As part of our activities, Anglia Security Services will collect store and process personal information about our clients, employees, suppliers and other third parties. Anglia Security Services is committed to ensuring that personal data is stored and processed correctly in line with the General Data Protection Regulation (GDPR) and The Data Protection Act 2018. This policy will outline how we store and process information to comply with the requirements of this legislation.
Information that we collect
We collect, store and process a variety of personal information, examples of these are:
- Identity data such as your name, address, date of birth, gender, telephone numbers and email addresses. Information about your marital status, next of kin, dependants and emergency contacts.
- Employment information such as details of previous employers, start and end dates of employment and employment and personal references.
- Details of your nationality and entitlement to work in the UK including visa and leave to remain information.
- Personal financial data such as bank details including account numbers, sort codes and national insurance numbers.
- Information about medical or health conditions, including whether you have a disability for which the company needs to make reasonable adjustments.
- Company data such as names, addresses, direct dial telephone numbers and email addresses.
- Financial data such as bank details and credit card details for invoicing purposes.
How the information is collected
Information is collected in a variety of ways such as application forms, CV’s, and identity documents such as passports, driving licences and utility bills. Personal information can also be collected from third parties such as employment references, credit checks, background checks and criminal record checks.
Client data is collected from a variety of sources such as contracts, invoices, correspondence via phone and email and details included in site specific documents such as initial site inspections, assignment instructions and risk assessments.
How the information is stored
Client and employee information is kept securely on our company server and backed up with cloud-based software which is password protected, encrypted and has two factor verification. Data is also stored in the company email account and in employee personal files.
Why is information processed by the company?
Information has to be processed by the company for a variety of reasons such as setting up client and employments contracts, managing health and safety, payment and renumeration, and for marketing purposes – specific examples are listed below:
- Recruiting and remunerating staff
- Managing disciplinary procedures.
- Processing invoices and other fees and charges.
- Responding to legal claims and claims by government departments such as the Health & Safety Executive and HM Revenue and Customs.
- Obtaining occupational health information for potential and current staff.
- Keeping records of leave including annual, maternity / paternity and sickness leave.
- For background credit, criminal and employment checks.
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations, such as those in relation to employees with disabilities.
Who has access to the data?
The company directors have principal access, and information is shared internally. The information may also be shared with third parties, for example in pre-employment credit and reference checks, payroll information is shared with our accountants and information may be shared, upon request, with government agencies. Information will only be shared with the express consent of our clients, customers or employees, to whom the information pertains.
How does the company protect data?
The company has a series of policies and procedures to ensure data is not lost, misused or disclosed. Employees will only utilise data as necessary in the course of their duties. Data is shared with third parties on the condition that sufficient policies and procedures are in place to ensure the confidentiality of any data shared. Client and Employee information will be retained during the contract period and period of employment and seven years thereafter for the purpose of defending any legal proceedings.
We have a number of methods of securing information as listed below:
- Firewalls and encryption
- Network security
- Secure lockable desks and cupboards
- Methods of disposal – Paper copies of information are either securely shredded or incinerated.
- Training for staff in the importance of data security.
What If You Cannot or Will Not Provide Us with Your Personal Information?
It is a contractual requirement for you to provide us with certain information, namely your name, business address, phone number and email address. During the contract process you will be required to provide invoice information to the contract. If you do not provide with payment detail information, we may be unable to enter into a contract and process the contract and deliver the services to you. If employees are unable to provide information relating to the application process or for payroll or pensions purposes, we will be unable to make an offer of employment or may result in the termination of employment.
Anglia Security Services Limited
0800 731 0363
Message from the Managing Director
In my experience, the quality of service that is provided within the security industry varies wildly between each company. It can be difficult for many companies to find a service which fits their needs. With this in mind, I have strived to build a company which offers the very best service to clients. We incorporate the current ethos of the security industry, together with cutting edge technology, first class employees and a clear focus on providing the best service to protect people, premises and the property of our customers. Our impressive portfolio of clients, past and present, are happy to endorse the quality of our work.
Lloyd Thompson, Managing Director