Our Privacy Policy


Updated on 20/5/2018

Introduction

This privacy policy explains the types of personal data that we may collect about you, and how we handle that data and keep it safe. This policy is relevant to you wherever you are based, whether that is in the UK, the European Economic Area (EEA) or elsewhere in the world.

Advanced Fire & Security Services Ltd is the ‘data controller’ of the personal data you provide to us. If you have any questions after reading the document, please contact us at GDPR Team, Advanced Fire & Security Services Ltd, 18 Acorn Industrial Park, Crayford Road, Crayford, Kent, DA1 4AL or email: gdpr@afss.co.uk

The lawful bases we rely on for collecting and processing your data

Contractual obligations

We may need your personal data to comply with our contractual obligations, for example to deliver services or product orders to you.

Consent

In certain circumstances we will collect and process data with your consent, for example where you do not have an existing relationship with Advanced Fire & Security Services Ltd and have subscribed to our newsletter. We will only request the data that is necessary for that particular service to which you consent.

Legitimate interests

In certain circumstances we require your data to pursue our legitimate interests in a reasonable way as part of the running of our business. For example, if you

  • Have an existing relationship with Advanced Fire & Security Services Ltd as a customer
  • Have an existing relationship with Advanced Fire & Security Services Ltd as a supplier
  • Have requested that we contact you
  • We will only process your data provided that it does not materially impact on your rights, freedom or interests. Furthermore, we will only send information that we believe is relevant to you and unlikely to cause unwarranted distress or harm.

    Vital interests

    In some cases, we many use your information to send you a critical update about a product that we have supplied. Occasionally the product manufacturers we use will issue statements in connection with fire protection and life safety, we would contact you using the legal basis of life saving/vital interests to keep you informed.

    When we collect your personal data

    We may collect information about you when:

  • Contact us by any means with a query or complaint
  • Book an appointment with us for a visit or request a site visit
  • Place an order or enquiry for products or services
  • Supply us with goods or services
  • Complete a supplier questionnaire
  • Apply for a job with Advanced Fire and Security
  • Provide us with a business card
  • Complete an online sign up form
  • What data we collect

    We will only collect the information we require in order to provide you with the service(s) you require.

  • If you purchase products or services from us, we will collect your full name, email address, telephone and mobile numbers, postal address and the delivery details that you have supplied to us.
  • If you make a call to us we may use your personal information to assist in answering your query.
  • When you return items to us under our returns policy we will collect your company name, company address, full name, email address and contact telephone number.
  • If you apply for a job with us we will collect details from your job application including your name, postal address, phone number and email address.
  • For marketing purposes, we will collect and/or use basic personal data about you such as your name, company name, work address and email address. We need to know this basic personal data in order to send you email and/or postal communications that we believe will be of interest to you and/or provide additional information in relation to the products you have purchased. We will only do this with you consent.
  • When entering into a contract to supply Advanced Fire and Security with goods or services we will collect your full name, email address, telephone and mobile numbers, postal address and the delivery details that you have supplied to us.
  • When someone visits our website, advancefireservices.co.uk, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. This information is processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
  • If you use our online contact form we will collect your full name, telephone number and email address so we can respond to your request.
  • Sensitive personal data

  • Unless otherwise agreed with you we will not collect any special categories of personal information about you.
  • 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 of information you have asked for.
  • 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.

    Service Messages

    • 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.

    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.

    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, email gdpr@afss.co.uk. Write ‘unsubscribe to mail’ in the subject line.

    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.