Encompass security solutions Customer privacy policy

· Contact details

· What information we collect, use, and why

· Lawful bases and data protection rights

· Where we get personal information from

· How long we keep information

· Who we share information with

· How to complaint

Post

Cardwell House, Meadowcroft Business Park, Pope Lane, Whitestake, PRESTON, Lancashire, PR4 4BA, GB

Telephone

01772 356513

Email

admin@encompasssecurity.solutions

We collect or use the following personal information for the operation of client or customer accounts:

· Names and contact details

· Addresses

· Account information, including registration details

· Information used for security purposes

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

· Names and contact information

· Client accounts and records

· Video recordings of public areas

· Audio recordings of public areas

· Video recordings of private or staff only areas

· Call recordings

· Dashcam footage - outside vehicle

· Location data

We collect or use the following personal information for dealing with queries, complaints or claims:

· Names and contact details

· Address

· Payment details

· Account information

· Purchase or service history

· Call recordings

· Witness statements and contact details

· Relevant information from previous investigations

· Customer or client accounts and records

· Financial transaction information

· Information relating to health and safety (including incident investigation details and reports and accident book records)

· Correspondence

· Location data

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

· Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

· Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

· Directly from you

· CCTV footage or other recordings

· Publicly available sources

· Previous employment

· Credit reference agencies

· Suppliers and service providers

Type of   record

Contracts with suppliers

Retention   period 

6 years after last action

Where is   it stored?

Central Secure Server at our head office

Reason

Supply contract

Method of   deletion

Recuva Software

Type of   record

Contracts signed as a deed

Retention   period 

6 years after last action

Where is   it stored?

Central Secure Server at our head office

Reason

Contract referance

Method of   deletion

Recuva Software

Type of   record

Guarantees and indemnities

Retention   period 

6 years after last action

Where is   it stored?

Central Secure Server at our head office

Reason

Protection for client and supplier

Method of   deletion

Recuva Software

Type of   record

Purchase orders and invoices

Retention   period 

7 years after last action

Where is   it stored?

Central Secure Server at our head office

Reason

Accounting

Method of   deletion

Recuva Software

Others we share personal information with

· Debt collection agencies

· Insurance companies, brokers or other intermediaries

· Professional or legal advisors

· Emergency services

· Regulatory authorities

· External auditors

· Organisations we’re legally obliged to share personal information with

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

15 November 2024