Privacy Policy
1. INTRODUCTION
Insea Quality Services AS is committed to protecting the privacy of our employees, consultants, customers, and partners. Following the implementation of the General Data Protection Regulation (GDPR), we have strengthened our efforts to ensure that personal data is processed in a safe, lawful, and transparent manner.
This Privacy Policy describes what types of personal data we process, why we process it, how it is protected, and the rights you have. The purpose is to provide clear and understandable information about how we safeguard your privacy in accordance with applicable laws and regulations.
2. DATA CONTROLLER AND CONTACT INFORMATION
Insea Quality Services AS, represented by the Managing Director, is the data controller for your personal data.
Contact information:
Address: Nordreina 5, 7860 Skage i Namdalen
Email: post@insea.no
Phone: +47 934 11 163
Organization number: 965 229 531
3. EXISTING AND POTENTIAL USERS AND CUSTOMERS
Insea Quality Services AS collects and processes only the personal data necessary to deliver our services within staffing, consulting, and assignment execution, both in Norway and internationally. This includes data about employees, consultants, and customers.
We process personal data when necessary for our legitimate interests or to fulfil agreements with customers and consultants. Typical purposes include:
- Establishing and managing customer and supplier relationships
- Selection, follow-up, and administration of consultants and subject matter experts
- Staffing of assignments and delivery of consulting services
- Compliance with contractual and legal obligations (e.g. HSE requirements, competence documentation, reporting, invoicing, payroll)
- Quality assurance and documentation in accordance with ISO 9001 and applicable regulations
The personal data we collect is limited to what is relevant for delivering safe, competent, and compliant services to our customers. All employees and consultants who process personal data on behalf of Insea Quality Services AS are subject to a duty of confidentiality. The same applies to any data processors who perform services for us.
We only share personal data with third parties when necessary to perform an assignment, fulfil an agreement, or when the customer has authorized or instructed such sharing. Examples include operator companies, vessel owners, or partners who require competence or safety documentation before the start of an assignment.
Personal data is stored for as long as necessary to deliver the service, maintain quality and compliance, and fulfil legal obligations—such as documentation requirements, financial regulations, and audits. Thereafter, the data is deleted or anonymized in accordance with our internal routines.
Use of images, statements, or experiences for marketing, presentations, or external communication is only carried out with explicit consent from the individual concerned.
4. CONTACT PERSONS AT EXISTING AND POTENTIAL BUSINESS CUSTOMERS AND SUPPLIERS
We process personal data about contact persons at existing and potential business customers and suppliers for profiling, sales, administration, documentation, and follow-up.
Providing necessary contact information is a condition for entering into agreements with customers and suppliers, as this information is required to fulfil the purposes described above.
We retain such data for as long as we consider it relevant, for example to document matters related to procurement and collaboration.
We will not use your personal data for any other purposes.
5. EMPLOYEES AND CONSULTANTS
Insea Quality Services AS processes personal data about our employees and consultants in order to administer employment- or consultancy relationships, deliver services to our customers, organize our operations, and comply with legal requirements.
Personal data includes all information that can be linked to you as an employee or consultant, such as:
- Name, national ID number, and contact information
- Next of kin (for HSE and emergency purposes only)
- Competence, certificates, training records, and CV information required for assignment staffing
- Payroll, compensation, contract details, and other employment-related information
- Evaluations, reports, and assignment-related documentation
- Photographs, but only when you have provided consent for marketing or presentation use
Legal Basis for Processing
The processing of personal data is based on several legal grounds:
- Legal obligation: We are required to process and store certain information under laws such as the Accounting Act, the Tax Administration Act, and the A-Reporting Regulations.
- Performance of an employment or consultancy agreement: We process data necessary to administer the employment or consultancy relationship and to allocate and follow up assignments.
- Legitimate interest: As an employer and provider of consultancy services, we have a legitimate interest in organizing our operations, maintaining quality assurance, and documenting competence in accordance with customer requirements and regulatory standards.
- Consent: Applies only in cases where the processing is not necessary for the employment or consultancy relationship, for example use of photographs for marketing.
Storage and Access
Personal data is stored in electronic personnel files and relevant HR systems. Access is restricted to HR personnel, administration, and immediate managers. Information required for internal communication—such as name, position, and contact details—may be accessible to other employees and consultants.
Disclosure to Third Parties
We only share personal data with external parties when necessary to fulfil our obligations:
- Our accounting office and payroll system receive the information required to administer salary, compensation, holiday pay, reimbursements, and statutory reporting.
- Customers (e.g. operators, vessel owners, contractors) may receive relevant competence documentation when this is required to approve personnel for an assignment.
- Other data processors are only used where a data processing agreement is in place.
6. FORMER EMPLOYEES
We process personal data about former employees to document compliance with our obligations as an employer when necessary. Personal data about former employees may also appear in agreements, correspondence, or other documentation that we retain as part of our business operations.
Processing is based on our legitimate interest in documenting our administrative processes as an employer, and on legal obligations to retain or provide information under the Accounting Act, the Tax Administration Act, and the A-Reporting Regulations.
We store personnel-related information for up to 2 years after the employment relationship ends. Basic information confirming that a person has worked for us and the duration of employment may be retained indefinitely.
7. JOB APPLICANTS
To assess your job application, we must process certain personal data about you. Your data will be used to determine whether you have the necessary qualifications and whether you are suitable for the position you have applied for. We also require personal data to communicate with you during the recruitment process.
If your application is rejected, we will delete your personal data. If you may be relevant for future opportunities, we may retain your data with your consent.
8. YOUR RIGHTS
If we have registered personal data about you, you may request access to, and information about, the data we have processed and how it is handled.
It is important that the information we have is correct and up to date. If you discover an error, we encourage you to contact us so the information can be corrected. You may also contact us if you wish data to be deleted or transferred to you.
You can read more about your rights as a data subject here:
https://www.datatilsynet.no/rettigheter-og-plikter/den-registrertes-rettigheter/
9. WHO WE SHARE PERSONAL DATA WITH
Data Processors (suppliers processing data on our behalf)
We use certain external suppliers who process personal data on our behalf. This may include:
- Payroll and accounting systems
- Time registration, invoicing, and travel expense systems
- Cloud storage, IT operations, and other digital platforms
- Insurance and pension providers
- Competence management systems
These suppliers are data processors and process personal data only according to instructions from Insea Quality Services AS. All data processors are bound by data processing agreements in accordance with GDPR and the Norwegian Personal Data Act.
Customers and Partners
In connection with assignment staffing, we may share necessary personal data with customers such as operator companies, vessel owners, or contractors. This typically includes CV information, competence documentation, certificates, and other data required for customer approval of personnel.
Authorities and Legal Requirements
We may disclose personal data to public authorities when legally required to do so, for example in connection with taxation, reporting, audits, or inspections.