Our Privacy Policy – Surrey Fire & Safety Ltd

Surrey Fire & Safety Ltd
Privacy Policy

Surrey Fire & Safety Ltd (“we”, “us”, “our”), owns and operates the website located at surreyfire.co.uk and offers a Service catering predominantly to B2B clients which employs a variety of standard business software, such as office software, workflow software, and accounting software.

Surrey Fire & Safety Ltd. is committed to protecting your privacy. This Privacy Policy describes how we collect, store, use and distribute information about our users through our website and our business activities.

A Note About Children:

Our services are aimed at businesses and are not intended for children. We do not knowingly collect personal data from children. If you believe we have collected personal data from a child, please contact us and we will take appropriate steps to delete it.

Lawful processing:

Except as set forth in this Privacy Policy, your Personal Information will not be used for any other purpose without your consent. We will not actively collect Personal Information for the purpose of sale or marketing in a way that specifically identifies the individual. In other words, we don’t sell customer lists. You may withdraw your consent to our processing of your Personal Information at any time. However, withdrawing consent may result in a reduction in your service levels, e.g. where we calendarize scheduled maintenance visits.

Collection of Information and Use of Information:

Unless you have otherwise given us appropriate consent, we collect, use and disclose only such information as is required to enable us to manage your account, to provide the Service, to maintain our customer/visitor lists, to respond to your enquiries or provide feedback, for identification and authentication purposes and for service improvement. We will also identify the lawful basis for processing at the point of data collection where required.

We will maintain the confidentiality of any contact information you provide to us on signing up for our Service or contacting us with questions or for further information and we will use it only for the purposes for which we have collected it (subject to the exclusions and disclosures we have listed below), unless you agree that we may disclose it to other third parties.

Two types of information may be collected through the Website and our Service: Personal Information and Non-Personal Information. This Privacy Policy does not extend to the collection, use or disclosure of the following information which is currently not limited by applicable privacy laws: (a) information that is publicly available, such as names, addresses, telephone numbers and electronic address when listed in a directory or made available through directory assistance; or (b) Non-Personal Information (as defined further below).

“Personal Information” is personally identifiable information, such as your name, address, e-mail address, credit card information, birth date and gender. At the time of collection, we will clearly identify the information being collected and the purposes for which it will be used. It is always your choice whether or not to provide Personal Information but if you choose not to provide certain pieces of Personal Information, in some instances your service level may be reduced, for example if you wish to make an online payment or payment over the phone.

“Non-Personal Information” is information of an anonymous nature, such as the domain used to access the Website and the type and version of browser or operating system being used by visitors to access the Website. Aggregate information, such as demographic statistics of our users (e.g. average age or geographical location of our users), number of visitors, what pages users access or visit, and average time spent on the Website or Service is not considered Personal Information. Similarly, business contact information such as the name, title, business address, e-mail address, or telephone number of a business or professional person or an employee of an organisation is not considered Personal Information.

Although the use of certain Non-Personal Information collected, used or disclosed through the Internet as described herein is not restricted (and to the extent that such is the case, the obligations under this Privacy Policy do not apply to such information), we provide information in this Privacy Policy about the collection of such information for the sake of transparency with respect to the operation of the Website, and our Service. Such Non-Personal Information is collected or derived by us in the course of operating this Website and our Services. For example, our servers may automatically collect Non-Personal Information that is provided through your browser or stored in a cookie.

We collect the following types of information for the following purposes:

• Registration Data: When you join us as a new customer, we ask for information such as your name, registered company name (if applicable), email address, phone number, and billing address. This information will be used to administer your account, for billing, verification and authentication purposes and to contact you in relation to the same.

• Content You Make Available: From time to time we collect additional data, such as photos of your fire alarm panel, or security codes.

• Transactional Communications: We will use your data to provide communications for certain activities relating to your use of our Service, such as booking in service visits, invoicing, and credit control.

• Legislative and related service updates: We may occasionally update you on important matters relating to fire safety regulations and our related services. We rely on our legitimate interest in providing relevant service updates for these communications. We do not consider these to be marketing communications but part of our service commitment to keeping you fire safety compliant. However, if you choose not to receive such communications please let us know and we will remove you from our contact list.

• Marketing Communications: If you opt-in to receive marketing communications from us, we will keep you up to date on our products and services. You may withdraw your consent to receiving marketing communications from us at any time by following the opt-out instructions in each communication.

• Marketing Lists: From time to time we buy prospector lists to advertise our services. We buy these from a reputable 3rd party list provider who maintains and cleans their lists regularly. We ensure such providers are compliant with applicable data protection laws and that there is a lawful basis (typically legitimate interest for B2B marketing) for contacting individuals. We will only contact prospective clients about our products and services where there is clear legitimate interest, and will remove individuals on request.

• Statistics: We also collect statistics about use of the Service which we use for analytics including predictive analytics. These are processed as aggregate statistics that do not personally identify an individual.

