This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will may be called a Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against unlawful processing of personal data and the unrestricted movement of personal data within the EU.
Stopfordian Ltd (hereinafter known as the Company) is committed to protecting and respecting your privacy and is pleased to provide the following Privacy Notice for Employees; Applicants; Suppliers; and Clients.
This Policy has been written for compliance with the 2016 General Data Protection Regulation (GDPR) and to explain when and why we collect personal information about people who are employees, or our clients or potential clients, how the Company uses it, the conditions under which we may disclose it to others and how we keep it secure. We are registered with the Information Commissioners Office (ICO) and our Registration No. is:. ZA039176.
We may change this Policy from time to time so please check that you have the current version. If you are using our website, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org
Stopfordian is a keyholding and intruder alarm response company with both patrolling and emergency/non-emergency response services. We provide such services to both domestic and commercial clients. We pride ourselves in providing a good cost effective solution for security services.
We obtain information about our:
If you ring or contact us via our website contact form us we will collect your name, address and contact number so we can respond to your enquiry.
Stopfordian Ltd uses the information from you both on your initial application and on various capture forms throughout your employ/application for the following processes and procedures. By entering into our employment contract or submitting the application (to take steps to enter into a contract) you are agreeing to the processing of your Personal Identifiable Information for the following purposes:-
In respect of all our employees and in addition to background checks they are subject to a lie detector test, specifically in respect of client information, both at application stage and as subsequently determined by the Company.
StopfordianLtd uses information collected from you to provide quotations, assess personal security risks, make telephone contact and to email you in relation to the supply of services both within or without contract. It will be used for contact information, to create invoices, notes of any transactions relating to the agreed service/sale
With regard to clients the range of data we hold is that which is essential to delivery of the contracted services. In the event of you making initial contact you consent to West Valley Mobile Security Ltd maintaining a marketing dialogue with you until you either opt out (which you can do at any stage), or we decide to desist in promoting our services.
Some personal data may be collected from you from records of our correspondence and phone calls, including but not limited to personally identifying information like email addresses; telephone numbers and physical addresses.
Any information West Valley Mobile Security Ltd holds about you and your business encompasses all the details we hold about you and any sales transactions or sales/service enquiry or contract agreement, including any third-party information we have obtained about you from public sources and our own suppliers such as credit referencing agencies.
Stopfordian Ltd will only collect and process information needed so that it can provide you with the services agreed and the company does not sell or broker your services.
In relation to our clients the personal information we collect may well include family members names, address, email address, contact telephone number(s) of our primary client as well as, details about family members and/or key employees, alarm codes and details of any associated alarm receiving centre and security equipment installer. In respect of the majority of our clients we also hold bank details to facilitate regular Direct Debit applications.
To meet Stopfordian Ltd contractual obligations to clients, potential clients, suppliers and employees/potential employees.
To promote the marketing and consulting services offered by the Company and/or to market the services offered by the company to existing clients.
We may use this information to:
Stopfordian Ltd process personal data in accordance with the following principles;
Should Stopfordian Ltd discover there has been a breach of personal data that poses a risk to the rights and freedoms of individuals, it will report it to the Information Commissioner within 72 hours of discovery. We will record all data breaches regardless of their effect.
If the breach is likely to result in a high risk to the rights and freedoms of individuals, we will tell affected individuals that there has been a breach and provide them with information about its likely consequences and the mitigation measures it has taken.
We work hard to make sure the data we hold is accurate, if you believe that the data we hold may be inaccurate then please contact us and we will correct any inaccuracies.
Security of the information we hold is paramount. Access to our database is restricted by IP address and requires unique username and strong passwords. All databases employ encryption to protect the confidentiality. Access to all data is limited based on a strict access control policy. Access and operational logs are retained and audited on a regular basis.
All information you provide to us is stored on our secure servers. Data will be stored in a range of different places on our servers, including Client Management systems, Finance Systems, Server folders, Client feedback portal, and other IT systems (including the company’s email systems).
The company has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Once we are in receipt of your data we will use strict procedures and security features to prevent unauthorised access.
We will not sell or impart client information to any third parties other than the emergency services or third party alarm receiving centres or in the case of employees for pensions, personal taxation and the like.
