This policy has been written in compliance with the General Data Protection Regulation (GDPR) and will be effective from 25th May 2018 and to explain how we collect, process and store personal data. We are registered with the Information Commissioners Office (ICO).
Should you wish to discuss this policy, please write to us at 1 Pendeford Place, Pendeford Business Park, Wobaston Road, Wolverhampton, WV9 5HD or e-mail firstname.lastname@example.org
How we collect personal data:
From employees when they apply for positions within our organisation & whilst they are in employment with us.
From clients when they make enquiries or when they sign a contractual agreement and receive services from us.
From prospective clients when making an enquiry.
What type of personal data do we hold:
We limit the data we hold to the necessary required information.
Client data held can be name, address, telephone number and e-mail address and where also required site plans, system plans, passwords & keyholder information.
National Insurance numbers, full name, address, mobile number and email addresses as well as bank details and identification records are kept on file for every employee.
How we use this information:
To process enquiries and orders and to fulfil the requirements of our clients.
To carry out our obligations arising from any contracts.
Dealing with customers and keyholders in relation to installed and maintained systems.
Seeking feedback on our services.
Sending of important documents when required and requested such as terms and conditions.
To process an application for employment ie. for security screening purposes.
For required use throughout the employment ie. for pensions or updating payroll and Benefit In Kind (BIK) service providers.
We have a legal requirement to keep certain types of information for a period. For example, we will hold security screening records for 10 years after the end of employment. Customer files are kept for 5 years following end of contract for Security Systems and 12 years following end of contract for Fire Systems. We can supply a list of retention periods for various documents upon request. These retention periods are reviewed and updated if required at quarterly management meetings. All personal information is held on our system for as long as is necessary for the length of the contract or for the required activity. Should we hold any captured CCTV images &/ recorded footage on request of a client, these will be held for a period of 30 days only unless required for legal/evidential purposes.
Access to monitored systems is given to employees of Adept Security Systems Limited for the purpose of interrogating and fault finding. Access to monitored systems by Adept personnel is only available on password protected devices.
Only the absolute required information will be passed to our third party service providers and sub-contractors when/if required for fulfilling client requests. If it is a requirement by a client, we may pass information on to 3rd parties such as to the police for the purpose of applying for a URN, to a contracted Alarm Receiving Centre (ARC) for monitoring connections and keyholding contractors, this list in not exhaustive. Employee information may be used by an external party for the likes of pensions, payroll or BIK services provided. Information will not be shared without prior consent or for marketing purposes.
Updating of Information:
Should you change any details such as e-mail address and contact names we will expect you to advise us at your earliest convenience so that we can ensure our records are kept up to date. You can do this by writing to us at the above-mentioned address or e-mail address.
Accessing of Information:
You have the right to request a copy of the information we hold about you or your business. You also have the right to request for us to erase all data we hold on you. We are only required to oblige this if the data is no longer required by us or if it is not required to be held to meet any legal compliance.
Review of this Policy:
We do review this policy on an annual basis.