PRIVACY POLICY

Vanguard Alarms Limited is committed to protecting your personal information and respecting your privacy and rights when it comes to information processing. Vanguard Alarms Limited is committed to maintaining compliance with current data protection legislation, any future legislation that comes into force as and when required, and to maintain transparency about how it processes personal data. Vanguard Alarms Limited processes the personal data of both its own employees and its business contacts and works to robust information security policies to ensure this data is kept secure and the risk of data breach is reduced to a minimum.

This Privacy Notice informs you how and why Vanguard Alarms Limited collects your personal information, how we process your personal information, who has access to your personal information, and details your rights as an individual to control how your personal information is processed.

By continuing to use Vanguard Alarms Limited's services you give Vanguard Alarms Limited permission to process your personal data for the purposes identified as set out within this Privacy Notice.

This Privacy Notice contains information regarding:

• LAWFUL BASIS FOR PROCESSING YOUR INFORMATION

• COLLECTION OF PERSONAL INFORMATION

• HOW VANGUARD ALARMS LIMITED USES YOUR INFORMATION

• VISITORS TO THE VANGUARD ALARMS LIMITED WEBSITE

• PEOPLE WHO CONTACT VANGUARD ALARMS LIMITED VIA SOCIAL MEDIA

• ENQUIRIES

• VANGUARD ALARMS LIMITED MAINTAINED AND MONITORED SYSTEMS

• COMMUNICATIONS

• RECRUITMENT, STAFF DETAILS AND SECURITY SCREENING

• SUBCONTRACTORS

• CCTV

• COMPLAINTS

• YOUR RIGHTS

• SUBJECT ACCESS REQUESTS

• CHANGES TO THIS PRIVACY NOTICE

• HOW TO CONTACT US

• DISCLAIMER

• LINKS TO OTHER WEBSITES

Lawful Basis for Processing Your Information

To comply with the data protection requirements of the General Data Protection Regulation (GDPR), there must be a lawful basis to collect, process and store any personal data that you provide Vanguard Laarms Limited with. For Vanguard Alarms Limited as a data controller, the lawful bases under which personal data is processed include:

1. The contractual agreement with each maintained client for the provision of security services as detailed in an individual specification and agreement. Personal information that Vanguard Alarms Limited collects during the acceptance of a proposed security system and the set-up of an annual contract will be limited to what is necessary and processed for the purposes of fulfilling its contractual obligations.

2. Any active consent you may have given Vanguard Alarms Limited to receive or access particular services where another lawful basis does not apply. You will be asked to demonstrate your consent with an affirmative action, such as ticking a box or filling in your email address.

Collection of Personal Information

When you access and browse the Vanguard Alarms Limited website and when you correspond with Vanguard Alarms Limited by phone, post or email, you may give Vanguard Alarms Limited information about yourself. This information can include your name, postal address, email address, landline and/or mobile telephone number and information about your employment (including your job title, responsibilities and employer’s details) as well as other personal information.

This Privacy Notice applies, but is not limited to, personal information that Vanguard Alarms Limited collects from:

• Visitors to the Vanguard Alarms Limited website;

• Clients requesting a quotation for security services;

• Updating of existing information such as key-holders name and/or telephone numbers;

• Renewall of maintenance and/or monitoring contracts on an annual basis

• Associated third party organisations, suppliers and subcontractors;

• complainants and other individuals in relation to a complaint or enquiry;

• Job applicants and Vanguard Alarms Limited current and former employees;

• Visitors to Vanguard Alarms Limited's Head Office (including passersby).

How Vanguard Alarms Limited Uses Your Information

Where Vanguard Alarms Limited collects personal data (for example your name, postal address or e-mail address) this information is used exclusively by Vanguard Alarms Limited for providing the services you have requested or which are detailed within your individual contract. Vanguard Alarms Limited will only pass your personal data to relevant third party organisations or individuals either as a contractual requirement, with your explicit consent, or if specifically compelled to do so by law or court order or other legitimate reason.

Unfortunately, the transmission of information via the internet is not completely secure. Although Vanguard Alarms Limited does its best to protect your personal data, it cannot guarantee the security of your data transmitted to the Vanguard Alarms Limited site; any transmission is at your own risk. Once Vanguard Alarms Limited has received your information, robust information security measures in place protect it and minimise the risk of unauthorised access.

