Privacy Policy

Introduction and General Terms 

This privacy policy sets out how OneCollab Limited uses and protects any information that you give when you use our website, services, or mailing list subscription. OneCollab Limited is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our website, then you can be assured that it will only be used in accordance with this privacy statement. OneCollab Limited may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.  

At OneCollab, your privacy is of paramount importance. We’ve outlined our approach to protecting your information below: 

• Information Collection: We may ask you to provide certain information by which you can be identified when using our website, services, or subscribing to our mailing list. Rest assured, this information will only be used in accordance with this privacy statement. 
• Data Storage and Confidentiality: We keep the information you provide in our secure CRM for a period of 90 days, unless different storage conditions are agreed upon with you, either through contract or consent. Your data is stored securely and kept confidential. We do not sell or provide the database content to any third parties for their use. 

On our contact page, you have the option to opt-into our marketing database. If you wish to remove your information from our marketing database, you can easily do so by following the unsubscribe link in our marketing emails at any time. Any other information related to a purchase or engagement of our services will be retained according to the specific scenario. We have a policy to avoid contacting customers who have opted out or unsubscribed from our mailing lists, as well as not contacting individuals without clear, affirmative consent. 

We may update this policy from time to time, so please check this page periodically to ensure you are comfortable with any changes. Any queries on the privacy policy please email [email protected]. 

Information About Us 

OneCollab Limited is a limited company registered in Jersey under company number 129313. 

Our registered address and trading address is 6 Britannia Place, St Helier, Jersey JE2 4YS. 

Data Protection Officer: Claire Griffiths 

Email address: [email protected] 

Telephone number: +44 20 8126 8620 

What We Do with the Information We Gather 

We require this information to understand your needs to provide you and other customers with a better service, and in particular for the following reasons:  

• Internal record keeping. 
• We may use feedback information to improve our products and services. 
• Periodically, we may send promotional emails about new products, special offers, or other information that we believe may be of interest to you. These emails will be sent to the email address you have provided in a marketing form or as part of a support agreement. 
• We may also use your information to contact you for market research purposes. This contact may be made via email or phone. We may use the information to customise the website according to market research results. 
• Information obtained and held about employees of clients is used solely for the provision of support services or service updates. Your employee information will be treated with the utmost confidentiality and used exclusively for the intended purpose. 

Legal Basis for Collecting, Controlling and Processing Information  

To perform as a cyber security and IT services company, the information we collect is primarily controlled and processed by OneCollab Limited as an element of Contractual Performance or Legitimate Business Interest.  

For Enquiries:  

• The basis for controlling and processing information submitted as an enquiry is consensual.  
• Information is collected with clear consent from the individual either through our website, telephone or email.  
• If an enquiry progresses to quotation, support, or any other engagement, and the nature of the relationship changes, the legal basis for holding this information will be adjusted accordingly. 
• The information gathered will be: Name, Contact information including email address and phone number, business association. 

For Marketing:  

• The basis for controlling and processing marketing information is consensual.  
• Information is submitted to OneCollab Limited for collection via email, website or telephone for specific marketing purposes.  
• The information gathered will be: name, contact information including email address and phone number, business association.

For Ad-Hoc Support/Engagement or Project work:  

• The basis for controlling and processing data is a legitimate business interest. 
• Information is collected by OneCollab through direct contact with a company representative or the individuals concerned.  
• The information gathered will be:  name, contact information including email address and phone number, IP and MAC address of supported devices.
• If required information is withheld, OneCollab may not be able to fulfil the agreed duties and cannot be held liable for failure to perform as expected.  
• Additional Information which may be visible to OneCollab includes any information stored or processed on a supported device. This information will not be recorded, controlled or processed by OneCollab unless explicitly instructed by the individual and/or business.  

For Contracted Support/Engagement:  

• The basis for controlling and processing data is on a contractual basis.  
• Information is collected by OneCollab through direct contact with a company representative or the individuals concerned.  
• The information gathered will be: name, contact information including email address and phone number, IP and MAC address of supported device.
•  If required information is withheld, OneCollab may not be able to fulfil the contractual agreement and the client will be in breach of the agreement.  
• Additional Information which may be visible to OneCollab includes any information stored or processed on a supported device. This information will not be recorded, controlled or processed by OneCollab unless explicitly instructed by the individual and/or business.

Controlling your Personal Information  

You may choose to restrict the collection or use of your personal information in the following ways:  

If you have opted to receive marketing communication from us:  

• You can unsubscribe via the link in the emails. 
• You can email [email protected] with the subject “unsubscribe” or “Subject Access Request” where you can unsubscribe from our mailing list, receive a record of the information held about you or update your information if it is inaccurate.  

If your employer has provided us with your information to assist in providing service:  

• You can email [email protected] with the subject line “Subject Access Request” to request a record of the information held about you and to amend it. 

