Reviewed 04 August 2025
Effective Date: 08 August 2025
Company: OMFINITIVE LIMITED
Company Number: 14201642
Suite 5, 3-5 Balfour Road, Ilford, England, IG1 4HP
Email: info@omfinitive.com
1. INTRODUCTION
This Privacy Policy applies between you, the user of our websites and platforms (including Omfinitive HR, Document Holder, and Project Management), and Omfinitive Limited, the owner and operator of these platforms. We take the privacy and security of your data seriously and are committed to protecting it following the UK Data Protection Act 2018, the General Data Protection Regulation (GDPR), and other applicable data protection legislation.
This policy explains what personal data we collect, how we process it, and your rights regarding that data. By using our websites or services, you agree to the practices described in this policy.
2. THE REGULATION
This Privacy Policy is designed to comply with the UK Data Protection Act 2018 and, where applicable, the European General Data Protection Regulation (Regulation (EU) 2016/679). These regulations govern how organizations handle personal data, setting standards for transparency, security, and fairness in processing.
3. THE DATA CONTROLLER
Omfinitive Limited is the data controller responsible for your data. Our registered office is located at Suite 5, 3-5 Balfour Road, Ilford, England, IG1 4HP. For all queries or concerns regarding your data or this policy, you may contact us at info@omfinitive.com.
4. SUPERVISORY AUTHORITY
The Information Commissioner’s Office (ICO) is the supervisory authority for data protection in the UK. You have the right to make a complaint to the ICO if you believe we have not complied with data protection law. We would, however, appreciate the opportunity to address your concerns before you approach the ICO, so we encourage you to contact us in the first instance. The ICO can be reached via its website at www.ico.org.uk.
5. ACCURACY OF DATA
The personal data we hold about you must be accurate and up to date. Please inform us immediately if your details change during your relationship with us. This will help ensure the integrity of our services and compliance with data protection laws.
6. CHILDREN’S DATA
Our services are not intended for children, and we do not knowingly collect data relating to minors. If we become aware that we have inadvertently collected such data, we will delete it promptly.
7. WHAT IS PERSONAL DATA?
Personal data refers to any information relating to an identified or identifiable individual. This includes information such as your name, address, email address, date of birth, identification documents, and any other information that could be used to identify you.
8. WHAT DATA DO WE COLLECT AND WHY?
We collect and process personal data to deliver our services effectively, maintain compliance with legal obligations, and ensure a high standard of care and security. The information collected varies depending on whether you are a candidate, client, or employee, and may include personal identification details, contact information, employment history, education details, financial information, and right-to-work documentation.
For candidates, we may collect additional data required for pre-employment checks, including references, criminal record information (where legally permitted), and medical information when required for specific job roles. For clients, we collect business contact details necessary to manage our relationship and provide staffing solutions. Employees’ information includes payroll data, compliance documents, and emergency contacts.
9. HOW WE COLLECT YOUR DATA
We collect personal data in a number of ways. Most information is provided directly by you when you register on our platforms, submit forms, or correspond with us by email, phone, or through our website.
We also collect data automatically through cookies and similar technologies when you visit our websites. In addition, we may receive information from third parties such as background check providers, job boards, and public registers, but only where it is lawful to do so.
10. LAWFUL BASIS FOR PROCESSING
We only process personal data when we have a lawful basis to do so under applicable legislation. The lawful bases we rely on include:
· The necessity to perform a contract with you or to take steps at your request before entering into a contract.
· Compliance with legal obligations, such as those relating to employment law, tax, and anti-money laundering regulations.
· Our legitimate business interests, including ensuring security, improving our services, and maintaining business operations, provided that these do not override your rights.
· Your consent, where you have provided it explicitly, for example, for receiving marketing communications.
11. SHARING AND DISCLOSURE OF YOUR DATA
We do not sell your data to third parties. However, we may share your data with trusted third-party service providers who assist us in delivering our services, such as IT support providers, background screening agencies, and payment processors.
These parties act as data processors and are bound by strict confidentiality and security obligations.
We may also disclose personal data where required to comply with legal obligations, court orders, or regulatory authorities, or to protect our rights, property, or the safety of our staff and users.
12. RETENTION OF PERSONAL DATA
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements.
Typically, we retain client and candidate information for up to six years following the end of the business relationship in line with tax regulations. Details of specific retention periods are available in our Data Retention Policy, which you may request from us.
13. YOUR RIGHTS UNDER DATA PROTECTION LAW
You have several rights under data protection legislation, including:
· The right to access your data
· Request correction of inaccurate information
· Request erasure of data where lawful
· Restrict processing
· Object to processing
· Request portability of your data
Where we rely on consent for processing, you have the right to withdraw consent at any time. If you wish to exercise any of these rights, please contact us at info@omfinitive.com.
14. DATA SECURITY
We implement rigorous technical and organizational measures to safeguard your data against unauthorized access, disclosure, alteration, or destruction.
These measures include secure servers, encryption technologies, firewalls, anti-malware systems, and multi-factor authentication for platform access.
Access to personal data is strictly limited to authorized personnel who require it for legitimate business purposes.
15. INTERNATIONAL TRANSFERS
We do not routinely transfer personal data outside the UK or EEA. If it becomes necessary to do so, we will ensure that adequate safeguards, such as Standard Contractual Clauses or equivalent mechanisms, are in place to protect your data.
16. UPDATES TO THIS POLICY
This Privacy Policy may be updated periodically to reflect changes in law, our practices, or the services we offer. We encourage you to review this policy regularly to stay informed about how we are protecting your data.
17. CONTACT INFORMATION AND COMPLAINTS
If you have any questions or concerns regarding this Privacy Policy or the way we handle your data, please contact us at info@omfinitive.com.
You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk if you are dissatisfied with our response.