Visitors to Vanguard Alarms Limited Website

Public Website Areas

You can visit Vanguard Alarms Limited website without revealing who you are or giving any information about yourself, except where you voluntarily choose to give Vanguard Alarms Limited your personal details via e-mail or by enquiring about any of Vanguard Alarms Limited's services. When you submit a web form, this information is sent directly to Vanguard Alarms Limited only, and is then processed as appropriate.

Cookie Policy

Cookies are small pieces of information that are stored by your browser on your computer’s hard drive. Vanguard Alarms Limited will occasionally place a cookie on the visitor’s hard drive in order to provide more user-friendly browsing or useful features to the web site visitor. Most browsers are initially set to automatically accept cookies. If you prefer, you can reconfigure your browser to reject cookies, but you may not be able to take full advantage of our website if you do so.

Google Analytics

Vanguard Alarms Limited occasionally monitors the IP addresses of visitors to assess the usage of the site and, for example, identify which pages are most popular. Vanguard Alarms Limited does not link these IP addresses to personal data such as a visitor’s name and/or e-mail address etc. The data collected in this way is completely anonymised.

With regard to each of your visits to Vanguard Alarms Limited's website, Vanguard Alarms Limited may also collect the following information:

• technical information, including the Internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating systems and platforms; and

• information about your visit, including the full Uniform Resource Locators (URL) clickstreams to, through and from Vanguard Alarms's website, information you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), methods used to browse away from that page and any phone number used to call us.

People who email Vanguard Alarms Limited

Vanguard Alarms Limited may monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People Who Contact Vanguard Alarms Limited Via Social Media

You can contact Vanguard Alarms Limited via Facebook or Twitter by direct message if you wish to enquire about Vanguard Alarms Limited services or wish to comment on a Vanguard Alarms Limited service. These communications are managed by Vanguard Alarms Limited Directors and are only ever shared internally at Vanguard Alarms Limited, either for the purpose of providing you with the information you have requested. Should Vanguard Alarms Limited wish to quote your comment with your name and company within Vanguard Alarms Limited marketing literature or on the Vanguard Alarms Limited website, you will be first contacted by the Director's of Vanguard Alarms Limited to ask for your explicit consent to do so.

Enquiries

Vanguard Alarms Limited receives enquiries about security services through the website and by telephone, post and email. Enquiries will typically require the person to enter some form of contact details to allow Vanguard Alarms Limited to follow them up.

For general enquiries, a record of the enquiry is retained by Vanguard Alarms LImited until the enquiry has been dealt with and no further follow up is needed.

Vanguard Alarms Limited Maintained and Monitored Systems

Vanguard Alarms Limited retains all information regarding a 'live' maintenance and/or monitoring contract throughout the life of the contract and then for 2 years should that contract be terminated. This includes NSI certification, equipment specification, signalling mothods, contact details, and any other information collected by Vanguard Alarms Limited as part of the individual security system requirements re3quested by the client.

All information provided to Vanguard Alarms Limited by contracted clients is treated as Confidential. This information is stored securely on Vanguard Alarms Limited's internal database and is only used for purposes related to the providing the service requested. Any financial details given have access limited to the relevant Vanguard Alarms Limited departments only.

All information collected throughout the contract, including service and maintenance reports, is also treated as Confidential and is stored securely within Vanguard Alarms Limited secure offices in Wellington.

Key-holder information is only shared with a third party with a legitimate interest in providing the security services agreed within the contract, for example the alarm receiving centre for remote monitoring of an alarm system, when necessary. Vanguard Alarms Limited may also share information with the Police if there is a lawful basis for doing so or police response is necessary to a security system, or with the NSI a part of a security system certification for insurance approval.

Communications

As part of Vanguard Alarms Limited's services to maintained and/or monitored clients public individuals and contacts from contracted companies are sent regular letters from Vanguard Alarms Limited which contain notice of renewal of contracts and the need contact Vanguard Alarms Limited to arrange an engineer attendance. You do have the option to opt out of receiving these letters at any time, but please bear in mind this will mean cancellation of your existing security services.

As part of the annual maintenance contract renewal Vanguard Alarms Limited will email clients to advise them of the pending renewal, the email will only contain specific information such as the email address it is sent to and the name of the recipient, the email is not encrypted and therefore not a means of secure correspondence, you have the choice to contrinue to receive notification this way or change to postal notification at any time.

Vanguard Alarms Limited do NOT have a marketing department and will not contact you at any time with special offers.

