Regulation 2016/679; the UK Data Protection Act 2018, any amending or implementing regulations or legislation and all other relevant EU and UK data protection legislation).  This Privacy Policy applies to all clients, candidates, workers, suppliers, referees and individuals using the services of ONBOARD TRACKER™ including visitors to our website (Users).  We have a separate Privacy Policy for our employees available internally.

ONBOARD GLOBAL SOLUTIONS LIMITED registered office is at C/O Brodies Llp, 31-33 Union Grove, Aberdeen, United Kingdom, AB10 6SD and are a company registered under company number SC371330.

ONBOARD TRACKER™ are a “Data Controller” and “Data Processor” which means that we are accountable for deciding how we hold and use personal data about you. We are required under data protection legislation to notify you of the data contained in this privacy policy.

Core Principles

We will comply with the data protection law and will ensure that the personal data we hold about you must be:

We collect data from people who apply for employment with ONBOARD TRACKER™ or people who register to use our services via the website or by contacting the business directly in order that we can provide ours services and in accordance with our client’s instructions.

Lawful Bases of Processing Personal Data

We will only use your personal data where there are lawful reasons to do so. Most commonly, we will use your personal data in the following circumstances:

Information That We Collect

We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging with our services.  We use this information to provide you with products and services.  We may also collect website usage data.

Personal Data Collected

In the normal course of your relationship with our recruitment service, we can collect the following types of personal information:

The majority of personal data collected will be from you as per the below but the Company may also gather information about you externally, as in the case of referees.  Examples of these are given below, please note that these lists are not exhaustive:

We may collect non-personal identification information about Users whenever they interact with our Site. Non-personal identification information may include business IP address, browser information, the type of computer and technical information about Users means of connection to our Site, such as the operating system and the Internet service providers utilised and other similar information.

How long do we keep your data

The Company only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations.

If you have subscribed to an email alert or subscription service, we will keep your personal data for as long as you are subscribed to that service or as we are required to by law and we will delete that data if you have requested it to be removed.

Recruitment Service

We keep all applicant information such as CVs / Applications for a period of 18 months from the last contact with you as an individual, thereafter, the information is destroyed.

Keeping your Data Secure

We have taken appropriate technical and organisational measures to protect the information systems on which your personal information is stored and we require our suppliers and service providers to protect your personal information by contractual means.

We have several layers of security measures in place, including: password policies, clear desk policies, encryptions, pseudonymisation, firewalls, anti-virus / malware software.

Within ONBOARD TRACKER™, we limit access to your personal data to those who have a business need to know and they will only process your data on our instructions and under strict conditions of confidentiality. All ONBOARD TRACKER™ staff who handle personal data are aware of their responsibilities under this Privacy Notice and are adequately trained and supervised.

Special Categories Data

“Special categories” of particularly sensitive personal data require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal date.

We may process special categories of personal data in the following circumstances:

We ensure that we meet all legal requirements in relation to the collection, use and storage of personal data including any additional protections or measures that may be required for any special category personal data.

How we share your data

We will share your personal data with third parties: where lawfully required to do so; where it is necessary to administer the working relationship with you or, where we have another legitimate interest in doing so.  For example, for providing your CV to prospective employers.

“Third parties” includes third-party service providers (including contractors and designated agents) and our Clients however, personal data will only be provided to Clients as part of our recruitment service and you will be fully informed through our recruitment process in relation to the sharing of your CV to prospective employers.

All third-parties are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions. We ensure that we have written agreements in place with all such service providers who process any personal data on our behalf which require that they will comply with obligations that meet the terms of this Privacy Notice.

Your Rights

You have the right to access any personal information that the Company processes about you and to request information about: –

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing in accordance with data protection laws depending on the basis of processing.

We respect your right to object to any uses or disclosures of your personal information that are not (i) required by law, (ii) necessary for the fulfilment of a contractual obligation (e.g., employment contract), or (iii) required to meet a legitimate need of ONBOARD TRACKER™ (such as disclosures for internal auditing and reporting purposes or other processing covered by this notice). If you do object, we will work with you to find a reasonable accommodation.

If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, withdraw your consent or request that we transfer an electronic copy of your personal data to another party, please contact us at [email protected]

All requests will be considered without undue delay and within one month of receipt as far as possible.  No fee is usually required, however, we may charge a reasonable fee if your request for access is requires extreme or unique measures.  Please note that we may in limited circumstances refuse a request, where we have compelling legitimate grounds or where prevented by obligations of confidentiality or legal privilege.

Transferring your Data out with the EEA / EU

All personal data we collect from you or about you is stored on our secure servers.  Our servers are hosted in the UK.

ONBOARD TRACKER™ does not transfer personal data out with the EEA/EU.  On rare occasions where this is required, it will only occur where you have requested it or provided consent and for any data that is transferred out with the EEA, we will take steps to ensure that the country is compliant with data protection legislation and there are appropriate means in place to safeguard your data.

Changes to this privacy policy

ONBOARD TRACKER™ has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

Cookie Policy

Web browser cookies

Our Site may use “cookies” to enhance User experience. User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. User may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the Site may not function properly.

How we use collected information

ONBOARD TRACKER™ use this data for legitimate business purposes to:

How we protect your information

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information.

Third party websites

Users may find advertising or other content on our Site that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Site. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website’s own terms and policies.

Changes to this privacy policy

ONBOARD TRACKER™ has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

Contact Us

If you have any questions about this Privacy Policy, the practices of this site, or your dealings with this site, please contact us at [email protected]

This webpage was last updated on 25th August 2023.