This is the Privacy Notice for Essential Fire Services Ltd.
The purpose of this notice is to inform you about how and why your personal data is used. This enable us to be completely transparent with you when you entrust us with your data. It also identifies that you have rights over your data. This privacy notice is not an agreement or contract and you are not required to sign it or agree it, it is for your information.
We are Essential Fire Services Ltd, registered with Companies House under registration 11299585 and with the ICO under registration ZA3881701 Our registered address is 12 Oakapple Close, Crawley, RH11 9QN. Our telephone number is 01293 553 514.
We do not process large amounts of personal data, just enough to deal with your enquiry, engage with clients, conduct our business and process our invoices. We do not sell your data, but we may be required to share it under certain circumstances.
We have put in place measures to ensure that we keep your data secure and private and we are happy to respond to any queries you might have.
Within this notice, you will see references to the basis for processing your data. Data protection law (UK GDPR) requires us to use the most appropriate lawful basis identified within Article 6 of the Regulation. We do not process what is known as Special Category data.
So, what data do we process?
If you contact us through our website, we will collect your name and contact details along with any message you might provide. If we have met at a networking event, have asked for support on internet forums, we will collect basic name and contact details with a view to identifying a business interest. We will do this under Article 6.1.f – Legitimate Interest, as we have a legitimate interest to identify potential opportunities for the business.
As a client or potential client of ours, we will hold the following information about you:
- Your name and contact information
- Information about your business activities
- Information and documentation about your matters or enquiries, including communications with you
- Billing and payment information
As a potential client, we will hold the following:
- Your name, and contact information
- Information and documentation relating to your business gathered from yourself, websites, Companies House, LinkedIn and the ICO
We use the information we hold about you and your business to give you the best advice and service we can. We also use your information to send contracts, bill you, and keep track of payments that you make, as well as to keep in contact throughout our relationship. We process this data under Article 6.1.b – Performance of a Contract as it is necessary to deliver the service to you.
As a general principle, we will not transfer your personal data to third parties without your permission, but there some exceptions to this. For example, if you do not pay your bills, we may choose to engage a third party to recover any money you owe us. If we ever must do this, it will be under Article 6.1.f – legitimate interest.
It is possible, though unlikely, that we might be forced to disclose your information in response to a court order or other binding mandate. This would be undertaken under Article 6.1.c – Legal Obligation.
We do employ an external accountant who has some visibility of your personal data for administration of our financial affairs. We share this data under Article 6.1.f – Legitimate Interest.
Data processed by others on our behalf
Our site is hosted by Digibubble and they log all requests in order to determine the causes of reported faults and to detect and block suspicious traffic. The log records the time of the request, your IP address, the requested resource, the referring site (if specified by your browser), and your browser’s user agent string (which will usually include the name and version of your browser and operating system). Log files are deleted after ninety days. This is undertaken as a security measure undertaken to comply with the UK GDPRs requirement to implement appropriate technical measures.
Our accounting software is called Kashflow and this company processes some of your personal data on our behalf via their mobile app or web based portal. We have ensured that Kashflow has the necessary and appropriate security measures in place to protect your data.
We do transfer and process data outside the UK where the nature of the processing requires it. Our accounting software utilises data centres in the EU and this is transfer of data is conducted by virtue of the EU/ UK data agreement and any subsequent adequacy decision.
Customer data is held for the duration of your relationship with us, then seven years after. Prospective customer data is held for 2 years from last meaningful contact. Data about specific matters: duration of the matter, then seven years
We have put in place adequate security to protect your personal data both technical and organisational measures.
You have rights in respect of our processing of your personal data. The relevant rights are:
- get access to your personal data and information about our processing of it
- in some circumstances, restrict our processing of your data and compel us to erase the bits we do not use for legal purposes
- ask us to rectify any inaccurate information we may inadvertently hold
If you want to exercise any of these rights, please just get in contact at email@example.com.
You also have the right to lodge a complaint about our processing with a supervisory authority — the UK’s Information Commissioner’s Office.
Information Commissioner’s Office
Telephone: 0303 123 1113