CASHLESS PORTAL GUIDELINES

Terms and Conditions

The attendance and vending card (the "AV Card") you have been issued with is subject to these terms and conditions of use (the " T&Cs"). The T&Cs may be amended by Keymed (Medical and Industrial Equipment) Limited ("Olympus") from time to time. The up to date version of the T&Cs is available on Connect.

Personal Data

The AV Card itself is the property of Olympus. However, by using the AV Card to log in and log out of work, to make purchases at the restaurant or on vending machines, and to top up your card via the Flex VMC online payment portal, you understand and acknowledge that your personal data will be processed in accordance with Olympus employee privacy policy/notice including:

  • By [attendance system supplier] for the purpose of site attendance records;
  • By [WorldPay] for the purpose of auto payment and top up of your cashless account balance via the Flex VMC online payment portal; and
  • By Olympus for the purpose of (1) processing attendance records and (2) monitoring credit balances.

Olympus will not at any time have access to your bank account details.

The Olympus attendance and vending card remains the property of Olympus. In the event of your termination from Olympus employment you must return the card to your line manager.

You must not allow anyone else to use your attendance and vending card or the facilities to which the Olympus attendance and vending card gives access. You must not, for example, allow anyone without a valid card to follow you into an access-controlled area. You must not share or lend your Olympus attendance and vending card to anyone.

Olympus will not undertake to provide cash refunds for Flex account balances. On approaching the end of your employment with Olympus you are encouraged to use any outstanding balance on your Flex account. Refunds will only be made in extraordinary circumstances at Olympus’ sole discretion.

In the event that your Olympus attendance and vending card is damaged or does not work, or if you have a dispute regarding the balance on your Flex account, please contact the Catering Department.

Any lost or stolen Olympus attendance and vending cards must be immediately reported to the Site Support or Catering Department. Olympus will not be responsible for any funds spent without your permission between the time of losing the card and the time of reporting the loss.

If you are entitled to a refund for any purchase, the refund will only be issued as a credit to your Flex account. Refunds may take up to 5 business days to be processed and credited to your account.

In the unlikely event of a systems failure, Olympus will use reasonable endeavours to make temporary alternative arrangements to minimise any disruption. If, because of a systems failure, you are unable to use the cashless system to add money to your Olympus vending account or the auto top up feature (if applicable) is not available, Olympus may permit you to use your card to spend up to £5 until the system has been restored. If you have a negative balance on your account once the system has been restored, you must add money to clear the amount owing as soon as possible. You will not be able to make any further purchases using your card until your negative balance has been cleared.

If, on termination of your employment you have a negative balance on your Flex account, Olympus reserves the right to require you to immediately repay the balance or to deduct the amount which is owing from you to Olympus from any payments which are owed by Olympus to you.

When the web portal is used to load funds into your Flex account, your card details are stored on our payment service provider's systems which are fully PCI compliant. You consent to Olympus and its third party service providers processing your personal data for the purposes of providing and maintaining the cashless system.

No interest will be paid to you on the balance held in your account, regardless of how long it is held.

Other than as expressly set out in these terms and conditions, Olympus accepts no liability or responsibility to you for your use of the Olympus attendance and vending card and the cashless system.


CASHLESS PORTAL PRIVACY NOTICE

KeyMed (Medical and Industrial Equipment) Limited (" Olympus", "we", "us") is committed to the protection of your personal and financial information through the use of the web portal and auto top up feature. As such, the information we collect from you will be processed and disclosed in accordance with applicable privacy laws.

In order to deliver this service we will collect certain information, including but not limited to your name and bank card details. We will collect your personal details provided by you when you register or update your account including your name and email address. When you begin to use the service, we will collect information about the transactions you undertake.

During the registration process your payment cards will be authenticated online by our payment service provider, WorldPay Inc. (" WorldPay"), using its secure facilities. The payment details you provide to us at this time are encrypted and stored on WorldPay’s secure server, whom we ensure meet the requirements of the Payment Card Industry Data Security Standard. To learn more about how WorldPay collects, processes and discloses your personal information and how you can exercise your data protection rights, please read WorldPay Privacy Notice [ https://www.worldpay.com/uk/worldpay-privacy-notice ]

The reasons that we collect and store your information are to:

  • Create an account for you to use the web portal (including but not limited to the auto top up service)
  • Provide you with this service
  • Update your account with changes that you have made
  • Check that you are a registered customer by requesting a password or PIN or other security information before allowing you to use this service
  • Record transactions made by you so you can review them, as well as to provide you with a transaction statement
  • Collect payment from you
  • Customise the content and/or layout of our page for each individual user
  • Communicate with you to confirm transactions you have made or changes to your account details

Please note that there may be instances where it may be necessary for us or our service provider, WorldPay, to communicate with you for administrative or operational reasons relating to this service. Where this is the case, we or WorldPay may need to validate your identity before proceeding.

We encourage you to learn more about how we process and disclose your personal information, by reading our Privacy Policy (KMP0341) where we describe in more detail how we collect, process, disclose, transfer outside the European Economic Area, protect and retain your personal information and how you can exercise your data protection rights.

We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.

You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.

This Privacy Notice applies to the web portal and the auto top up feature.

If you have any specific enquiries or queries in relation to this service, please contact the Catering Admin team).

The data controller of your personal information is KeyMed (Medical and Industrial Equipment) Limited and our provider WorldPay, Inc. [ https://www.worldpay.com/uk].