Last updated: 03/12/2025

This Privacy Policy explains how Safe Security NI (“we”, “us”, “our”) collects, uses, and protects your personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

If you have any questions about this policy or how we handle your data, please contact us:

Safe Security NI
Curran House
155 Northumberland Street
Belfast
BT13 2JF
Tel: 02896 949999

1. Who we are

We provide security-related services in Northern Ireland and the wider UK. For the purposes of data protection law, we are the data controller of the personal data we collect and process about you.

2. How we collect your personal data

We may collect personal data about you in the following ways, for example:

  • When you use our Website or contact us via online forms.

  • When you contact us by phone, email, post or in person.

  • When you engage us to provide security services or request a quotation.

  • When you sign up to receive updates or marketing communications.

  • When you apply for a job with us.

  • [If applicable] Through operational activities, such as security patrols, access control logs or CCTV monitoring at client sites.

3. Types of personal data we may collect

Depending on your relationship with us and how you interact with us, the personal data we may collect includes:

  • Contact details – name, job title, company, address, telephone number, email address.

  • Account and service details – information relating to enquiries, quotations, service contracts and security arrangements.

  • Communication data – records of communications with you (emails, notes of phone calls, contact form submissions).

  • Website usage data – IP address, device information, browser type, pages visited, and other analytics information, collected via cookies and similar technologies (see our Cookie Policy).

  • Marketing preferences – your preferences for receiving marketing communications from us.

  • Recruitment data (for job applicants) – CVs, employment history, qualifications, right-to-work information, interview notes and references.

  • Financial data – limited payment-related information where necessary (for example, business bank details for invoicing).

  • [If applicable] CCTV and security data – images and recordings captured by CCTV or other security systems at sites where we operate, along with incident logs and access control records.

We do not typically collect special category data (such as health information) unless it is necessary for a specific purpose and permitted by law. If we do, we will explain why and how it will be used at the time.

4. Purposes and lawful bases for processing

We will only use your personal data where we have a lawful basis for doing so. The main purposes and legal bases are:

  1. To respond to enquiries and provide quotations

    • To answer your questions, provide information about our services, and prepare quotations.

    • Lawful basis: legitimate interests (responding to enquiries and growing our business) and/or steps taken at your request before entering into a contract.

  2. To provide our security services and manage client relationships

    • To deliver, manage and administer contracts for security services.

    • Lawful basis: performance of a contract and/or legitimate interests in managing our business and service delivery.

  3. To manage our Website and improve user experience

    • To operate the Website, monitor performance and usage, troubleshoot issues and improve content and layout.

    • Lawful basis: legitimate interests in running an effective and secure website; consent for non-essential cookies.

  4. To send marketing communications

    • To provide you with information about our services, news, or events that may be of interest to you (where permitted by law).

    • Lawful basis: consent (where required) or legitimate interests (business-to-business marketing). You can opt out at any time.

  5. To manage recruitment and job applications

    • To assess your suitability for a role, contact you during the recruitment process and retain records where appropriate.

    • Lawful basis: legitimate interests in hiring staff and, where necessary, legal obligations (e.g. right-to-work checks).

  6. To comply with legal and regulatory obligations

    • For example, tax and accounting requirements, record-keeping, and responding to lawful requests from public authorities.

    • Lawful basis: legal obligation.

  7. [If applicable] To protect people and property through security operations and CCTV monitoring

    • To deter and investigate incidents, protect staff, visitors, clients and property, and support law-enforcement where necessary.

    • Lawful basis: legitimate interests in maintaining security and safety, and in some cases legal obligation.

5. Sharing your personal data

We may share your personal data with:

  • Service providers who support our business operations (for example, IT providers, website hosts, email and communication platforms, professional advisers such as accountants or lawyers).

  • Business partners and subcontractors, where necessary to deliver security services to you or your organisation.

  • Regulators, law-enforcement agencies and other authorities, where required by law or to protect our legal rights, people and property.

  • Potential buyers or investors, as part of a business sale, merger or restructuring (in which case personal data will be shared only as necessary and subject to appropriate safeguards).

We do not sell your personal data to third parties.

6. International transfers

Our core operations are based in the UK. However, some of our service providers may be located outside the UK or may use servers based overseas. Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place (such as UK adequacy regulations or standard contractual clauses) to protect your data in line with data protection laws.

7. How long we keep your data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting or reporting requirements. Retention periods may vary depending on the type of data and our obligations, but in general:

  • Enquiry and contact data is typically kept for up to 3 years from last contact.

  • Client and contract-related data is generally kept for 6 years after the end of the contract (or longer where required by law).

  • Recruitment data is typically kept for up to 6–12 months for unsuccessful candidates, unless you agree we may keep it longer.

  • CCTV and security recordings (if applicable) are normally retained for a short period (for example, up to 30 days) unless required longer for investigation or legal purposes.

We may keep anonymised or aggregated data (which no longer identifies you) for longer for statistical or analytical purposes.

8. How we protect your data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse or disclosure. These measures may include secure systems, access controls, staff training, and policies and procedures designed to safeguard your information.

However, no system can be completely secure, and we cannot guarantee the security of data transmitted over the internet. Any transmission is at your own risk.

9. Your rights

Under UK data protection law, you have certain rights in relation to your personal data. These may include the right to:

  • Access your personal data and obtain a copy.

  • Correct inaccurate or incomplete data.

  • Erase your data in certain circumstances (“right to be forgotten”).

  • Restrict or limit how we use your data in certain situations.

  • Object to our processing of your data, particularly where we rely on legitimate interests or use your data for direct marketing.

  • Data portability – to receive your data in a structured, commonly used, machine-readable format, and/or have it transmitted to another controller where technically feasible.

  • Withdraw consent at any time, where processing is based on your consent. Withdrawal does not affect the lawfulness of processing before consent was withdrawn.

To exercise any of these rights, please contact us using the contact details above. We may need to verify your identity before fulfilling your request.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. Further information is available on the ICO website.

10. Marketing communications

If you no longer wish to receive marketing communications from us, you can opt out at any time by:

  • Clicking the “unsubscribe” link (if available) in emails; or

  • Contacting us using the details above and stating that you wish to opt out of marketing.

11. Third-party websites

Our Website may contain links to third-party websites, plug-ins or services. We are not responsible for the privacy practices of those third parties. We encourage you to read the privacy policies of every website you visit.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this policy regularly so you are aware of how we use your personal data.