Welcome to the Ecoonline ePermits site (“ePermits”) privacy notice. ePermits is managed and owned by EcoOnline ePermits Limited (“we”, “us”, “our”) on behalf of our client (“Client”) in accordance with the contract for services we have in place with the Client to provide permit to work management services.
As a user of ePermits, we respect your privacy and are committed to protecting your personal data.
This privacy notice aims to give you information on how we collect and process your personal data through your use of ePermits (both as an authorised user of ePermits and as a representative of our Client), including any data you may provide via ePermits or to us directly to input onto ePermits. This privacy notice also sets out your legal rights.
ePermits is not intended for use by children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
We are EcoOnline ePermits Limited (Company Number 04914922), with our registered office at Newhouse Farm Business Centre, Langley Road, Edstone, England, B95 6DL.
We have appointed a voluntary data protection officer (DPO) who is responsible for data protection matters within our business. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact our DPO at dpo@ecoonline.com.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance in the case of any issue.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
ePermits does not include any links to third-party websites.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you, including:
We provide access to ePermits on the basis of the fact that you are one of the following: (a) an employee of a Client; (b) an employee of a third party to whom authority for use of ePermits has been delegated by a Client; (c) a contractor working with either of those parties; or (d) an employee of a contractor who has been suitably authorised.
In relation to any personal data that you upload or record to ePermits (e.g. relating to Client employees), our Client is the data controller in respect of such personal data and this means that it remains primarily responsible for such personal data.
We process this personal data on behalf of our Client in order to perform the services for our Client and provide access to ePermits to you and other authorised users. The precise purpose for which the personal data is processed will be determined by the scope and specification of our terms of business with our Client, and by any applicable laws.
It is always our Client’s obligation to ensure that the data subjects of the personal data you (or any authorised user) upload to ePermits understand that their personal data will be processed by us in accordance with our contract with our Client.
There may be instances where we upload personal data to the ePermits on your behalf or on our Client’s behalf. We will act as data processor in relation to this personal data, and we will always act in accordance with this privacy notice.
If you fail to provide personal data when requested, we may not be able to perform the contract we have with our Client.
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity and Contact Data by uploading it to ePermits, filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
Automated technologies or interactions. As you interact with ePermits, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis, we are relying on to process your personal data where more than one ground has been set out in the table below.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|---|---|---|
| To register you as an authorised user of ePermits | (a) Identity Data (b) Contact Data |
Performance of a contract with our Client |
|
To manage our relationship with you as an authorised user of ePermits under our contract
with our Client which will include: (a) Notifying you about changes to our terms or privacy notice (b) Asking you to leave a review or take a user satisfaction survey |
(a) Identity Data (b) Contact Data (c) Communications Data |
(a) Performance of a contract with our Client (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how authorised users use ePermits and/or our products/services) |
| To administer and protect our business and ePermits (including in certain cases accessing individual user views of the system by our support team for troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data and monitoring usage of ePermits and compliance with the contract we have in place with our Client) | (a) Identity Data (b) Contact Data (c) Technical Data |
(a) Necessary for our legitimate interests (for running our business, provision of
administration and IT services, network security, to prevent fraud and in the context of a
business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
| To deliver relevant ePermits management information and content to you and our Client |
(a) Identity Data (b) Contact Data (c) Usage Data (d) Communications Data (e) Technical Data |
(a) Performance of a contract with our Client (b) Necessary for our legitimate interests (to study how authorised users use ePermits, to grow our business and to inform our marketing strategy) |
| To use data analytics to improve ePermits, services, marketing, customer relationships and experiences | (a) Technical Data (b) Usage Data |
Necessary for our legitimate interests (to define types of authorised users of ePermits, to keep ePermits updated and relevant, to develop our business and to inform our marketing strategy) |
| To make suggestions and recommendations to you about goods or services that may be of interest to you, based on trends we identify through your use of ePermits | (a) Identity Data (b) Contact Data (c) Technical Data (d) Usage Data |
Necessary for our legitimate interests (to develop our products/services and grow our business and to keep ePermits updated and relevant for our ePermits users’ purposes) |
We may from time to time undertake marketing, promotions or competitions via ePermits or via other means. You will be able to opt by using a link in the communications that we send you, or in the ‘Notifications’ section of your profile on ePermits. You may also contact our DPO at dpo@ecoonline.com. Where you opt out of receiving these marketing messages, this opt out will not apply to contact relating to your use of ePermits, service messages or service experience communications.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you require an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data to those employees, contractors and other third parties who have a business need to know. They are subject to a duty of confidentiality. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We do not transfer your personal data outside of the UK or the European Economic Area (EEA). If we do ever need to transfer your personal data outside of the EEA, we will first seek permission from you to do so.
Data retention periods are defined by our Client, and data will be deleted once the retention period has passed.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Details of retention periods for your personal data are available on request by contacting us.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Under certain circumstances, you have legal rights in relation to your personal data, including:
Request accessto your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correctionof your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where: (a) there is no good reason for us continuing to process it; (b) you have successfully exercised your right to object to processing (see below); (c) where we may have processed your information unlawfully; or (d) where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.
If you wish to exercise any of the rights set out in this privacy notice, please contact us.