Recruitment, Staff Details and Security Screening

Applicants for roles at Vanguard Alarms Limited are asked to provide their personal information for the application process, including their current Curriculum Vitae and a Covering Letter, either directly or through a Recruitment Agency. This information is used solely by Vanguard Alarms LImited Directors for the purpose of assessing the applicant’s suitability for the role, leading to a possible invitation to interview.

Personal details of unsuccessful applicants are held by Vanguard Alarms Limited' Directors for a period of 6 months after the decision, for the legitimate interest of assessing eligibility for any other roles that may be more suitable. Vanguard Alarms Limited does not share this information with any other party within this time. Applicants do have the right to contact the Directors and withdraw their details at any time during the recruitment process, and the Directors will then update the records accordingly.

Vanguard Alarms Limited requires successful applicants to provide proof of identity, such as a passport or a birth certificate, to ensure the applicant is eligible to work in the UK, which is a legal requirement. Vanguard Alarms Limited also requires the applicant’s full name, contact details, home address, bank details and name and contact details of their next of kin. Vanguard Alarms Limited may also ask about any medical conditions, details of which remain strictly private and confidential for the attention of the Director's only. A Staff Details form is given in the employee file along with the contract of employment. Vanguard Alarms Limited collects personal data using this form for the purpose of setting up the employee on the payroll system, the pension scheme and to facilitate the security screening background checks. Vanguard Alarms Limited will only share the employee’s details with the third parties providing these services to allow the service provision.

The contract of employment forms Vanguard Alarms Limited's lawful basis to process employees’ personal data in order to fulfil its contractual obligations, plus any specific consent given by the employee for additional services or benefits. Information disclosed remains strictly private and confidential and under the control of the Directors, and only accessible by the Directors. Should an employee wish to enquire about the personal information Vanguard Alarms Limited holds about them, they can make a ‘subject access request’ to the Directors.

Successful applicants to Vanguard Alarms Limited are required to complete a security screening check before commencing employment with Vanguard Alarms Limited . This process is outsourced to the National Security Screening Agency Ltd (NSSA), an NSI approved screening company. The NSSA collect personal data for the purpose of carrying out background screening on behalf of Vanguard Alarms Limited employees. Successful applicants are asked to complete an NSSA security screening application form provided by the Directors. Applicants are asked to provide their current passport or a birth certificate, a driving license and a utility bill or bank statement with their current home address stated. These forms are checked and counter signed by the Directors and then forwarded to the NSSA. The NSSA will ask the applicant about their previous work experience, education, referee details, and for answers to the questions relevant to the role they have applied for. The NSSA will share the applicant’s name, date of birth and address history with third parties (the Criminal Disclosure and Barring Service and Equifax) where it is necessary to fulfill their contractual obligations to the applicant and to Vanguard Alarms Limited , and where obliged to do so by law.

Once the preliminary screening is successful, the applicant can then commence their employment with Vanguard Alarms Limited . The Directors compile a separate file relating to their employment containing the documentation listed above. The information contained in this is kept in a secure location within our offices in Wellington and only used for purposes directly relevant to that person’s employment.

If the employment is terminated or an employee resigns, Vanguard Alarms Limited retains both the security screening and employee file for each individual file for 7 years before destruction. Vanguard Alarms Limited will inform any third parties processing the data to remove it subject to data protection requirements.

Subcontractors

Subcontracted auditors (NSI) and alarm receiving centre operatives are subject to the same screening process as Vanguard Alarms Limited employees.

CCTV and Visitors

Vanguard Alarms Limited has CCTV cameras installed around the Head Office in Wellington for the purposes of crime prevention and public safety. Vanguard Alarms Limited staff, visitors to Vanguard Alarms Limited or passersby may be recorded on these cameras. The footage is stored by Vanguard Alarms Limited for a limited time before it is overwritten. Vanguard Alarms Limited may monitor the footage in the event of a security breach. Vanguard Alarms Limited will only ever share the footage with the local Police force in the event of a criminal investigation. The contact number for CCTV enquiries is stated on signage around the building.

Visitors to Vanguard Alarms Limited are asked to sign in using the Visitors Book in the Reception area. Information requested includes name, company and vehicle registration. In the unlikely event of a fire, this information is used to perform a roll call and ensure all visitors have evacuated the building. The Vanguard Alarms Limited car park is private property and is available for use by Vanguard Alarms Limited staff, visitors, occupants of adjoining offices within the office building and by providing your registration number Vanguard Alarms Limited is able to identify your vehicle. This information remains at Vanguard Alarms Limited Head Office and is not shared with any other party.

