Occupational Health, Safety and Environment Training Consultants LLC. (Hereinafter referred to as `ohset`) needs to collect and use certain types information about people with which it deals in order to operate. 

This personal information must be collected and dealt with appropriately whether it is collected on paper, stored in a computer database, or recorded on other material and there are safeguards to ensure this.

This policy describes how this personal data must be collected, handled and stored to comply with any applicable laws in this regard.

This policy ensures that ohset as data controller: 

-  Complies with applicable privacy and data protection laws and follows good practice 

- Protects the rights of staff, customers (learners), and partners

- Is open about how it stores and processes individual`s data

-  Protects itself from the risks of a data breach

The data to be obtained by ohset shall 

• be processed fairly and lawfully
• be obtained only for specified and lawful purposes and shall not be processed in any manner which is incompatible with those purposes;
• be adequate, relevant and not excessive with respect to the purposes for which it is processed;
• be accurate and, where appropriate, kept up-to-date;
• be kept for no longer than is necessary in light of the purpose(s) for which it is processed;
• be processed in accordance with the rights of data subjects
• be protected against unauthorized or unlawful processing, accidental loss, destruction or damage through appropriate technical and organizational measures

Scope of Policy

Ohset is engaged in Occupational Health and Safety training industry and delivers accredited trainings to candidates residing in different countries. The data to be collected by ohset is only for the purposes of proper delivery of the trainings. Some or all of the information to be collected by ohset may be required by accreditation bodies.

This policy applies to the head office, all business partners, all staff of ohset and all contractors, suppliers, and other people working on behalf of ohset

It applies to all data that the company holds relating to identifiable individuals.

Rights of Data Subjects

Data Subjects are those individuals about whom certain types of data are collected and held by ohset. Data subjects have the following rights:

•         The right to be informed that their personal data is being processed;
•         The right to access any of their personal data held by the ohset
•         The right to prevent processing of their personal data in certain circumstances; and
•         The right to rectify, block, erase or destroy incorrect personal data.

Definition of Personal Data

Personal data is defined as data which relates to an individual who can be identified from that data and other information which is in the possession of, or is likely to come into the possession of ohset, and includes any expression of opinion about the individual and any indication of the intentions of the data controller or any other person in respect of the individual.

Ohset only holds personal data which is directly relevant to its dealings with a given data subject. That data will be held and processed in accordance with the applicable data protection principles and with this Policy. The following data may be collected, held and processed by ohset from time to time:

•         Names and surnames of individuals
•         Postal addresses
•         Email addresses
•         Telephone numbers
•         Job titles
•         Company the individual works for
•         Professional qualifications
•         Payment details

Personal Data

Any personal data collected by ohset is collected in order to ensure that it can facilitate efficient transactions with third parties including, but not limited to, its learners, accreditation bodies, partners, associates and affiliates and efficiently manage its employees, contractors, agents and consultants. Personal data shall also be used by ohset in meeting any relevant obligations imposed by applicable laws either in state or federal level.

Personal data may be disclosed within ohset. Personal data may be passed from one department to another in accordance with the data protection principles and this Policy. Under no circumstances will personal data be passed to any department or any individual within ohset that does not reasonably require access to that personal data with respect to the purpose(s) for which it was collected and is being processed.

Ohset shall ensure that: 

• All personal data collected and processed for and on behalf of ohset by any party is collected and processed fairly and lawfully; 
• Data subjects are made fully aware of the reasons for the collection of personal data and are given details of the purpose for which the data will be used;
• Personal data is only collected to the extent that is necessary to fulfil the stated purpose(s);
• All personal data is accurate at the time of collection and kept accurate and up-to-date while it is being held and / or processed;
• No personal data is held for any longer than necessary in light of the stated purpose(s);
• All personal data is held in a safe and secure manner, taking all appropriate technical and organizational measures to protect the data;
• All personal data is transferred using secure means, electronically or otherwise;
• All data subjects can exercise their rights set out above in Section

Procedure for Data Protection

Ohset shall ensure that all of its employees, contractors, agents, consultants, partners or other parties working on behalf of ohset comply with the following when processing and / or transmitting personal data: 

1.     All emails containing personal data must be encrypted

2.     Personal data may be transmitted over secure networks only

3.     Personal data contained in the body of an email,  shall be copied to secure file for storage purposes and the email should be deleted

4.     If a document containing personal data needs to be send by facsimile transmission, the receiver should be informed in advance and should be waiting by the machine to receive the data

5.     If personal data in hardcopy form should only be passed directly to the recipient.

6.     All hardcopies of personal data should be stored securely in a locked box, drawer, cabinet or similar;

7.     All electronic copies of personal data should be stored securely using passwords, where possible on a drive or server which cannot be accessed via the internet; and

8.     All passwords used to protect personal data should be changed regularly.

Measures to Protect Personal Data

Ohset shall ensure that the following measures are taken with respect to the collection, holding and processing of personal data:

All employees, agents, partners or other parties working on behalf of ohset must be:

-        Provided with a copy of this Policy.

-        Appropriately supervised

-        Biannually audited

-        Informed that failure to comply with this policy will lead to disciplinary action and/or termination of contract with suppliers, partners, agents.

-        Informed that failure to comply with this policy is a criminal offence

Methods of collecting, holding and processing personal data shall be regularly valuated and reviewed.

Where any contractor, agent, consultant, partner or other party working on behalf of the Company handling personal data fails in their obligations under this Policy that party shall indemnify and hold harmless the Company against any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.

Personal Data Access Request

Data subjects may make a personal data access request (“PDAR”) at any time to see the information about them held by ohset.

PDAR must be made in writing. Ohset does not impose a charge for PDAR unless the data is required to be delivered to the requester by way of postal mail.

Following the receipt of a PDAR, ohset shall respond within 30 days including the following information:

-        Whether or not ohset holds any personal data on the data subject;

-        A description of any personal data held on the data subject;

-        Details of for what purposes the personal data is used;

-        Details of any third-party organizations that personal data is passed to;

This policy is effective as of 27.02.2017 applies only to matters occurring on or after this date.