We are committed to protecting and respecting your privacy when it comes to information processing and are committed to maintaining compliance with the current General Data Protection Regulation (GDPR) along with any future legislation that comes into force. We are registered with the Information Commissioners Office (ICO) and our Registration No. is: A8237798
This Policy has been written to explain when and why we collect personal information about people, who are employees, clients or potential clients, so that they understand how we use this information, the conditions under which we may disclose it to others and how we keep it secure and details the rights as an individual to control how your personal information is processed.
By continuing to use our services you give us permission to process your personal data for the purposes identified within this Privacy Notice.
Lawful basis for processing your information
To comply with data protection legislation, there must be a lawful basis to collect, process and store any personal data that you provide us with. As both a data controller and processor, the lawful basis under which we process personal data includes;
- The contractual agreement with each client for the provision of the services that they have requested we provide for them. Information collected will be limited to what is necessary and processed for the purposes of fulfilling its contractual obligations.
- Where the processing is necessary for the purposes of legitimate interests pursued by us or by yourselves. For example, we may which to obtain your feedback on services we provide you with to determine the quality and effectiveness of such services.
- Any active consent you may have given us to receive or access particular services where another lawful basis does not apply. You will be asked to demonstrate your consent with an affirmative action, such as ticking a box or filing in your e-mail address.
Collection of personal information
The personal information we collect is usually limited to name, address, email address, contact telephone number(s). In relation to our clients, this may also include keyholders for the systems. All information collected is stored on our secure servers.
For personal information in relation to staff, please see the section titled Recruitment, Staff Details and Security Screening.
Using personal information
We will only use your information in the following situations:
- In order for us to perform the contract or contracts that we have with you. For example:
- To process enquiries and orders.
- To carry out our obligations arising from any contracts entered into, either verbal or written, such as making contact with you to book a routine maintenance visit or for installation work.
- In the cases of monitored systems, we will contact either you or your nominated Keyholder(s) where your system is reporting a fault or alarm condition.
- In the event that we need to engage with a manufacturer of equipment installed for technical assistance.
- We will make contact with you to manage financial accounts and process payments.
- We will only pass your personal data to relevant third party organisations or individuals either as a contractual requirement, or with your explicit consent, or where we believe it is necessary to use your information to comply with a legal obligation to which we are subject.
- In the event that our business was acquired by a third party, personal data held by us about our clients would be one of the transferred assets.
Public Website Areas
You can visit our website without revealing who you are or giving any information about yourself, except where you voluntarily choose to give us your personal details via e-mail or by enquiring about any of our services.
From time to time our website may contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies, and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Secure Website Areas
If you register to use the password protected areas of the website, you will be asked to provide us with certain data about yourself, such as your e-mail address. This data is used to help control access to these protected areas.
Use of ‘Cookies’
Cookies are small text files which contain a small amount of information that is downloaded to your computer or mobile device when you visit a website. When you visit the website again, or visit another website which recognises that cookie, your device is able to communicate with the website and the website can read the information held in that cookie.
We monitor all e-mails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any e-mail you send is within the bounds of the law.
All incoming and outgoing telephone calls are recorded for monitoring and training purposes.
We receive enquiries about our services through our website, e-mail, telephone and post. Enquiries will require us to record contact details to allow us to follow them up.
When an enquiry is received with regards to the services we offer, we will normally put a courtesy call through to the person ensuring they have received a sufficient response and to obtain initial feedback. Details of the services offered, including contact details and design proposals are retained for a period of up to thirty-six months unless the service is taken up, in which case the information is kept for the life of the contract plus seven years.
We may from time to time send clients marketing information on new services offered by us or details of new products available as well as invitations to events hosted by us. You do have the option to opt out of receiving these.
Recruitment, Staff Details and Security Screening
Applicants for any vacancies are asked to provide their personal information during the application process, including their current Curriculum Vitae along with a covering letter, this is solely used by management for assessing the applicant’s suitability for the role which may lead to an invitation for interview.
Personal details of any unsuccessful candidates are retained for no longer than 6 months after the vacancy has been filled. We do not share this information with any other party during this time. Applicants have the right to contact us to request for their details to be withdrawn at any time during the recruitment process.
We require successful applicants to provide proof of identity, such as a passport, to ensure the applicant is eligible to work in the UK, this is a legal requirement. In order to set an employee up on the payroll system, pension scheme and for the purposes of performing the required security screening background check, other personal information is required such as the applicant’s full name, contact details, home address, bank details, National Insurance number and name and contact detail of their next of kin. We will only share the employee’s details with the third parties providing these services. Any details provided by the applicant in respect of any medical conditions will also remain strictly private and confidential.
We are legally required to hold Security Screening Records for the term of the employment plus seven years.
We have CCTV cameras installed in and around our Head Office for the purposes of crime prevention and public safety. SSS staff, visitors or passers-by may be recorded on these cameras. The footage is stored for a limited time before it is overwritten. We may monitor the footage in the event of a security breach. We will only ever share the footage with the local police force in the event of a criminal investigation.
From time to time, we may receive complaints. A complaint may be lodged to us either via telephone, e-mail or post.
A complaint will be logged securely on the computer’s CRM software. It may be necessary to share the details of the complainant with the parties involved in order to progress the complaint.
We take complaints received about the miss-handling of personal data very seriously and encourage people to bring to our attention any collection or use of information which they feel is unfair, misleading or inappropriate.
Details of complaints are retained for 7 years before destruction in case of any further proceedings.
Your Rights Under Data Protection Legislation
We acknowledge and respect that you have rights as an individual providing personal data:
- You have the right to access information held about you. Your right of access can be exercised in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 1998.
- You have the right to know how your personal data will be processed, details of which are set out in this Privacy Notice.
- You have the right to request changes to the data held about you if the data is incorrect or requires additional information. This helps us to keep our records accurate and up to date
- You have the right to request erasure of your data or the right to be forgotten completely, where there is no legitimate reason for your data to continue to be processed.
- You have the right to request that the processing of your data is restricted so that the data remains stored but is not further processed by us.
- You have the right to ask us not to process your personal data for marketing purposes.
You can exercise your rights at any time by writing to us at email@example.com or by writing to us at Carmichael House, The Green, Inkberrow, Worcester, WR7 4DZ.
Subject Access Requests
If you wish to make a Subject Access Request to access a copy of the personal data we store about you, or understand how it is processed and why please follow the instructions below:
- Contact our office – our contact details are below.
- Include details of your request – which information about you do you wish to have access to?
- Provide sufficient evidence about yourself so that we may verify your identity.
Review of this Privacy Notice
This privacy notice was last updated on the 24th May 2018. It is regularly reviewed and may change from time to time.
How to Contact Us
If you wish to contact us about this Privacy Notice, you can call, e-mail us or write to us at our registered office:
The Green, Inkberrow
Worcester WR7 4DZ
E-mail: firstname.lastname@example.org Telephone: 01386 792 522
This Privacy Notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed when requested.