Complaints

Vanguard Alarms Limited occasionally receives complaints from contracted and/or non contracted clients. A complaint to Vanguard Alarms Limited can be lodged via telephone or email.

Details about complaints made and the parties involved are stored securely in Vanguard Alarms Limited's secure office in Wellington. It may be necessary to share the contact details of the complainant with the parties involved or with other relevant bodies in order to progress the complaint. Vanguard Alarms Limited will gain authorisation from the complainant before passing any Confidential information or personal data to other parties

Vanguard Alarms Limited takes any complaints received about collection and use of personal data very seriously and encourages people to bring to its attention any collection or use of information they think is unfair, misleading or inappropriate.

Complaint details are retained for 7 years before destruction in case of any further proceedings.

Your Rights

Under the General Data Protection Regulation (GDPR) and the Data Protection Act 1998 (DPA), Vanguard Alarms Limited recognises and respects that you have rights as an individual providing personal data:

• You have the right to know exactly how your personal data will be processed by Vanguard Alarms Limited . Vanguard Alarms Limited commits to processing your data fairly, lawfully and transparently, details of which are set out in this Privacy Notice.

• You have the right to request access to the personal data that Vanguard Alarms Limited holds about you.

• You have the right to request changes to the data held about you if the data is incorrect or requires additional information.

• You have the right to request erasure of your data or the right to be forgotten completely, where there is no legitimate reason for your data to continue to be processed.

• You have the right to request that processing of your data is restricted so that the data remains stored but is not further processed by Vanguard Alarms Limited .

• You have the right to request a copy of your data in a portable format.

• You have the right to object to your data being processed, if the processing is for a legitimate interest without compelling grounds, or for direct marketing.

You may notify Vanguard Alarms Limited of any request to change how your personal data is processed or to update your records by telephone, email or post.

Vanguard Alarms Limited retains the right to continue processing personal data if there are compelling legitimate grounds for the processing, which override the interests, rights and freedoms of the individual, or the processing is for the establishment, exercise or defense of legal claims.

Please note: should you choose to erase your data or restrict how your data is processed, this may affect your contract and your awareness of important information and updates.

Subject Access Requests

If you wish to make a free Subject Access Request to access a copy of the personal data Vanguard Alarms Limited stores about you, or understand how it is processed and why, please follow the instructions below:

1. Contact Vanguard Alarms Limited Head Office contact (email preferred).

2. Include details of your request – which information about you do you wish to have access to?

3. Provide sufficient evidence about yourself for Vanguard Alarms Limited to verify your identity. (Vanguard Alarms Limited may have to contact you otherwise.)

Vanguard Alarms Limited will deal with your request without undue delay, within 1 month of the receipt of your request. Vanguard Alarms Limited will notify you if it is unable to provide the information within 1 month, detailing the likely timescale. If Vanguard Alarms Limited is unable to grant you access to your data for a specific reason you will be notified immediately. In certain circumstances, such as where a large amount of data is requested which may require extensive time or resource to gather and collate the data, Vanguard Alarms Limited reserves the right to charge a fee to account for this activity.

Changes to this Privacy Notice

This Privacy Notice is regularly reviewed and may change from time to time. This Privacy Notice was last updated on the 11th May 2018.

How to contact us

If you wish to contact Vanguard Alarms Limited for further information about this Privacy Notice, you can call,email us or write to us at:

Vanguard Alarms Limited, 2 Haygate Road, Wellington, Shropshire, TF1 1SG.

E: vanguardalarms@ic24.net T: 01952 260105

Disclaimer

This Privacy Notice does not provide exhaustive detail of all aspects of Vanguard Alarms Limited collection and use of personal information. However, Vanguard Alarms Limited is happy to provide any additional information or explanation needed when requested.

Vanguard Alarms Limited makes every effort to ensure that the information provided on its website is accurate and current. However, it cannot guarantee this and cannot accept responsibility for any errors, omissions, misstatements or mistakes on the website. Anyone becoming aware of such matters is requested to notify Vanguard Alarms Limited in writing or by e-mail.

Links to Other Websites

This Privacy Notice does not cover the links within this site linking to other websites, or the content of those sites. Vanguard Alarms Limited encourages you to read the privacy statements on the other websites you visit.

Copyright

This website, including textual content and logos are copyright protected, except where it is specifically stated to the contrary. If you have any questions about copyright, please contact us.