You have provided UF Security with some personal data relating to you.

Under the European Union directive known as the General Data Protection Regulation (“GDPR”) which is due to be incorporated into UK law by the Data Protection Act 2018 we, as the data controller in respect of that personal data, are required to provide you with a set of specific information about how we will use, hold and retain this data as well as making you aware of various rights that you have under the related legislation. We have set this information out below in this note.

As part of our arrangements we will have personal information such as your name, contact details, details about goods and services provided and marketing preferences. We may also in certain circumstances have CCTV images (appropriate notifications will be given).

Should you have any queries about the manner in which we process your personal data please contact our Data Protection Officer as follows:

Email: 

The identity of the Data Controller:

Telephone on:

Why we process your personal data:

We process your personal data for the following purposes:

In order to meet our contractual obligations (if you do not provide information required in these circumstances we may not be able to provide the agreed services);

In order to provide you with information about goods and services where you have previously given your consent and where the information we provide relates to similar products, services etc. 

In order to meet our legal obligations including and where it is necessary for our legitimate interests (or those of a third party), and your interests and fundamental rights do not override those interests. The legal basis on which we are processing your personal data:

Our processing is based primarily on the lawful processing conditions of the necessity to fulfill our agreement with you, the need to meet our legal obligations to which we are subject and in connection with marketing information, on the basis that you have given consent. Less frequently, we may process your data on the grounds of our legitimate interests (or those of a third party).

Who we may pass your personal data to:

We may use third party companies and individuals to facilitate our Service, to provide the Service on our behalf, to perform Service-related services or to assist us in analysing how our Service is used.

These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our contract terms and other agreements; or to protect the rights, property, or safety of Ward Security Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

How long do we keep your personal data for:

We will retain data for no longer than is necessary, taking into account our data retention guidelines.

Your Data Protection Rights:

As a “data subject” under the DPA and GDPR you have a set of specific rights. We are required to make you aware of the existence of these rights. They are in outline:

The right to request from us, as the Data Controller, access to your personal data;

The right to request rectification of your personal data;

The right to request erasure of your personal data;

The right to request a restriction on the processing of your personal data

The right to object to the processing of your personal data; and

The right to data portability

Your right to withdraw consent where processing is based on consent.

Where any part of our processing of your personal data is based on your consent you may withdraw your consent to that processing at any time.

Your right to complain to the Information Commissioner’s Office.

You have the right to lodge a complaint about our compliance with the DPA with the applicable regulator for data protection.

This is the Information Commissioner’s Office. For more information you can visit their website at www.ico.gov.uk

Use of automated decision making or profiling

We do not carry out automated decision making or profiling.

Further Information

For full details of how we deal with personal data, please see our Data Protection Policy

• Data Protection Policy

Overview

1.1 The Company takes the security and privacy of personal data seriously. We need together and use information or ‘data’ as part of our business and to manage our relationship with all stakeholders. We intend to comply with our legal obligations under the Data Protection Act 2018 (the ‘2018 Act’) and the EU General Data Protection Regulation (‘GDPR’) in respect of data privacy and security. We have a duty to notify all stakeholders of the information contained in this policy.

1.2 This policy applies to all employees in The Company.

1.3 The Company has separate policies and privacy notices in place in respect of job applicants, customers, suppliers and other categories of data subject. A copy of these can be obtained from your manager.

1.4 The company will hold data in accordance with Data Retention Laws. We will only hold data for as long as necessary for the purposes for which we collected it.

1.5 The Company is a ‘data controller’ for the purposes of personal data. This means that we determine the purpose and means of the processing of personal data.

1.6 This policy explains how the Company will hold and process personal information. It also explains the obligations when obtaining, handling, processing or storing personal data in the course of working for, or on behalf of, the Company.

1.7 This policy does not form part of a contract of employment (or contract for services if relevant) and can be amended by the Company at any time. It is intended that this policy is fully compliant with the 2018 Act and the GDPR. If any conflict arises between those laws and this policy, the Company intends to comply with the 2018 Act and the GDPR.

