Privacy Policy

Last updated: 16 January, 2025

We want to give you some important details about how Otonomee collects and uses your personal information in a range of the following circumstances;

  1. when we receive your solutions/sales enquiries; we act as data controller of your information;
  2. when we provide our customer management outsourcing solutions to your company; we act as data processor of your information and your customers;
  3. when we receive your information as part of our recruitment process for new roles; we act as data controller;

If you want to know more about how we use your personal information, please contact us at: DPO@otonomee.com

Overview of how we use your personal information

This statement talks about the information we collect and process as the data controller or as data processor depending on the specific situation;

What we use your personal information for

Enquiries

You may make an enquiry about our solutions (for example, through our contact page). If you do, we use information you provide as part of that enquiry, or in related communications, to provide you with information about our solutions and respond to and manage your enquiries and requests.

Promoting Otonomee

We may obtain your personal business contact details (such as email, telephone number, address, position) from you through enquiries; When we respond to a request you make on our website to receive information about our services, we may use your personal information for legitimate business interests to contact you in respect of, and to provide information on our services. We do not share or resell personal information gathered on this site;

We always comply with direct marketing rules. If you no longer wish us to promote our solutions to you, let us know. You can also opt-out of receiving our direct marketing emails at any time.

Engaging Otonomee as your solutions provider

When you engage us as your solutions provider, we will use your personal information to take relevant steps at your request prior to entering into a contract with us. This will include:

  • establishing the terms of our appointment;
  • defining the services we will provide; and
  • assessing the credit terms we will provide to you, including by completing credit checks with third parties and from trade references you may have provided.

Provision of products and services

The nature of our solutions means we act as data processor and we will act on your instructions as data controller. As part of our service we will be required, with your authority to collect and use personal information, including as part of our communications (emails and voice calls between you and our agents, which are recorded for training and compliance with GDPR).

Any personal information you give us when providing our services to you will be used for:

  • providing our solutions in accordance with our contract with you; and
  • meeting our legal obligations.

If you represent a client, your personal information, including your contact details (such as email address and telephone number),are used to:

  • manage our relationship with the client you represent; and
  • conduct and manage our business.

Other uses of your personal information

Enforcing legal rights

We may use your personal information for the enforcement or protection of our legal rights.

Administration, quality, and training

As Data Processor information that we process will be used for Training and Quality purposes and to properly administer our contracted services and standards to you.

Objection to processing

You have the right to object to this processing. You may exercise this right by writing to us at our address or by emailing us. If you do object, this may affect our ability to provide our solutions to you or the client you represent.

Who else gets your personal information?

To help us provide our services, we may share your personal information with third parties who provide services to us. These include:

  • information technology and information services providers;
  • service providers such as telephony providers or other communication channels; and
  • professional and other third-party advisers, payroll, tax, legal advisors;

These third parties can only use the personal information we share to provide their services to Otonomee or to support our delivery of services to you.

Your personal information may also be shared with third parties in accordance with your written and verified instructions, or in accordance with legal obligations imposed upon us.

How long do we keep your personal information?

Otonomee will process information as Data Controller/Data Processor in accordance with the storage limitation principles, meaning that data shall be kept in a form that permits identification of data subjects for no longer than is necessary for the purpose for which the data was processed. If the purpose for which the information was obtained has ceased and personal information is no longer required, the data will be deleted or disposed of in a secure manner.

Where there is a legal obligation to retain your personal information for a longer period, we will retain it for the period required by that obligation.

What are your rights?

Accessing, deleting, rectifying and moving your personal information;

You have the right to:

  • access your personal information;
  • require us to delete it;
  • rectify any personal information we hold that is incorrect; and/or
  • have your personal information transmitted to another data controller.

If you want to exercise these rights, you can let us know in writing. You will need to provide sufficient information to verify and complete your request. Once you have done so, we will complete your request within thirty days, subject to any legal or other requirements.

Lodging a complaint

You can at any time complain about our processing of your personal information with your local data protection authority. Otonomee’s supervisory authority is:

Data Protection Commissioner, Canal House, Station Road, Portarlington, R32 AP23, Co. Laois, Ireland www.dataprotection.ie

How do you contact us?

The data controller/data processor is Otonomee Customer Management Limited. You can write to us at: 85 South Mall, Cork, T12 TP8D, Republic of Ireland.

You can email us at: DPO@otonomee.com