• Please note that the information held about employees of clients is restricted to business communication and the fulfilment of support services. As this information is held for legitimate business interests and/or to perform a contract, individuals cannot opt-out of communication. 

If we have contacted you without your permission:  

• Please email [email protected] to let us know how we contacted you and when. We will then identify any potential issues with our permissions and resolve these with you.  

We will not share any of your personal data with any third parties for any purpose, subject to one important exception. In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority. 

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at [email protected]. We will work with you to correct any information found to be incorrect. Your privacy and data accuracy are important to us. 

Security   

OneCollab is committed to protecting the security of your personal information. To protect your personal information, Onecollab takes reasonable precautions and follows industry best practices to make sure it is not inappropriately lost, misused, accessed, disclosed, altered, or destroyed. OneCollab has implemented generally accepted standards of technology and operational security to protect personal data and information. OneCollab ensures that all appropriate confidentiality obligations and technical and organisational security measures are in place to prevent any unauthorised or unlawful disclosure or processing of such information and data and the accidental loss or destruction of or damage to such information and data.  

Retention  

OneCollab Limited endeavours to retain personal data for the minimum amount of time practicable. Personal data provided to us in various ways is retained for different periods of time: 

• Website/Telephone/Email Enquiry: Retained for 90 Days. However, if the enquiry is for marketing information or transitions to a provider/client relationship, the retention period will be adjusted accordingly. 
• Marketing Opt-In: Retained until unsubscribed. 
• Client Engagement: Retained for the length of the contract/engagement and then for an additional 3 years.

Financial Information  

We will never ask for financial information through our website.  If you have a query about payments and invoices, or if you notice a suspicious email regarding finances, please email [email protected]. 

Subject Access Request  

In compliance with the General Data Protection Regulations, any individual whose data is held or processed by OneCollab Limited may submit a “Subject Access Request.” A Subject Access Request includes: 

• Confirmation that your data is being processed. 
• Access to your personal data. 
• Other supplementary information – this largely corresponds to the information that should be provided in a privacy notice. 

Any Subject Access Request should be emailed to info@onecollab.co.uk with the subject line “Subject Access Request.” We will then confirm your identity before providing you with the requested information in a digital format. 

There is not normally any charge for a subject access request. If your request is deemed ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests), a fee may be charged to cover our administrative response costs. 

We will respond to your subject access request within 28 days and, in any case, not more than one month from receiving it. Normally, we aim to provide a complete response, including a copy of your personal data, within that time. In some cases, however, particularly if your request is more complex, more time may be required, up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress throughout the process. 

Right to Rectification 

In compliance with the General Data Protection Regulations, any individual who believes that any data OneCollab Limited holds or processes is incorrect can submit a “Data Rectification Request.” A Data Rectification Request should be initiated when you believe that personal data is inaccurate. 

Any Data Rectification Request should be emailed to info@onecollab.co.uk with the subject line “Data Rectification Request.” We will then confirm your identity before identifying the inaccuracy and, if appropriate, rectifying it. 

OneCollab Limited reserves the right to charge an administrative fee for excessive or manifestly unfounded requests, which will be based on our hourly administrative fees. Our aim is to ensure the accuracy and integrity of the data we hold, and we will promptly address any valid rectification requests to maintain data accuracy. 

How we Use Cookies  

Cookies assist us in providing you with a better website experience by enabling us to monitor which pages individuals find useful and which ones they do not. Importantly, a cookie does not grant us access to an individual’s computer or any information about them, apart from the data they choose to share with us. 

You have the choice to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your browser settings to decline cookies if you prefer. Rest assured that declining cookies should not prevent you from enjoying the full range of features on our website. 

What types of cookies do we use? 

The cookies used on our website fall into the following categories: 

Analytics Cookies 

We utilise performance and analytics cookies, primarily Google Analytics cookies, to gather information about how users interact with our website. These cookies store data such as the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, and the source of the visit, among other insights. This data is invaluable for us as it helps us understand and analyse how well the website is performing and where improvements may be needed. 

If you would like more information about the privacy policy of the Google Analytics service, please click here. 

Advertisement Cookies 

Advertisement cookies play a crucial role in delivering relevant ads and marketing campaigns to our visitors. They track visitors across various websites and collect information to provide customized ads. While you browse our website, some of these cookies may be placed on your computer and used by third parties, including social media providers such as LinkedIn, with your permission for advertising purposes. 

Please refer to the respective cookie policies of these third-party websites for further information on their use of cookies. 

Links to other websites  

Our website may contain links to other websites that you might find interesting. However, it’s important to note that once you use these links to leave our site, we do not have control over the other website or its content. Therefore, we cannot be responsible for the protection and privacy of any information you provide while visiting such sites. This privacy statement does not govern these external sites. 

We advise caution and recommend that you review the privacy statement applicable to the website in question before interacting with it. 

If one of these links directs you to an unexpected destination, please send an email to info@onecollab.co.uk and inform us of the specific link and the destination you arrived at.