We rely on any Stopfordian Ltd staff who may have access to the personal data of clients, customers and other individuals in the course of their employment to help meet our data protection obligations..
Individuals who have access to personal data are required:
Stopfordian Ltd will provide training to all individuals about their data protection responsibilities as part of the Induction process and at regular intervals thereafter.
Individuals whose roles require regular access to personal data, or who are responsible for implementing this policy or responding to subject access requests under this policy, will receive additional training to help them understand their duties and how to comply with them.
Stopfordian Ltd may on occasions pass your personal Information to third parties exclusively to process work on its behalf. The company requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR.
We may, in appropriate cases, voluntarily or where required by law, pass your data to the Police and similar organisations such as law enforcement agencies (including fraud prevention and detection) or other governmental agencies.
The Company may also enforce its Terms and Conditions, including investigating potential violations of its terms and Conditions or Terms of Contract to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of the Company, its clients and/or the wider community
We will never share information with third parties for marketing purposes.
We may pass information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing, such as alarm installation and tasks on a client’s behalf, and providing services on our behalf (for example for employee Vetting & Screening purposes). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep all information secure and not to use it for their own direct marketing purposes.
Please be reassured that we will never release any information to third parties beyond the emergency services or approved sub-contractors for them to use for their own direct marketing purposes in any circumstance unless we are required to do so by law, for example, by a court order or for the purposes of prosecution or prevention of crime.
Due to the nature of our business, we work closely with the emergency services. The emergency services will only use such details to provide information and carry out their obligations arising from any contract entered into with us. However, we take steps to ensure that everyone’s privacy rights continue to be protected.
Stopfordian Ltd will process personal data during the duration of any contract and will continue to store only the personal data needed for a set number of years dependant on its processing purpose:-
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory or regulatory obligations (for example Security Screening Records and employment records). We will hold your personal information on our systems for as long as is necessary for the relevant activity or as long as is set out in any relevant contract agreement.
Data is stored in the United Kingdom using different (multiple) servers. Stopfordian Ltd does not store personal data outside the EEA.
You will always have a choice about whether or not you wish to receive information from us.
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: email@example.com or write to us at the address below.
You have the right to ask for a copy of the information the Company holds about you. In certain circumstances, such as where the data is no longer necessary for the purposes for which it was collected, you have a right to require us to erase all personal data held about you.
Note: There are a number of exemptions to this right, for example in relation to freedom of expression and compliance with legal obligations.
Security precautions in place to protect the loss, misuse or alteration of your information.
When you give us personal information, we take steps to ensure that it’s kept securely.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our IT Systems (soft copy information) or held securely in our offices (hard copy information).
System users. Where we have given you a password or passcode for identifying you as an authorised system user, you are responsible for keeping this password
confidential. We ask you not to share your password with anyone.
We do not analyse your personal information to create a profile of your usage or any other such as interests and preferences so that we can contact you with information relevant to you.
We may make use of the information about you in order to provide you with information that directly affects you or in the case of system users, their system.
We are concerned to protect the privacy of children aged 18 or under (although under the GDPR this is currently the under 16’s). If you are aged 18 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
At the time of publication of this Policy, our web site does not use any web site recording service. Should this change then this Policy will be updated to reflect this change.
At any point whilst Stopfordian Ltd is in possession of or processing your personal data, all data subjects have the following rights:
In the event that Stopfordian Ltd refuses your request under rights of access, we will provide you with a reason as to why which you have the right to legally challenge.
Stopfordian Ltd at your request can confirm what information it holds about you and how it is processed by emailing us at: firstname.lastname@example.org or by writing to us at the address below
Stopfordian Ltd will accept the following ID when information on your personal data is requested: a copy of your national ID card, driving license; passport; birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If Stopfordian Ltd is dissatisfied with the quality, further information may be sought before personal data can be released.
All requests should be made to the email@example.com or writing to us at the address below.
If you want to make a complaint about the way we have processed your personal information, please bring it to our attention by contacting - firstname.lastname@example.org or writing to the address below
If you do not get a response within 30 days can contact the ICO, the statutory body which oversees data protection law – www.ico.org.uk/concerns.
The Data Protection Officer Stopfordian Ltd, Lincolns View, Oak Green Stanley Green Business Park, Cheadle Hulme, SK8 6QL