GDPR – Privacy Notice

Blake Fire & Security Systems is a Southend-based, long established business starting out as an electrical company in 1979 NS growing into a building contractor in 1981. Industry approval for our fire and security systems came from SSAIB in 2002 and NSI Gold in 2005, followed by BAFE in 2007. Each manager and engineer at our Southend-on-Sea HQ is trained to be expert in the specifics of design, installation and maintenance for his/her service, including:

 

Data Protection Officer

Under the regulation, Blake Fire & Security Systems does not require a Data Protection Officer however, our senior data controller can be contacted on:

Email: kirsty@blakefire-security.co.uk
Tel: 01702 447800.

The data that Blake Fire & Security Systems will process on your behalf are as follows:

  • First Name
  • Last name
  • Address
  • Email Address
  • Industry
  • Job role
  • Company Name
  • Telephone Number
  • Opt in Preferences
  • Agreement to Privacy Policy
  • IP Address
  • Bank Account details
  • Technical Data

Our Legal Basis for Processing your Personal Data

We will process your data securely under the following legal basis:

  • We require a name, address, telephone number, email address for secure identification Whilst we are dealing with and processing your enquiry with us.
  • We require contact details to arrange site visits and be able to remain in contact so that we can update you on current works.
  • We could eventually need current Bank account details so that we are able to process payments for works and future works completed.

Legitimate interests pursued by us or third parties we use, are as follows:

  • Your contact details may be shared with some third parties who provide services to you via our reseller services. This would be so that we can provide the best service possible and would only request contact details if required to provide that service. For example, we use Southern Monitoring services to support our Monitored Intruder and fire alarm systems, they will ask us to supply full contact details so that they can monitor the property by either contacting clients if there is a fault, to dispatching police if there is a Break in.  

Special Categories of Personal Data

  • We do not store or hold any 'special' or personal data such as driving license, passport, or national insurance number.
  • We may ask to 'view' an item of 'special' personal data if being asked to hand over sensitive data and we are required to identify an authorised recipient to prevent a data breach

Retention Policy

Blake Fire & Security Systems will process personal data for a maximum of 7 years to coincide with HMRC and accounting records. Please see below a list of Data that can be held and its Retention length:

Types of Data

Retention Length

Letters of Request

12 Years after Request & Permanent microfilmed Record

Signed Forms of Nomination

12 Years after Request & Permanent microfilmed Record

Notification of Change of Address

3 yrs.

All contracts with: Customers, suppliers and agents

10 yrs. After Expiry

Any Other Agreement or contract

10 yrs. After Expiry

Contact details kept on personal files (e.g. card index, MS Outlook)

Until it is apparent the person is no longer in the named location

Personal Information of any sort on a webpage or site

No longer than the period specifically agreed with the individual

 

Your Rights as a Data Subject

As a data subject, you will have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: in the event that Blake Fire & Security Systems refuses your request under rights of access, we will provide you with a reason as to why. You do have the right to complain

All the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

 

Specific Online Privacy Statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

How we use your information online

This privacy notice tells you how we, Blake Fire & Security Systems, will collect and use your personal data from our secure contact form which is accessible from the website. The data that comes through from the online forms will first be sent to HubSpot which is our management system we use for the website to monitor enquires and lead generation forms Finally, that information is then sent to us which will then be stored in our Cash management system, so that we can contact you with regards to any future works and business that you have with Blake Fire & Security Systems. We can at any point remove the data if requested and all storage systems are secured using passwords, and only using authorised personnel. Please see the Links in the Table below as they will take you to the correct sites if you wish to find out more information

Why does Blake Fire & Security Systems need to collect and store personal data?

For us to provide you any level of service we need to collect personal data for correspondence purposes. In any event, we are committed to ensuring that the information we collect, and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

Will Blake Fire & Security Systems share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Blake Fire & Security Systems during dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Blake Fire & Security Systems .

How will Blake Fire & Security Systems use the personal data it collects about me?

Blake Fire & Security Systems will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Blake Fire & Security Systems is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Can I find out the personal data that the organisation holds about me?

Blake Fire & Security Systems at your request, can confirm what information we hold about you and how it is processed. If Blake Fire & Security Systems does hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely.

The EU has approved sending personal data to some countries because they meet a minimum standard of data protection.

  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide to access this?

Blake Fire & Security Systems accepts any of the following forms of ID when information on your personal data is requested:

  • Passport
  • Driving licence
  • Another form for ID which leaves no doubt of the data owner

 

Disclosure

Blake Fire & Security Systems will not pass on your data to third parties without first obtaining consent.

Third Party

Country

Safeguards in place to protect your Personal data:

Retrieve a copy of your safeguards here:

HubSpot

EU & US

Password polices

https://legal.hubspot.com/privacy-policy

Drift

US

Password polices & Encryption

https://www.drift.com/privacy-policy/  

Lollipop local (Website Management & Digital Marketing)

EU

Encryption and Password Policies

https://www.lollipoplocal.co.uk/privacy-policy-1  

Southern Monitoring

EU

Password Policies

http://www.smon.co.uk/terms-and-conditions

First County

Monitoring

EU

Password Policies

http://firstcountymonitoring.co.uk/page/privacy-policy/

Cash (Data management systems)

EU

Password Policies

http://www.mentorbs.com/privacy-policy.php

 

Complaints

In the event that you wish to make a complaint about how your personal data is being processed or stored by Blake Fire & Security Systems (or its third parties), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority which is the ICO (www.ico.org.uk).

Please send any initial complaints to: info@blakefire-security.co.uk or contact directly on Tel: 01702613641

16.06.2018