Privacy Notice

This is the privacy notice of Oktra Limited & Oktra South Limited. In this document, “we”, “our”, or “us” refer to Oktra Ltd.

We are company number 03130362 registered in the United Kingdom.

Our registered office is at Bickenhall Mansions, Bickenhall Street, London W1U 6BP.

Our email address is info@oktra.co.uk and main phone number is 02075539500

Introduction

This privacy notice aims to inform you about how we collect and process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information. It tells you about your privacy rights and how the law protects you.

We are committed to protecting your privacy and the confidentiality of your personal information. Our policy is not just an exercise in complying with the law, but a continuation of our respect for you and your personal information.

We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.

Our policy complies with the Data Protection Act 2018 (Act) accordingly incorporating the UK General Data Protection Regulation (GDPR).

The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org. Also refer to heading ‘Your Data Protection Rights below’ for further information.

Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.

1. Data Protection Officer

The name and contact details of our Data Protection Officer are:

DataCo International UK Limited

Suite 1, 7th Floor, 50 Broadway

London, United Kingdom

SW1H 0BL

Telephone: +442035146557

Email: privacy@dataguard.co.uk

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact hr@oktra.co.uk.

2. Data we process

We collect, use, store and transfer different kinds of personal data about you. We have collated these into groups as follows:

Your identity includes information such as first name, last name, title.

Your contact information includes information such as office address, work email address, work telephone numbers and any other information you have given to us for the purpose of communication or meeting.

Technical data includes you internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

We may aggregate anonymous data such as statistical or demographic data for any purpose. Anonymous data is data that does not identify you as an individual. Aggregated data may be derived from your personal data but is not considered personal information in law because it does not reveal your identity.

For example, we may aggregate profile data to assess interest in a product or service.
However, if we combine or connect aggregated data with your personal information so that it can identify you in any way, we treat the combined data as personal information, and it will be used in accordance with this privacy notice.

3. If you do not provide personal information we need

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform that contract. In that case, we may have to stop providing a service to you. If so, we will notify you of this at the time.

The bases on which we process information about you

The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.

If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.

4. Information we process because we have a contractual obligation with you

When you purchase a service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.

In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.

We may use it in order to:

• verify your identity for security purposes
• sell products to you
• provide you with our services
• provide you with suggestions and advice on products, services and how to obtain the most from using our website

We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

5. Information we process with your consent

Through certain actions when otherwise there is no contractual relationship between us, such as by asking you to agree to our use of cookies when you browse our website you provide your consent to us to process information that may be personal information.

If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.

We continue to process your information on this basis until you withdraw your consent, or it can be reasonably assumed that your consent no longer exists.

You have the right to withdraw your consent and may withdraw your consent at any time by instructing us info@oktra.co.uk.

6. Information we process for the purposes of legitimate interests

We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.

Where we process your information on this basis, we do after having given careful consideration to:

• identifying the legitimate interest, and considering factors such as why we want to process the data, the importance of the benefits and whether the same objective could be achieved through other means
• whether the processing is necessary and will actually help further the legitimate interest, or whether there is another less intrusive way to achieve the same result
• whether the individual’s interests override the legitimate interest, giving careful consideration to whether you would expect us and consider it reasonable for us to process your data in this way.

For example,, we may process your data on this basis for the purposes of:

• record-keeping for the proper and necessary administration
• responding to unsolicited communication from you to which we believe you would expect a response
• protecting and asserting the legal rights of any party
• insuring against or obtaining professional advice that is required to manage operational risk
• protecting your interests where we believe we have a duty to do so

7. Information we process because we have a legal obligation

Sometimes, we must process your information in order to comply with a statutory obligation.

For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

This may include your personal information.

Specific uses of information you provide to us

8. Disclosure and sharing of your information

Our website allows you to download content and submit your personal details. We sometimes pass on your details to third party suppliers who may contact you to assist with your workplace requirement.

The information we pass on includes:

• Name
• Work email
• Office address
• Work telephone number

We do store it. You can make a request to delete your personal by contacting us at info@oktra.co.uk.

