GBSG Ltd is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.
Throughout this document, we will refer to GBSG – this includes GBSG Ltd, GB Monitoring and GBSG Guarding Ltd. This policy relates to all of the above-mentioned companies – referred to as GBSG.
We will continue to communicate with you via: email, telephone, post and SMS in order to deliver and inform you about the vital services we provide. We ensure that all of our data meets the criteria of the General Data Protection Regulation, which comes into force in May 2018. You have the choice as to whether you want to receive these messages and are able to select how you want to receive them (email, phone, SMS or post).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact our marketing team by emailing firstname.lastname@example.org writing to GBSG Ltd, Security House,
High Street, Donington, Spalding, Lincolnshire PE11 4TA or telephoning 01775 821100 (Lines open 8am – 5pm, Mon – Fri).
We will never sell your personal data and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Any questions you have in relation to this policy or how we use your personal data should be sent to email@example.com or addressed to The Data Protection Officer, GBSG Ltd, Security House, High Street, Donington, Spalding, Lincolnshire PE11 4TA or telephoning 01775 821100 (Lines open 8am – 5pm, Mon – Fri).
2. ABOUT US
Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by GBSG Ltd (company registration no. 01772597. GBSG is based at Security House, High Street, Donington, Spalding, Lincolnshire PE11 4TA. For the purposes of data protection law, GBSG will be the controller.
3. WHAT INFORMATION WE COLLECT
Personal data you provide
We collect data you provide to us. This includes information you give when making an enquiry, placing an order or communicating with us. For example:
- personal details (name, email, address, telephone etc.) when you contact us and get a quote or site survey
- financial information (payment information such as credit/debit card or direct debit details. Please see section 8 for more information on payment security); and
- details of your interests and preferences (such as types of system or solution, your communications preferences, or details about a specific area of security or safety).
Information created by your involvement with GBSG
Your activities and involvement with GBSG will result in personal data being created. This could include details of systems we have quoted for or specific information such as a drawing of your site or property.
Information we generate
We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with us we may be able to build a profile which helps us decide which of our communications are likely to interest you. Section 6 (Research and profiling) contains more information about how we use information for profiling and targeted advertising.
Information from third parties
We sometimes receive personal data about individuals from third parties. For example, if we are working with another organisation to provide you with keyholding or monitoring services). Also, as explained in Section 11 (Cookies and links to other sites), we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
We may share your information with a third party, who can provide you with a complimentary service. For example, a supplier of fire extinguishers. We will only pass on your details if we have gained your consent. Section 4 (Disclosing and sharing data) contains more information about how we share information.
Sensitive personal data
We do not normally collect or store sensitive personal data. However, there are some situations where this will occur (e.g. if you have an accident on one of our sites). If this does occur, we’ll take extra care to ensure your privacy rights are protected. This type of data is held securely away from our main customer database.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff then we’ll keep a record of this (which may include personal data and sensitive personal data).
3. HOW WE USE INFORMATION
We only ever use your personal data, where it is necessary in order to:
- enter into, or perform, our contract with you
- comply with a legal duty
- protect your vital interests
- for our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
We use personal data to communicate with people, to promote GBSG and to ensure that we are delivering effective services. This may include keeping you up to date with our news, industry news, new technologies and business critical information. For further information on this please see Section 5 (Marketing).
We use personal data for administrative purposes (i.e. to carry out our purpose of providing fire safety and security systems, monitoring, patrols and guarding). This includes:
- administering your account
- sending you requested product or service information
- receiving payments (e.g. direct debits or credit-card payments)
- maintaining databases of our customers and potential customers, who we believe can legitimately benefit from our business services
- performing our obligations under the terms and conditions of our contracts
- fulfilling orders for goods or services
- helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
Internal research and analysis
We may use your information to provide you with better products or services. We may also contact you for market research purposes. This may be by email, phone or mail. We may use the information to customise the website according to your interests. We may also use this information to help us provide a better experience (e.g. through more relevant communications).
Customer research and profiling
We evaluate, categorise and profile personal data in order to tailor materials, services and communications (including targeted advertising) and to prevent unwanted material from filling up your inbox. This also helps us understand our customers and improve our organisation. Further information on profiling can be found in Section 6 (Research and profiling).
4. DISCLOSING AND SHARING DATA
We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third-party products and services, but these communications will always come from GBSG and are usually incorporated into our own marketing materials (e.g. advertisements or letters).
