Suresafe Protection Limited, a company registered in Scotland with the company number SC132827 and with its registered office at 8 Kelvin Road, Lenziemill, Cumbernauld, G672BA (“Suresafe”) strives to protect the privacy of all personally identifiable information collected during the course of our activities and it is important for you to know how we process your data. We will process your personal information under the terms of this policy and in accordance with any agreement with you.
We strive to protect the privacy of all personally identifiable information collected during the course of our activities and it is important for you to know how we process your data. We will process your personal information under the terms of this policy and in accordance with any agreement with you.
We are a “data controller” in terms under data protection laws (including the EU General Data Protection Regulation 2016 and the Data Protection Act 2018) (“Data Protection Laws”).
We need to process personal data relating to our customers, our suppliers and potential customers in order to function effectively as a business, to ensure good governance, for audit purposes and to enable us to meet our legal obligations.
Personal data is processed for commercial, administrative, statutory and marketing/promotion purposes. All such personal data is collected and held in accordance with all applicable Data Protection Laws.
This list includes all the ways we may use your personal information, and which of the reasons we rely on to do so. This is where we tell you what our legitimate interests are.
| Personal Information We May Process | Our Reason for Processing | Our Legitimate Interest (where applicable) |
Suppliers
| Our legitimate interest | Administering our business |
Customers
| Fulfilling a contract Consent Legitimate interest | To keep in contact with our customer To administer our business To fulfil a contract |
Potential customers
| Legitimate interest Fulfilling a contract Consent | Send marketing information to potential customers Assessing potential customer needs Preparing for fulfilment of a contract |
Job applicants
| Fulfilling a contract Consent/Explicit consent |
In most cases we will obtain this information from you directly, or via our website and portal systems.
We process the personal data referred to above for the purposes of any contract or potential contract with our customers, our suppliers and potential customers; or for our legitimate interests in order to function effectively as a business, to ensure good governance, for audit purposes, to perform our business activities; and to enable us to meet our legal obligations that we may be subject to.
The information you provide to us may be accessed by our staff ,our auditors, our professional advisors and carefully selected third parties in the course of providing services to us under suitable obligations of confidentiality.
We may also use information in aggregate, where personally identifiable information is removed, for marketing and strategic development to improve and support our activities.
We employ administrative, electronic, digital and physical security measures to ensure that the information that we collect about you is protected from access by unauthorised persons and protected against unlawful processing, accidental loss, destruction and damage.
Please be aware that unfortunately the transmission of information via the internet or by email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of the data transmitted to us and any transmission is at your own risk.
We will retain personal data securely and only in line with how long it is necessary to keep for the purposes or for a legitimate and lawful reason.
Our typical retention periods are as follows:
| Personal Data Held Within | Retention Period |
| Supplier contracts and documentation | 7 years since last transaction |
| Customer contracts and documentation | 7 years since last transaction |
| Names and emails addresses of potential customer used by the sales team | 7 years from first use, unless or until the potential customer becomes a customer |
| Job applicants | 3 months for unsuccessful candidates Where a successful candidate becomes an employee, a separate privacy notice and a different retention period will apply. |
Some personal data may be retained for longer where it is in our legitimate interest to do so, such as to protect and defend our legal rights; or for research, archiving or statistical purposes. Individuals can request that other information relating to them be erased and we will deal with such requests in accordance with the law.
We, or carefully selected third parties that we contract with, may send personal data to countries outside the European Economic Area (‘EEA’). If and when this occurs, there will be protections in place to ensure the recipient protects the data to the same standard as the EEA. The protections include:
As an individual, you have the following rights as a data subject under applicableData Protection Laws in relation to the processing of your personal data:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Privacy Manger in writing.
Where we process your personal data based upon your consent, you have the right to withdraw your consent at any time.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at anytime. To withdraw your consent, please contact our Data Privacy Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
For more information and guidance about any of these rights please go to the website of the Information Commissioner’s Office at https://ico.org.uk/
If you think there is an issue in the way in which we handle your personal data, you have a right to raise a complaint with the Information Commissioner’s Office. Their website contains details of how to make a complaint. However, we would ask that you give us the opportunity to address your complaint first.
We keep our Privacy & Fair Processing Notice under regular review and reserve the right to update and amend it.
For further information about the proposed data sharing set out in this notice, or about any aspect of Suresafe and the processing of your personal data, please contact our Data Privacy Manager at dataprivacy@suresafe.co.uk
This notice was last updated in July 2019.