What do we do with your data and why

Processing orders

• We will use your data to process any orders your make.
• We may need to pass your details onto a third party, such as a courier service to supply or deliver the products requested.
• We may keep your details for a reasonable period afterwards in order to fulfil any contractual obligations such as proof of delivery, warranty or support.
• We will enter your data into our customer database and service appointment system so that our engineers are aware of the contacts you have had with us such as service requests, queries or complaints. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best possible services.
• Please be aware that if you choose not to share your personal data we may not be able to provide some of the services you have requested.

Marketing

• Where you have an existing relationship with us for example by purchasing from us or subscribing to our newsletter we will enter data into our email marketing platform and CRM so that we can send you communications by email or post with details of products, services and news that we believe to be of interest to you.
• We will do this as part of our legitimate business interests in understanding our customers and providing the highest levels of customer service. You can opt out of these communications at any time by emailing gdpr@afss.co.uk or selecting the unsubscribe link that we include with every marketing email.
• We may use your data to send you customer survey requests to help improve our services. These survey messages will not include any promotional content.

Recruitment

Where you have applied for a job vacancy with us, we will enter your data into our recruitment tracker so that we can send you communications by email or post that we believe will be of interest to you and enable you to progress through our selection and recruitment process.

Services Messages

We will only collect the personal data that we need in order to oversee the products and services we have agreed to provide you with or to send you relevant marketing information.

• We will use your data to send you communications which are required by law or which are necessary to inform you about changes to the services we provide or other information relating to your orders.
• This may include updated price lists, changes to our contact details or factory closures due to stocktaking.
• These service messages will not contain any promotional content.

Please be assured that we will not sell or rent your information to any third parties.

How long we keep your data

Whenever we collect or process your personal data, we’ll only keep it for as long as necessary for the purpose it was collected.

At the end of the retention period, your data will be destroyed if it is no longer required for the lawful purpose(s) for which it was obtained. When you place an order, we’ll keep the personal data you give us so that we can comply with our legal and contractual obligations in relation to that order.

Who processes your personal data

All the personal data we hold about you will be processed by our own staff based in the United Kingdom. Data may also be processed by our third party suppliers as follows:

• We may share your data with third parties during the recruiting process to administer selection tests.
• We may share your data with third parties who undertake reference checks on our behalf. This will only be done with your explicit consent.
• We may share your data with subcontracted engineers so that they can provide services on our behalf. We may share your information with third party approval bodies or security clearance authorities, such as the DBS (Disclosure and Barring Service), the CTC (Counter Terrorism Check) or SENTINEL.
• We may share your information with other trusted third parties such as delivery couriers.

We will always take all the reasonable steps to ensure that your data is process securely and only provide the information that the third party requires to perform their specific services. If we stop using their services, any data held by them will either be deleted or rendered anonymous.

Where your personal data may be processed

We may need to transfer your personal data between countries to enable us to supply the goods or services you’ve requested. Wherever you are located, your personal data may be stored on servers in the UK.

For individuals geographically located within the European Economic Area (EEA) we may sometimes need to share your personal data with third parties or suppliers outside that area. Where we do this, we always ensure that your data receives the same level of protection as if it were processed within the EEA.

For individuals geographically located outside the European Economic Area (EEA) we will treat your personal data in exactly the same way as if you were located within the EEA and follow the same processes and procedures.

How we protect your personal data

We will treat your personal data with the utmost care and take all reasonable steps to protect it. Access to your personal data is strictly controlled and limited to the most relevant users only.

We regularly monitor our systems for possible vulnerabilities and to ensure that they are completely secure and up to date.

Your rights concerning your personal data

The new GDPR regulations provide you with the right to request:

• Access to the personal data we hold for you. In most cases this will be provided free of charge.
• That we amend your personal data if it is incorrect, out of date or incomplete.
• That we stop any marketing activity such as email marketing after you withdraw your consent or unsubscribe. We will always comply with your request.
• That we stop using your personal data for direct marketing or other purposes where we are contacting you on the basis of our legitimate interests. We will comply with your request unless we believe that we have a legitimate overriding reason to continue with that activity.
• That we erase all the data we hold about you.

You can find out more about your rights on the ICO website. If you want to exercise these rights, you can contact us by emailing: gdpr@afss.co.uk or by writing to us at: GDPR Team, Advanced Fire & Security Services Ltd, 18 Acorn Industrial Park, Crayford Road, Crayford, Kent, DA1 4AL

If you are not satisfied with the way that we are processing your personal data, you may lodge a complaint with the ICO. Visit the ICO website to find out more or call them on 0303 123 1113. For individuals based outside the UK you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.

How to stop the use of personal data for direct marketing

You can stop receiving direct marketing by email or post at any time.

• To opt out of emails, click the unsubscribe link at the bottom of any marketing email we send you.
• To opt out of direct mail, use the contact us page. Write ‘unsubscribe to direct mail’ in the body of the email.

Any questions

If you have any questions about our Privacy Policy that haven’t been covered in this document, please contact us. To ensure that your query is dealt with by the most appropriate person, it would be helpful if you could let us know whether you are a customer or supplier. By Post: GDPR Team, Advanced Fire & Security Services Ltd, 18 Acorn Industrial Park, Crayford Road, Crayford, Kent, DA1 4AL. By email: gdpr@afss.co.uk

Advanced Fire & Security Services Ltd may occasionally update this privacy statement. When we do, we will revise the “last updated” date at the top of the privacy statement.

If we make any material changes in the way we collect, use and/or share personal information that we collect about you, we will notify you by sending you an email at the last email address that you provided us and/or by prominently posting notice of the changes on the sites.

Last Updated: 14/09/2023