Privacy Notice

Information received by email

If you email hello@osehq.com, OSE receives your email address, the contents of your message and any attachments you send. These may include your name, job role, organisation, contact details and information about an obligation workflow. Email services also handle delivery and routing information.

This applies to enquiries, pilot discussions and correspondence with prospective customers, customers or suppliers who contact OSE. Providing enquiry information is voluntary, but OSE needs enough information to understand and respond to your request.

This public website does not provide an enquiry form. Please do not email confidential shipment records or other sensitive material unless an appropriate method for sharing it has been agreed.

How information is used

OSE uses correspondence to respond to enquiries, discuss a requested pilot or proposal, manage related customer or supplier communications, and keep relevant business records.

The lawful basis for ordinary business enquiries, correspondence and relationship management is legitimate interests: communicating with people who contact OSE and operating the business. These interests must be balanced against your rights and interests.

If you personally request steps towards a contract or are personally a party to a contract, processing needed for those steps or that contract may instead rely on the contract lawful basis. Correspondence with someone representing an organisation generally relies on legitimate interests. Where a specific law requires OSE to keep or disclose information, the basis is compliance with that legal obligation.

Website hosting and security

The public website is hosted and protected by Cloudflare. To deliver pages and detect misuse, Cloudflare processes request and connection information, which can include IP addresses, requested URLs, request times, browser or device information, and security-check results.

The lawful basis for OSE's use of this information is legitimate interests in operating and protecting the website. Cloudflare also processes network and security information under its own Privacy Policy. The Cookies & tracking page explains the security technology used on the live website.

OSE's public website code does not provide an enquiry form, customer accounts, analytics or advertising trackers. Worker application logs and traces are disabled for this website; Cloudflare's hosting and security processing still takes place.

Handling and sharing

Sadia Rahman handles OSE's business correspondence. Incoming messages to hello@osehq.com are forwarded through Cloudflare Email Routing to a Microsoft Outlook.com mailbox. Cloudflare provides website hosting, security and email routing; Microsoft provides the destination email service. Their services process information under the applicable service terms and privacy arrangements.

Information may also be disclosed where the law requires it. Cloudflare and Microsoft explain their own processing, use of service providers and legally required disclosures in their published privacy information. See Cloudflare's Privacy Policy and the Microsoft Privacy Statement.

International processing

Cloudflare and Microsoft operate internationally, so information handled by these services may be processed outside the UK, including in the United States.

Cloudflare's published customer data processing terms, incorporated into its self-service agreement, provide for standard contractual clauses with the UK Addendum for relevant restricted UK transfers, and recognised adequacy arrangements where applicable. Microsoft's Privacy Statement describes its reliance on the UK Extension to the EU–US Data Privacy Framework for covered US transfers and contractual safeguards where applicable.

The linked provider documents give further details of these arrangements. You can also contact hello@osehq.com for information about the safeguards relevant to OSE's use of these services.

Retention

OSE will keep correspondence for as long as it is needed to answer the enquiry, manage any resulting business relationship and retain relevant business records. Retention will be assessed according to whether a discussion or relationship is active, whether the information remains relevant to an agreement, and whether an applicable legal requirement or dispute requires it to be kept.

When those reasons no longer apply, OSE will delete the information from its working records. Email providers may retain deleted information temporarily in recovery systems or backups, and providers apply their own retention arrangements to security and service information, as described in their published privacy information.

Your privacy rights

Under UK data protection law, you can ask for access to your personal information, correction of inaccurate information, deletion, or restriction of its use. Data portability applies in certain circumstances to information processed automatically on the basis of consent or a contract. These rights have conditions and exceptions.

You have the right to object to processing based on legitimate interests, on grounds relating to your particular situation.

To exercise a right or ask a privacy question, contact hello@osehq.com. OSE may need proportionate information to confirm your identity before responding to a request.

You can complain to the UK's Information Commissioner's Office (ICO) if you are concerned about how your personal information is handled. Its complaint route and contact information are available at ico.org.uk/make-a-complaint. You can contact OSE first, but you do not have to do so before approaching the ICO.

Separate customer product

The standalone OSE customer product has a separate browser-local workspace save feature. Workspace information is entered by the user; it is not uploaded to an OSE account or cloud database. If you choose to send information to OSE by email, it is handled as correspondence under this notice.

Updates to this notice

This notice may be updated when the website, services or information-handling arrangements change. The current version will be available on this page.