Data Protection Principles

• Personal data must be processed in accordance with six ‘Data Protection Principles.’ It must:
  • be processed fairly, lawfully and transparently;
  • be collected and processed only for specified, explicit and legitimate purposes;
  • be adequate, relevant and limited to what is necessary for the purposes for which it is processed;
  • be accurate and kept up to date. Any inaccurate data must be deleted or rectified without delay;
  • not be kept for longer than is necessary for the purposes for which it is processed; and
  • be processed securely.
• We are accountable for these principles and must be able to show that we are compliant.
  
  How we define personal data

3.1 ‘Personal data’ means information which relates to a living person who can be identified from that data (a ‘data subject’) on its own, or when taken together with other information which is likely to come into our possession. It includes any expression of opinion about the person and an indication of the intentions of us or others, in respect of that person. It does not include anonymised data.

3.2 This policy applies to all personal data whether it is stored electronically, on paper or on other materials.

3.3 This personal data might be provided to us by an employee, or someone else (such as a former employer, doctor, or a credit reference agency), or it could be created by The Company. It could be provided or created during the recruitment process or during the course of the contract of employment (or services) or after its termination. It could be created by your manager or other colleagues.

3.4 We will collect and use the following types of personal data:

• recruitment information such as an application form and CV, references, qualifications and membership of any professional bodies and details of any pre-employment assessments.
• contact details and date of birth;
• contact details for emergency contacts;
• gender;
• marital status and family details;
• information about a contract of employment (or services) including start and end dates of employment, role and location, working hours, details of promotion, salary (including details of previous remuneration), pension, benefits and holiday entitlement;
• bank details and information in relation to tax status including national insurance number;
• identification documents including passport and driving license and information in relation to your immigration status and right to work for us;
• information relating to disciplinary or grievance investigations and proceedings involving you (whether or not the employee was the main subject of those proceedings);
• information relating to performance and behavior at work;
• training records;
• electronic information in relation to the use of IT systems/swipe cards/telephone systems;
• images (whether captured on CCTV, by photograph or video);
• licenses
• any other category of personal data

How we define special categories of personal data

4.1 ‘Special categories of personal data’ are types of personal data consisting of information as to:

• racial or ethnic origin;
• political opinions;
• religious or philosophical beliefs;
• trade union membership;
• genetic or biometric data;
• health;
• sex life and sexual orientation; and
• any criminal convictions and offenses

• We may hold and use any of these special categories of personal data in accordance with the law.
  
  How we define processing

5.1 ‘Processing’ means any operation which is performed on personal data such as:

• collection, recording, organization, structuring or storage;
• adaption or alteration;
• retrieval, consultation or use;
• disclosure by transmission, dissemination or otherwise making available;
• alignment or combination; and
• restriction, destruction or erasure.

• This includes processing personal data which forms part of a filing system and any automated processing.
  
  How will we process personal data?

6.1 The Company will process personal data (including special categories of personal data) in accordance with our obligations under the 2018 Act.

6.2 We will use personal data for:

• performing the contract of employment (or services) between us;
• complying with any legal obligation; or
• if it is necessary for our legitimate interests (or for the legitimate interests of someone else). However, we can only do this if the interests and rights of the employees do not override ours (or theirs).

• We can process an employee’s personal data for these purposes without their knowledge or consent. We will not use personal data for an unrelated purpose without telling you about it and the legal basis that we intend to rely on for processing it.
  
  If the employee chooses not to provide us with certain personal data they should be aware that we may not be able to carry out certain parts of the contract. For example, if you they do not provide us with bank account details we may not be able to pay them. It might also stop us from complying with certain legal obligations and duties which we have such as to pay the right amount of tax to HMRC or to make reasonable adjustments in relation to any disability.
  
  Examples of when we might process personal data

7.1 We have to process personal data in various situations during your recruitment, employment (or engagement) and even following termination of employment (or engagement).

