This policy is intended to provide information about how Dorset Fire and Security will use (or “process”) personal data about individuals including: its staff; its customers, and the employees of its customers.

This Privacy Notice applies alongside any other information that Dorset Fire and Security may provide about its use of personal data, for example when collecting data via an online or paper form.

This Privacy Notice also applies in addition to Dorset Fire and Security’ other relevant terms and conditions and policies, including:

Dorset Fire and Security Terms of Trading

Including

Anyone who works for, or acts on behalf of, Dorset Fire and Security (including staff, work experience and service providers) should also be aware of and comply with this Privacy Notice and Dorset Fire and Security Data Protection Policy for staff, which also provides further information about how personal data about those individuals will be used.

This privacy notice aims to explain:

Why Dorset Fire and Security needs to process personal data

To carry out its ordinary duties to staff and customers, Dorset Fire and Security needs to process a range of personal data about individuals as part of its daily operations.

Some of this activity Dorset Fire and Security will need to carry out to fulfil its legal rights, duties or obligations – including those under a contract with its staff, or customers.

Other uses of personal data will be made in accordance with Dorset Fire and Security’s legitimate interests, provided that these are not outweighed by the impact on individuals and provided it does not involve special category or sensitive types of data.

The types of personal data we collect and process

This may include the following categories, by way of example:

How Dorset Fire and Security collects data

Generally, Dorset Fire and Security receives personal data from the individual directly. This may be via a sales order, an application form, correspondence, submission of a CV or simply in the ordinary course of interaction or communication.

However, in some cases personal data will be supplied by third parties (for example via a business customer providing personal data of an employee to fulfil an order, or from an agency with whom an individual has provided data for the purposes of seeking employment).

The legal basis of our use of your personal data

Dorset Fire and Security identifies that personal data is used under the following legal bases:

On the basis of fulfilling our contractual obligations:

On the basis of its legitimate interests:

On the basis of meeting our legal or regulatory obligations:

On the basis of consent:

Where Dorset Fire and Security is relying on consent as a means to process personal data, any person may withdraw this consent at any time.

In addition, Dorset Fire and Security will on occasion need to process special category personal data (e.g. concerning health, ethnicity, religion, biometrics or gender) or criminal records information (such as when carrying out DBS checks) in accordance with rights or duties imposed on it by law, or from time to time by explicit consent where required. These reasons will include:

On The basis of Vital Interests:

Disclosure of your details to others

Occasionally, Dorset Fire and Security will need to share personal information relating to its operations with third parties, such as:

For the most part, personal data collected by Dorset Fire and Security will remain within the business and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis). Particularly strict rules of access apply in the context of medical records held and accessed only by the HR Manager or otherwise only with the express consent of the individual.

Finally, in accordance with Data Protection Law, some of Dorset Fire and Security’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers or cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and only in accordance with the Dorset Fire & Security’s specific directions.

How long we will keep your information for

Dorset Fire and Security will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason. Typically, the legal recommendation for how long to keep ordinary staff personnel files is up to 7 years following departure from the business. However, incident reports or medical related data may need to be kept much longer, in accordance with specific legal requirements.

We have defined retention periods for different categories of personnel data according to these principles and this information is held in Dorset Fire and Security Retention Policy.

Your rights

Individuals have various rights under Data Protection Law to access and understand personal data about them held by Dorset Fire and Security, and in some cases ask for it to be erased or amended or have it transferred to others, or for Dorset Fire and Security to stop processing it – but subject to certain exemptions and limitations.

Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation, or who has some other objection to how their personal data is used, should put their request in writing to the Data Protection Manager.

Dorset Fire and Security will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within statutory time-limits (which is one month in the case of requests for access to information).

Dorset Fire & Security will be better able to respond quickly to smaller, targeted requests for information. If the request for information is manifestly excessive or similar to previous requests, Dorset Fire and Security may ask you to reconsider, or require a proportionate fee (where Data Protection Law allows it).

The right of access is limited to your own personal data, and certain data is exempt from the right of access. This will include information which identifies other individuals, or information which is subject to legal privilege (for example legal advice given to or sought by Dorset Fire and Security, or documents prepared in connection with a legal action).

The rights under Data Protection Law belong to the individual to whom the data relates.

Access of our digital services and our use of cookies

When someone visits our website, we collect standard internet log information and details of visitor behaviour patterns. This is to allow us to monitor user behaviour and visit rates. This information is anonymous. Where we gather personal information, this will be made clear.

Our website makes use of cookies to improve your browsing experience. A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

We use cookies for the following purposes:
(a) analysis – we use cookies to help us to analyse the use and performance of our website and services; and
(b) cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally.

Where we link to third party websites, they will have their own privacy and cookies policies and it is your responsibility to review these. We cannot accept any responsibility or liability for the policies of third party websites.

Responsibility for Data Protection

The designated Data Protection Manager in Dorset Fire and Security is Vanessa Damen, Director.

The Data Protection Manager is responsible for all issues relating to Data Protection and any queries should be directed to her on [email protected] or 01202 670003

Contact us

If you have any questions about this privacy notice or our treatment of your personal data, please write to us by email or by letter to this address:

15 Factory Road,
Upton,
Poole,
Dorset.
BH16 5SN

 

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