Privacy Policy

Last updated: 1 December 2025

This Privacy & Cookie Policy explains how we collect, use, and protect your personal data when you use our website (“Site”). The Site is hosted in the United Kingdom and operated in line with the UK General Data Protection Regulation (UK-GDPR) and the Data Protection Act 2018.

By continuing to browse the Site, you agree to the practices described here.

1. Who We Are

Orca Oceanic Systems
Registered Office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Email: info@oos.scot

We are the data controller for the personal data collected on this Site.

2. What Data We Collect

We collect data in three ways.

a) Information you provide directly

This includes:

Details you submit via contact forms (name, email, phone, message)
Any information you send us via email or other communication channels

b) Automatic data collection

Our servers and analytics tools collect:

IP address
Browser, device type, and operating system
Pages visited and time spent
Referring URL
General location (approximate, not exact)

This happens through server logs and Google Analytics.

c) Cookies and tracking technologies

Cookies are small text files stored on your device. We use them for:

Essential site functions (Craft CMS session, security tokens)
Performance measurement (Google Analytics)
Remembering cookie consent choices

You can manage or block cookies through your browser, but essential cookies are required for the Site to function.

3. How We Use Your Data

We use personal data to:

Respond to enquiries and provide information you request
Improve the performance and security of the Site
Monitor usage trends and traffic patterns
Operate Craft CMS functionality (sessions, CSRF protection, login processes)
Run Google Analytics to understand how the Site is used

We do not sell or share your data for third-party marketing.

4. Legal Basis for Processing

We process your personal data under the following UK-GDPR legal bases:

Legitimate interests: website analytics, security, and CMS operation
Consent: non-essential cookies (via cookie banner)
Contract or pre-contractual measures: when responding to your enquiries

5. How Long We Store Data

Form submissions: typically 12–24 months
Server logs: normally 30–90 days
Google Analytics data: retained according to our Google settings (commonly 14 months)

We only keep your data as long as necessary for the stated purposes.

6. Data Location & Transfers

The Site is hosted in the United Kingdom.

Some third-party processors (like Google) may transfer data outside the UK. These transfers use legally recognised safeguards such as Standard Contractual Clauses.

7. How We Protect Your Data

We take reasonable technical and organisational measures to protect your personal information, including:

HTTPS encryption
UK-based secure hosting
Access controls
Regular Craft CMS updates and security patches
Firewalls and server-level protections

No method is perfect, but we follow industry standards.

8. Your Rights

You have the right to:

Access your personal data
Correct inaccurate information
Request deletion
Object to processing based on legitimate interests
Withdraw consent for analytics cookies
Lodge complaints with the Information Commissioner’s Office (ICO)

ICO website: https://www.ico.org.uk

To exercise your rights, email info@oos.scot.

9. Cookies Used on This Site

We use essential and non-essential cookies.

Essential Cookies (always active)

These are required for the Site to work:

Craft CMS session cookies
CSRF protection cookies
Cookie-consent preference cookie

Analytics Cookies (require consent)

Used by Google Analytics to:

Measure how visitors use the Site
Track general behaviour (pages viewed, time on site)
Help improve content and performance

IP anonymisation may be enabled depending on configuration.

10. Cookie Consent Banner

When you first visit the Site, a cookie banner will appear allowing you to accept or decline non-essential cookies.

Your preferences are stored in a cookie so the banner does not reappear unnecessarily.

You can change your cookie settings at any time through your browser or by clearing cookies.

11. Third-Party Services

We use:

Google Analytics – website performance and usage analytics
Craft CMS – content management, session management, security features

These providers act as data processors and only handle personal data on our behalf.

12. External Links

If our Site links to other websites, we are not responsible for their privacy practices.

13. Changes to This Policy

We may update this policy over time. The latest version will always appear on this page.

14. Contact

For any questions about this policy, contact:

info@oos.scot
Orca Oceanic Systems
71-75 Shelton Street
Covent Garden
London
WC2H 9JQ