7.2 For example (and see section 7.6 below for the meaning of the asterisks):

• to decide whether to employ (or engage) the employee;
• to decide how much to pay the employee, and the other terms of the contract with us;
• to check the employee has a the legal right to work for us;
• to carry out the contract between us including where relevant, its termination;
• training and reviewing performance*;
• to decide whether to promote the employee;
• to decide whether and how to manage performance, absence or conduct*;
• to carry out a disciplinary or grievance investigation or procedure in relation to the employee or someone else;
• to determine whether we need to make reasonable adjustments to the workplace or role because of a disability*;
• to monitor diversity and equal opportunities*;
• to monitor and protect the security (including network security) of the Company, staff, customers and others;
• to monitor and protect the health and safety of staff, customers and third parties*;
• to pay and provide a pension and other benefits in accordance with the contract between us*;
• paying tax and national insurance;
• to provide a reference upon request from another employer;
• to pay trade union subscriptions*;
• monitoring compliance with our policies and our contractual obligations*;
• to comply with employment law, immigration law, health and safety law, tax law and other laws which affect us*;
• to answer questions from insurers in respect of any insurance*;
• running our business and planning for the future;
• the prevention and detection of fraud or other criminal offences;
• to defend the Company in respect of any investigation or litigation and to comply with any court or tribunal orders for disclosure*;
• for any other reason.

7.3 We will only process special categories of personal data (see above) in certain situations in accordance with the law. For example, we can do so if we have the employee’s explicit consent. If we asked the employee for consent to process a special category of personal data then we would explain the reasons for our request

7.4 We do not need consent to process special categories of personal data when we are processing it for the following purposes, which we may do:

• where it is necessary for carrying out rights and obligations under employment law;
• where it is necessary to protect vital interests or those of another person where they are physically or legally incapable of giving consent;
• where the employee has made the data public;
• where processing is necessary for the establishment, exercise or defence of legal claims; and
• where processing is necessary for the purposes of occupational medicine or for the assessment of your working capacity.

7.5 We might process special categories of personal data for the purposes in the paragraph above. In particular, we will use information in relation to:

• race, ethnic origin, religion, sexual orientation or gender to monitor equal opportunities;
• sickness absence, health and medical conditions to monitor your absence, assess fitness for work, to pay benefits, to comply with our legal obligations under employment law including to make reasonable adjustments and to look after health and safety; and
• trade union membership to pay any subscriptions and to comply with our legal obligations in respect of trade union members.

7.6 We do not take automated decisions about using personal data or use profiling in relation to you.

Sharing personal data

8.1 Sometimes we might share personal data with group companies or our contractors and agents to carry out our obligations for our legitimate interests.

8.2 We require those companies to keep any personal data confidential and secure and to protect it in accordance with the law and our policies. They are only permitted to process data for the lawful purpose for which it has been shared and in accordance with our instructions.

8.3 We may need to transfer information to other Group companies or outside the European Economic Area (EEA). The EEA consists of countries in the European Union, Switzerland, Iceland, Liechtenstein and Norway: they are considered to have equivalent laws when it comes to data protection and privacy.

8.4 If we send information to a country that is not in the EEA, we will make sure that information is properly protected. We will always ensure that there is a proper legal agreement that covers the data transfer. In addition, if the country is not considered to have laws that are equivalent to EU data protection standards then we will ask the third party to enter into a legal agreement that reflects those standard

• Quality Policy

It is the policy of the Company to always meet or exceed agreed client requirements and to strive to enhance (increase) client satisfaction on an ongoing basis for all services provided. These services are referenced in our documented Standard Operating Procedures (SOPS) and by our Quality System Approval to ISO 9001: 2015

Furthermore, it is the intention of our organisation to conform to all applicable elements of BS EN ISO 9001: 2015 Standard Operating Procedure Requirements, which includes the company’s commitment to all relevant British Standards.

Our documented system is therefore written to ensure that our personnel conform to these particular requirements, in addition to all other applicable Industry Codes of Practice and Legal, Statutory and Regulatory requirements appropriate to our range of services.

The Company’s Executive Management Team is committed to this Policy and to the Continual Improvement of the effectiveness of our processes and the overall Quality Management System. This commitment is demonstrated through the following ongoing activities:

• Communicating to everyone in the Company the importance of meeting the agreed client as well as applicable statutory and regulatory requirements;
• Establishing and communicating this Policy Statement to all personnel and ensuring that it is understood;
• Ensuring the Company Quality Objectives are established and are met;
• Conducting management review to determine the effectiveness of our overall QMS, and to bring about improvements where necessary.

