Ocean Data Systems Ltd Privacy Statement

1. Introduction

Ocean Data Systems Ltd (“we,” “us,” or “our”) is committed to protecting the privacy and security of your personal data. This privacy statement explains how we collect, use, disclose, and safeguard your information. This statement applies to our website visitors, external clients, vendors, guest users, and internal employees utilizing our networks and Microsoft 365 collaborative environments.

2. Information We Collect

We collect and process different categories of personal data depending on your relationship with us:

Identity and Contact Data: Full name, job title, corporate email address, phone number, and physical address. For employees, this also includes tax identification numbers, payroll details, and government-issued IDs.
Technical and Usage Data: IP addresses, login credentials, browser types, operating systems, and activity logs tracking interaction with our corporate platforms, communication tools, and websites.
Cookie and Tracking Data: Information collected through cookies, web beacons, and similar tracking technologies regarding your browsing behavior on our public websites.

3. Cookies and Automated Data Tracking

Our websites use cookies to optimize performance, analyze web traffic, and personalize content.

Essential Cookies: Necessary for basic website functionality, secure logins, and systemic authentication.
Analytical/Performance Cookies: Allow us to recognize and count the number of visitors and see how users move around our site.
Preference Cookies: Enable the website to remember choices you make (such as user name or region).
Managing Cookies: You can manage or disable non-essential cookies at any time through our website’s cookie consent banner or via your browser settings.

4. Legal Basis for Processing (GDPR)

For individuals within the European Economic Area (EEA) and the United Kingdom, we process your personal data under the following legal bases:

Performance of a Contract: Necessary to fulfill employment agreements or commercial contracts with clients and vendors.
Legal Obligation: Necessary to comply with employment, tax, health and safety, or regulatory laws.
Legitimate Interests: Necessary for corporate network security, fraud prevention, and efficient business operations, provided your fundamental rights do not override those interests.
Consent: When you explicitly agree to the processing (e.g., opting into marketing communications or non-essential cookies).

5. CCPA/CPRA California Privacy Notice

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA), as amended by the CPRA:

No Sale or Sharing: We do not sell your personal information, nor do we share it with third parties for cross-context behavioral advertising.
Categories of Collected Data: We collect identifiers, professional or employment-related information, and internet network activity.
Retention Criteria: We retain personal information only for the duration necessary to satisfy the business purposes outlined in Section 5.

6. Data Security, Sharing, and Retention

Data Sharing: We only share data with authorized internal personnel and trusted service providers (such as Microsoft 365 cloud hosting) operating under binding data processing agreements. We may disclose data if legally compelled by judicial authorities.
Data Transfers: For international transfers of EEA/UK data, we utilize Standard Contractual Clauses (SCCs) to ensure equivalent protection.
Data Retention: Employee data is retained for the duration of employment plus statutory limitation periods. Guest and client data is retained as long as the business relationship remains active or as required by law.

7. Your Privacy Rights

Depending on your location, you may exercise the following rights regarding your data:

Access and Portability: Request a copy of the personal data we hold about you.
Correction and Deletion: Request the rectification of inaccurate data or the deletion of your personal data (“right to be forgotten”).
Restriction and Objection: Object to or restrict certain processing activities.
Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.