Privacy Policy 

London Fire Solutions Limited is committed to protecting and respecting your privacy. This policy explains how any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our approach to data protection, privacy and practices regarding your personal data including how we will treat it. The rules on processing of personal data are set out in the General Data Protection Regulation 2016 (the “GDPR”).

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Definitions

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Data controller - A controller determines the purposes and means of processing personal data.

 

Data processor - A processor is responsible for processing personal data on behalf of a controller.

 

Data subject – Natural living person.

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Categories of data: Personal data and special categories of personal data. The General Data Protection Regulations 2016 apply to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 4 of GDPR). For example, name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.

 

Special categories personal data - The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.

 

Processing - means any operation or set of operations which is performed on personal data or on sets of personal data. This includes whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

 

Third party - means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

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1. Who are we?​

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London Fire Solutions is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are  London Fire Solutions, Pentland House, Saracen Close, Gillingham, Kent, ME8 0QN.

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2. The purpose(s) of processing your personal data.

 

We use your personal data for the purpose of contractual and legitimate interests with regard to production and management of services and goods supplied from us and payment of those goods and services.

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3. The categories of personal data concerned.

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With reference to the categories of personal data described in the definitions section, we process the following categories of your data:

 

- Contact information - Name, email address, telephone number, address, limited personal information notes.

 

- Invoice information - Details of invoices, payments, bank details, financial information and contact information.

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4. What is our legal basis for processing your personal data?

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Our lawful basis for processing your general personal data:

 

- Processing necessary information for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract (e.g. provide a quote).

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- Processing is necessary for compliance with a legal obligation to which the data controller is subject.

 

5. Sharing your personal data.

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Your personal data will be treated as strictly confidential and will be shared only within London Fire Solutions LTD.

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6. How long do we keep your personal data?

 

We keep your personal data for contract (contact details) and legal reasons (finance information). We keep contact information for legitimate reasons thereafter according to or as required for the performance of contract or as required by current UK statutory requirements.

 

7. Providing us with your personal data.

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We require your personal data to enable us to contact you regarding further provision of services and goods as well as for legal reasons, such as to fulfil HMRC requirements.

 

8. Your rights and your personal data.

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Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

 

- The right to request a copy of the personal data which we hold about you;

- The right to request that we correct any personal data if it is found to be inaccurate or out of date;

- The right to request your personal data is erased where it is no longer necessary to retain such data;

- The right to withdraw your consent to the processing at any time, where consent was your lawful basis for processing the data;

- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);

- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).

 

9. How we protect your data

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- Our staff are required to carry out Data Protection training both at the start of their employment but also regular refreshers.

- We carry out internal audits including the security of data alongside the ways in which it is processed.

- We are constantly reviewing our processes as well as improvements in technology to ensure that any gaps are resolved efficiently

 

10. Transfer of Data Abroad.

 

We do not transfer personal data outside the EEA.

 

11. Automated Decision Making.

 

We do not use any form of automated decision making in our business.

 

12. Further processing.

 

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

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13. Breaches of data.

 

We take appropriate measures against unauthorised or unlawful processing and against accidental loss, destruction of or damage to personal data, but if such a breach does occur we will follow GDPR guidance as follows:

 

The GDPR introduces a duty on all organisations to report certain types of personal data breach to the relevant supervisory authority. We will do this within 72 hours of becoming aware of the breach, where feasible.

 

- If the breach is likely to result in a high risk of adversely affecting individuals’ rights and freedoms, we will also inform those individuals without undue delay.

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- We will ensure we have robust breach detection, investigation and internal reporting procedures in place. This will facilitate decision-making about whether or not we need to notify the relevant supervisory authority and the affected individuals.

 

- We will also keep a record of any personal data breaches, regardless of whether we are required to notify.

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14. Changes to our privacy policy.

 

Any changes we may make to our privacy policy in the future will be posted on our web page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

 

15. How to make a complaint.

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To exercise all relevant rights, queries or complaints please write to us London Fire Solutions, Pentland House, Saracen Close, Gillingham, Kent, ME8 0QN.

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Alternatively, you can email at DPO@lfsfire.co.uk

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If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 0303 1231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

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Managing Director, Jim Hannon

Date: 28 August 2024

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