Odyssey Systems Limited (“Odyssey”, “we”) is the data controller for personal information collected through this website. We are a limited company registered in England and Wales under number 02517487, with our registered office at Lockheed Court, Preston Farm Industrial Estate, Stockton-on-Tees TS18 3SH. We are registered with the Information Commissioner’s Office under registration number ZA043304.
This policy explains what information we collect when you visit odyssey.uk or contact us through it, why we collect it, how long we keep it and the rights you have under the UK General Data Protection Regulation and the Data Protection Act 2018. It covers this website only. Information we process for clients in the course of providing services is covered by the agreement for those services.
We review this policy when the website changes. The version published here is always the current one.
Information you give us
You can contact us through three forms on this website. Each asks only for what we need to respond.
- Contact form: your name, email address, phone number, company and message, what the enquiry is about and, for a support request, how urgent it is, which service or site it concerns and any existing ticket reference.
- Request a proposal: your name, email address, phone number, company, the services you are interested in, the size of your organisation, when you would like to start, and anything you tell us about your current set-up.
- Job applications: your name, email address, phone number, your CV, your right to work in the UK, your experience and your availability for out-of-hours work, and anything you add in support of your application.
We use this information to answer your enquiry, prepare and discuss a proposal, or consider your application, and to contact you about it. Our lawful basis is that the processing is necessary to take steps at your request before entering into a contract (enquiries and proposals), or for our legitimate interest in recruiting staff (applications). We do not use the information you give us through these forms for marketing unless you ask us to keep in touch.
Support requests and general enquiries are logged as tickets with our service desk, and proposal and meeting requests are stored with our sales team, all in Hub, our business system, so that the person dealing with your enquiry can see it; proposal and meeting requests are also emailed to the team who will respond. The address of the device that sent the form is kept for 30 days to prevent abuse of the forms, then deleted. Job applications are seen only by the people involved in the recruitment decision.
Some roles ask screening questions about requirements the role cannot do without, such as a minimum amount of relevant experience. On those roles our system checks your answers automatically when you apply, and an application that does not meet a requirement is not taken further. This automated decision is necessary to consider your application at your request. We tell you by email no sooner than the next working day, and until then a member of our team can review the decision and reverse it. You have the right to ask for a person to review an automated decision, to give us your point of view and to challenge it: reply to that email, or contact us using the details below. Your CV itself is never read or scored automatically.
Information collected automatically
Our web server records standard log information for each request: the address of the connecting device, the page requested, the date and time, the referring page and the browser used. We use these logs to keep the website secure and running, and to see which pages are read. We do not use them to identify individual visitors. Our lawful basis is our legitimate interest in running a secure service.
With your consent, we also use Google Analytics to see how people find and use the website. See Cookies below.
Cookies
Analytics, only with your consent. When you first visit, we ask whether you accept analytics cookies. Nothing is loaded from Google and no analytics cookie is set unless you choose Accept. If you accept, we load Google Tag Manager, which runs Google Analytics. Google Analytics sets two cookies, _ga and one beginning _ga_, each lasting up to two years, which let it recognise a returning browser. Google Analytics keeps what it records for 14 months, then deletes it. It tells us which pages are visited, how people arrive (for example from a search engine), when someone completes one of our forms, and when someone clicks one of our phone numbers to call us. It does not tell us who you are, it does not store your device’s address, and we do not combine it with what you send us through the forms. We do not use advertising features, and we do not let Google use this information for advertising. Our lawful basis is your consent. Google processes the information on our behalf, in line with Google’s privacy policy.
Changing your mind. Use Cookie settings at the foot of any page. If you reject after accepting, we remove the Google Analytics cookies from your browser. We remember your choice in your browser’s storage for a year, then ask again; that record holds only the choice and the date.
The map on our contact page. The contact page shows a map of our office provided by Google Maps. When the page loads, your browser requests the map from Google, and Google may set its own cookies and collect information about your visit in line with Google’s privacy policy. You can find our office without the map: the address is on the page and in the footer of every page.
Apart from these, the website sets no cookies.
Who we share information with
We do not sell personal information and we do not share it with third parties for their marketing. We share it only:
- with the people in Odyssey who need it to deal with your enquiry, proposal or application;
- with suppliers who process it on our behalf, such as the providers of our email, business systems and web hosting, under contracts that require them to protect it and use it only on our instructions;
- where the law requires it, or to establish, exercise or defend legal claims.
We keep the information on systems in the United Kingdom. Where a supplier stores it elsewhere, we rely on the safeguards the UK GDPR provides for international transfers.
How long we keep information
We keep personal information for no longer than we need it for the purpose it was collected for.
- Enquiries and proposal requests are kept while we deal with them and for a period afterwards in case you come back to us, then deleted.
- Job applications are kept for the recruitment exercise they relate to. If you are unsuccessful, we delete your application and CV six months after the decision unless you ask us to keep them for future vacancies. If you join Odyssey, your application becomes part of your employment record. We do not send CVs to any automated reading or scoring service.
- Server logs are kept for a short period for security and then deleted.
- Google Analytics data, collected only with your consent, is kept for 14 months and then deleted.
How we protect information
Personal information from this website is held on systems that are access controlled, protected by firewalls and kept up to date, and is reached only by staff who need it. Odyssey holds ISO 27001 certification for information security, assessed by NQA.
Your rights
You have the right to ask us for a copy of the personal information we hold about you, to have it corrected if it is wrong, to have it deleted, to restrict or object to how we use it, and to receive it in a portable form where it was provided to us electronically. You may withdraw any consent you have given at any time. To exercise any of these rights, contact us using the details below. We will respond within one month.
If you are unhappy with how we have handled your information, please tell us first so that we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or by writing to Wycliffe House, Water Lane, Wilmslow SK9 5AF.
Links to other websites
This website links to other websites, including our service status page and Hub, which you reach with your own log-in. Those services and any other linked websites have their own privacy policies, and this policy does not apply to them.
How to contact us
Odyssey Systems Limited
Lockheed Court
Preston Farm Industrial Estate
Stockton-on-Tees
TS18 3SH
Tel: 01642 661888
Or use the contact form and mark your message as a privacy request.
Registered in England and Wales: 02517487