• Analytics Services: Whilst we do not personally place tracking technologies on our Website, other companies may set their own cookies or similar tools. This includes third party analytics services, including but not limited to Google Analytics (“Analytics Services”), that we might engage to help analyse how users use the Website. We may receive reports based on these parties’ use of these tools on an individual or aggregate basis. Such analytics and non-essential cookies are only used where you have provided consent via our website cookie controls.

• System Logs & Cookies: Cookies may be used by us to track content usage and traffic on the Website. A cookie is a feature of your web browser that consists of a text file that is placed on your hard disk by a web server. Cookies help compile aggregate statistics about usage of this Website, such as how many users visit the Website, how long users spend viewing the Website, and what pages are viewed most often. This information may be used to improve the content of the Website. Non-essential cookies will only be placed after you provide consent in accordance with UK PECR regulations.

We use cookies and similar technologies on our Website to improve functionality, analyse usage and support our services. Cookies are small text files placed on your device when you visit a website.

• Third-Party Processors: We use trusted third-party service providers such as accounting systems, CRM platforms, cloud storage providers and analytics services. These providers are contractually required to protect your data.

If we plan to use your Personal Information in future for any other purposes not identified above, we will only do so after informing you by updating this Privacy Policy. See further the section of this Privacy Policy entitled ‘Amendment of this Policy’.

From time to time we may employ third parties to help us improve the Website, and/or the Service. These third parties may have limited access to databases of user information solely for the purpose of helping us to improve the Website and/or the Service and they will be subject to contractual restrictions prohibiting them from using the information about our members for any other purpose.

Important Exceptions: We may disclose your Personal Information to third parties without your consent if we have reason to believe that disclosing this information is necessary to identify, contact or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, other Website users, other users of the Service, or anyone else (including the rights or property of anyone else) that could be harmed by such activities. We may disclose Personal Information when we believe in good faith that such disclosure is required by and in accordance with the law.

International Data Transfers:

Some of the third-party service providers we use may process your personal data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK data protection laws, such as adequacy regulations or standard contractual clauses, to ensure your data is protected.

Security:

The security of your Personal Information is important to us. We also maintain procedures to detect, report and investigate personal data breaches. We use commercially reasonable efforts to store and maintain your Personal Information in a secure environment. We take technical, contractual, administrative, and physical security steps designed to protect Personal Information that you provide to us. We have implemented procedures designed to limit the dissemination of your Personal Information to only such designated staff as are reasonably necessary to carry out the stated purposes we have communicated to you.

Where we use 3rd party software providers, we undertake to ensure that they have the appropriate technical, contractual, administrative and physical security measures in place to protect your data.

We do not currently take online payments and therefore store no credit card or financial information.

Retention:

We will keep your Personal Information for as long as it remains necessary for the identified purpose or as required by law, which may extend beyond the termination of our relationship with you. We may retain certain data as necessary to prevent fraud or future abuse, or for legitimate business purposes, such as analysis of aggregated, non-personally-identifiable data, account recovery, or if required by law. We typically retain data as follows: customer records for up to 6 years (to meet legal obligations), marketing data until you opt out, and general enquiries for up to 12 months.

All retained personal information will remain subject to the terms of this Privacy Policy. If you request that your name be removed from our databases, we are able to delete all relevant data given 1 month’s notice.

Amendment of this Policy:

We reserve the right to change this Privacy Policy at any time. If we decide to change this Privacy Policy in the future, we will send you an email. Any non-material change (such as clarifications) to this Privacy Policy will become effective on the date the change is posted and any material changes will become effective 30 days from their posting on the Website.

Unless stated otherwise, our current Privacy Policy applies to all Personal Information that we have about you. The date on which the latest update was made is indicated at the top of this document. We recommend that you print a copy of this Privacy Policy for your reference and revisit this policy from time to time to ensure you are aware of any changes. Your continued use of the Website or Service signifies your acceptance of any changes. You should consult this Privacy Policy regularly for any changes.

Access, Accuracy and Right to be Forgotten:

You have the right to access the Personal Information we hold about you in order to verify the Personal Information we have collected in respect to you and to have a general account of our uses of that information. Upon receipt of your written request we will provide you with a copy of your Personal Information. We will deal with all requests for access and modifications within 1 month of the request. In addition, under UK GDPR you have the right to: restrict processing, object to processing (including marketing), and request data portability where applicable. Where we rely on consent to process your data, you have the right to withdraw that consent at any time.

We will make every reasonable effort to keep your Personal Information accurate and up-to-date. Having accurate information about you and/or your business enables us to give you the best possible service. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk

Contact Us:

You can help by keeping us informed of any changes such as a change of address or telephone number to the Data Controller at Surrey Fire & Safety Ltd. If you would like to access your information or would otherwise like to exercise any of your rights in respect of your personal information (whether as set out above or otherwise), if you have any questions, comments or suggestions of if you find any errors in our information about you, please contact us at: [email protected]

Please head any correspondence ‘FAO Data Compliance Officer’.