9. Email Communications from Oktra

We use the information you submit on our website to contact you with the latest industry news and insights that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link provided in the footer of any email we send.

10. Retention of your personal information

We do store it. You can make a request to delete your personal by contacting us at info@oktra.co.uk.

11. Job application and employment

If you send us information in connection with a job application, we may keep it for up to five years in case we decide to contact you at a later date.

If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.

12. Communicating with us

When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.

We keep personally identifiable information you have provided us associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.

13. Complaining

When we receive a complaint, we record all the information you have given to us.

We use that information to resolve your complaint.

If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

Use of information we collect through automated systems when you visit our website

14. Cookies

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

By law states we can store cookies on your device if they are strictly necessary for the operation of this site, but we need your consent for other types of cookies such as marketing or digital analytics.

How long do cookies last?

Some cookies may last for a defined period of time, such as one day or until you close your browser and others last indefinitely.

How do I turn cookies off?

Your web browser should allow you to delete any cookies you choose and it also should allow you to prevent or limit their use of. You can usually find these settings in the ‘preferences’ or ‘options’ menu in your browser. To understand more about these setting, you can visit the helpful links below for more details:

Cookie settings in Internet Explorer

Cookie settings in Firefox

Cookie settings in Chrome

Cookie settings in Safari web and iOS

Cookies we use

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use. When you first visit our website, we ask you whether you wish to learn more about our use cookies. If you choose not to use cookies or you prevent their use through your browser settings, you will not be able to use all the functionality of our website.

Marketing and Statistic Cookies we use to track

Facebook – Ad Serving, Ad Targeting, Analytics/Measurement, Content Customization, Optimization, Cross-Device Tracking

Google AdWords & Tag Manager – Ad Serving, Ad Targeting, Analytics/Measurement, Content Customization, Optimization

LinkedIn – Ad Targeting, Analytics/Measurement, Content Customization, Optimization

Twitter – Ad Targeting, Analytics/Measurement, Content Customization, Optimization

Vimeo – Analytics/Measurement, Content Customization, Optimization

YouTube – Ad Targeting, Analytics/Measurement, Content Customization, Optimization

Lead Forensics – Analytics/Measurement, Statistics

Force24 – Analytics/Measurement, Content Customization, Further Communications, Statistics, Optimization

Cookie types

• Necessary – Necessary cookies help make a website usable by enabling basic functions like page navigation. The website cannot function properly without these cookies.
• Preferences – Preference cookies enable a website to remember information that changes the way the website behaves or looks, like the region that you are in.
• Statistics – Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.
• Marketing – Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers. If you opt out of storing this type of cookies you won’t see any less ads, but they might just not be as relevant.

Necessary cookies

15. Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.

If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally.

16. Our use of re-marketing

Re-marketing involves placing a cookie on your computer when you browse our website to be able to serve to you an advert for our products or services when you visit some other website.

We may use a third party to provide us with re-marketing services from time to time. If so, then if you have consented to our use of cookies, you may see advertisements for our products and services on other websites.

17. Encryption of data sent between us

We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.

Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.

18. Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. This right does not apply if we are processing your personal information on the lawful basis of a legal obligation.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances. This right does not apply if we are processing your personal information on the lawful bases of consent, contract or a legal obligation. Note that even if you cannot object to your processing based on the lawful basis of consent, you still have the right to withdraw consent.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. This right does not apply if we are processing your personal information on the lawful bases of a legal obligation or legitimate interests.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at hr@oktra.co.uk or on 02075539500  if you wish to make a request.

19. How you can complain

If you are not happy with our privacy policy or if you have any complaint about our use of your personal information, then you should tell us at hr@oktra.co.uk.

If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.

If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner’s Office (ICO). This can be done at https://ico.org.uk/make-a-complaint/. We would, however, appreciate the opportunity to talk to you about your concern before you approach the ICO

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

20. Compliance with the law

Our privacy policy has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, we should like to hear from you.

However, ultimately it is your choice as to whether you wish to use our website.

21. Review of this privacy policy

We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.

If you have any question regarding our privacy policy, please contact us.