• Terms & Conditions

1. Introduction

1.1 This website (“our Site”) promotes the business referred to on it. In these conditions, the business will be referred to as ‘we’ and/or ’our’.

1.2 Use of our Site is on the following terms (the “Terms of Use”). If you do not agree to these Terms of Use, please stop using our Site immediately. By accessing and using our Site you are indicating your acceptance to be bound by these Terms of Use. They are a legal agreement between you and us and can only be amended with our consent. They should be read in conjunction with any details provided on our Site about how our Site operates and the services which are available, including our Privacy & Cookie Policy and Trading Terms (if applicable).

1.3 We reserve the right to change these Terms of Use from time to time without prior notice by changing them on our Site.

2. Accessing our Site

2.1 We cannot guarantee that our Site will operate continuously or without interruptions or be error-free. You must not attempt to interfere with the proper working of our Site and, in particular, you must not attempt to circumvent security, tamper with, hack into, or otherwise disrupt our Site or any computer system, server, router or any other internet-connected device.

2.2 You are responsible for ensuring that your computer system meets all relevant technical specifications necessary to use our Site and is compatible with our Site. You also understand that we cannot and do not guarantee or warrant that any content on our Site will be free from infection, viruses and/ or other code that has contaminating or destructive properties. You are responsible for implementing sufficient procedures and virus checks (including anti-virus and other security checks) to satisfy your particular requirements for the safety and reliability of data input and output.

2.3 From time to time, we may restrict access to certain features or parts of our Site, or our entire Site, to users who have registered with us. If you choose, or you are provided with, a user identification code, password or any other piece of information as part of our security procedures, you must treat such information as confidential, and you must not disclose it to any third party. We have the right to disable any user identification code or password, whether chosen by you or allocated by us, at any time, if in our opinion you have failed to comply with any of the provisions of these Terms of Use.

2.4 We reserve the right, in our discretion, to withdraw, suspend or modify our Site or certain features or parts of our Site with or without notice to you, where we have reason to do so. There may also be times when our Site or certain features or parts of our Site become unavailable, whether on a scheduled or unscheduled basis. You agree that we will not be liable to you or to any third party for any withdrawal, modification, unavailability, suspension or discontinuance of our Site or any service available on or through our Site.

3. Using our Site

3.1 You must use our Site and the information available from our Site responsibly. No such information may be used for or in connection with any unlawful, immoral or anti-social purpose, or in a manner which is or may be damaging to our name or reputation.

3.2 You cannot use our Site:

1. for any unlawful purpose;
2. to send spam;
3. to harm, threaten, abuse or harass another person, or in a way that invades someone’s privacy or is (in our reasonable opinion) offensive or is unacceptable or damaging to us, our customers or suppliers;
4. to create, check, confirm, update or amend your own or someone else’s databases, records, directories, customer lists, mailing or prospecting lists;
5. to tamper with, update or change any part of our Site;
6. in a way that affects how it is run;
7. in a way that imposes an unreasonable or disproportionably large burden on us or our suppliers’ communications and technical systems as determined by us; or
8. using any automated means to monitor or copy our Site or its content, or to interfere with or attempt to interfere with how our Site works.

4. Intellectual property rights

4.1  All content on our Site including but not limited to text, software, photographs and graphics is protected by copyright. We, or our licensors, own copyright and/or database rights in the selection, coordination, arrangement and enhancement of such content, as well as in the original content. Except as expressly set out in these Terms of Use, nothing in these Terms of Use shall give you any rights in respect of any intellectual property owned by us or our licensors. You shall not assert or attempt to obtain any such rights and you shall not use, copy, reproduce, modify, publish, transmit, participate in the transfer or sale of, create derivative works from, or in any way exploit, our name, trade marks, logos or other proprietary marks, or any of the content of our Site, in whole or in part, except as provided in these Terms of Use.