We may share personal data with subcontractors or suppliers who provide us with services. For example, couriers. However, these activities will be carried out under a contract which imposes strict requirements on our supplier to keep your information confidential and secure.
We send customers and potential customers marketing information that is of legitimate interest. We share this information in order to provide customers with relevant products and services. We allow customers to easily opt-out of marketing communications, should our services and products no longer be relevant. This includes all our marketing communications (the term marketing is broadly defined and, for instance, covers information about security, fire safety and GBSG as a company).
This means you’ll have the choice as to whether you want to receive messages that are not related to an existing service that we deliver for you. You are also able to select how you want to receive information, by stating your preference (post, phone, email, text).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact the Marketing team by emailing: firstname.lastname@example.org or writing to GBSG Ltd, Security House,
High Street, Donington, Spalding, Lincolnshire PE11 4TA or telephoning 01775 821100 (Lines open 8am – 5pm, Mon – Fri).
What does ‘marketing’ mean?
Marketing does not just mean offering things for sale, but also includes news and information about:
- our company and services
- our events and activities
- relevant industry information
- advances and changes in technology that could affect you and or your business
- changes in government policy
- products, services and offers (our own, and those of third parties which may interest you)
When you receive a communication, we may collect information about you, respond to or interact with that communication and this may affect how we communicate with you in future.
Newsletters and brochures
Newsletters and brochures are provided as a benefit to our customers. We send these out to relevant customers and potential customers (unless you specifically ask us not to) and you can choose to unsubscribe from our newsletters and brochures.
6. RESEARCH AND PROFILING
This section explains how and why we use personal data to build profiles which enable us to understand our customers, improve our relationship with them, and provide a better customer experience.
Analysis and grouping
We analyse our customer information to determine common characteristics and preferences. We do this by assessing various types of information including behaviour (e.g. previous responses) or demographic information (e.g. location).
By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications, products, and information which is most important to them. This helps prevent your inbox from filling up, and also means we only contact people with information which is relevant to them.
Profiling to help us understand our customers
We profile customers in terms of the type of product that you might need or the type of business that you run. This information helps us to ensure communications are relevant and timely.
We collect information on preferences and interests (e.g. CCTV or fire systems) so that we know what material you are mostly likely to be interested in.
We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as identifying trends or patterns within our existing customer base. This information helps inform our actions and improve our campaigns, products/services and materials.
8. HOW WE PROTECT DATA
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.
If you use a credit card to make a payment, we only use these details for that payment and any copies of detail are then immediately destroyed. For your safety, we also only take payments over a secure non-recorded line. We keep a copy of your direct debit details as this forms part of the financial agreement that we have with you. This is kept securely within our Opera payments system. GBSG complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council and will never store card details.
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
Our premises have CCTV and you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and GBSG. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review CCTV will be recorded over.
GBSG complies with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices so you know when CCTV is in use.
Where we store information
GBSG’s operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do if your data is adequately protected.
For example, some of our systems use Microsoft products. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected (as Microsoft is certified under the USA’s Privacy Shield scheme).
We will retain your information for as long as your account is active, your information is needed to provide you services, to fulfil our legal obligations, or for so long as it is required for the purposes it was collected for. If you wish to delete your account or request that we no longer use your information to provide you services contact us at email@example.com. We will respond to your request within 30 days. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
How long we store information
If you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed).
We continually review what information we hold and delete what is no longer required. We never store payment card information.
10. KEEPING YOU IN CONTROL
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as a subject access request)
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason)
- the right to have inaccurate data rectified
- the right to object to your data being used for marketing or profiling; and
- where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
You have the right to access and correct or delete your personal information and privacy preferences at any time. If you would like further information on your rights or wish to exercise them, please write to our firstname.lastname@example.org email or to The Data Protection Officer, GBSG Ltd, Security House, High Street, Donington, Spalding, Lincolnshire PE11 4TA or telephoning 01775 821100 (Lines open 8am – 5pm, Mon – Fri).
You can complain to GBSG directly by contacting our data protection officer using the details set out above. If you wish to make a complaint which does not directly relate to your data protection and privacy rights, you can do so in accordance with our company’s complaint policy.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
11. COOKIES AND LINKS TO OTHER SITES
Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to shop online). Further information can be found in our Cookies Policy at http://www.gbsg.co.uk/cookies-on-our-site.
Links to other sites
Our website contains hyperlinks to other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the 'Contact us' link at the top of the page).
When purchasing goods or services from any of the businesses you will be entering into a contract with them