5. If you provide content for our Site

5.1 If you provide any material to our Site (for example, by providing ratings and reviews, comments, articles or uploading any other content in any format (including video) (each “User Content”) you agree to grant us permission, irrevocably and free of charge, to use the User Content (including adapting it for operational or editorial reasons) in any media worldwide, for our own marketing, research and promotional activities and our internal business purposes which may include providing the User Content to selected third party partners, service providers, social media and networking sites.

5.2       You own your User Content at all times, and you continue to have the right to use it in any way you choose.

5.3       By providing any User Content to our Site you confirm that such User Content:

1. is your own original work or you are authorised to provide it to our Site and that you have the right to give us permission to use it for the purposes set out in these Terms of Use;
2. will not contain or promote anything illegal, harmful, misleading, abusive, defamatory (that is, it does not damage someone’s good reputation) or anything else that might cause widespread offence or bring us or our business partners into disrepute;
3. does not take away or affect any other person’s privacy rights, contract rights or any other rights;
4. does not contain any virus or other code that may damage, interfere with or otherwise adversely affect the operation of our Site;
5. will, if used to promote your own business or services, clearly and openly state your association with the particular business expressly; and
6. will not contain any form of mass-mailing or spam.

5.4  If you do not want to grant us the permissions set out above, please do not provide any material to our Site.

5.5  We have no obligation to publish your User Content on our Site and we retain the right to remove any User Content at any time and for any reason.

5.6  We do not edit, pre-vet or review any User Content displayed on our Site. If you believe that any User Content does not comply with the requirements set out in this paragraph, please notify us immediately. We will then review the User Content and, where we deem it appropriate, remove it within a reasonable time.

6. Our liability

6.1  Although we hope our Site will be of interest to users, we accept no liability and offer no warranties or conditions in relation to our Site or its content, to the fullest extent such liability can be excluded by law.

6.2  There is no limit to what we and the people who provide our services will be liable for if someone dies or is injured because of our negligence or because we have committed fraud.

6.3  Under no circumstances will we, the owner or operator of our Site, or any other organisation involved in creating, producing, maintaining or distributing our Site be liable, whether in contract, tort (including negligence), breach of a statutory duty, even if foreseeable, for any loss of:

1. profits, sales, business, or revenue;
2. business interruption;
3. anticipated savings;
4. business opportunity, goodwill or reputation;
5. use of, or corruption to information; or
6. information.

6.4 If we do not keep to these conditions, then we will only be liable for losses you have suffered as a direct result. We are not liable to you for any other losses whether such losses are because we have not kept to our obligations or contract, because of something we have done or not done in negligence, due to defamatory statements or liability for a product or otherwise as a result of:

1. use of, or inability to use, our Site;
2. use of or reliance on any content displayed on our Site; any mistake, fault, failure to do something, missing information, or virus on our Site or if it does not work properly because of incidents outside of our control such as (but not limited to) interruptions to communication and networks and circumstances beyond our control;
3. theft, destruction of information or someone getting access to our records, programs or services without our permission; or
4. goods, products, services or information received through or advertised on any website which we link to from our Site.

7. General

7.1 Where our Site contains links to other websites and resources provided by third parties, these links are provided for your information only. We have no control over the contents of those websites or resources.

7.2 Any formal legal notices should be sent to us using the details set out on our Site.

7.3 Failure by us to enforce a right does not result in waiver of such right. You may not assign or transfer your rights under these Terms of Use.

7.4 If any part of these Terms of Use is found to be unenforceable as a matter of law, all other parts of these Terms of Use shall be unaffected3. and shall remain in force.

8. Governing Law and Jurisdiction

8.1 These conditions make up the whole agreement between you and us in how you use our Site. If a court decides that a condition is not valid, the rest of the conditions will still apply.

8.2 The laws of England and Wales apply to your use of our Site and these conditions. We control our Site from within the United Kingdom. However, you can get access to our Site from other places around the world. Although these places may have different laws from the laws of England and Wales, by using our Site you agree that the laws of England and Wales will apply to everything relating to you using our Site and you agree to keep to these laws. We have the right to take you to court in the country you live in.

9. How to contact us

9.1 If you experience problems with our Site or would like to comment on it, please feel free to contact us by using the details set out on our Site.