Sitewatch Fire and Surveillance Ltd
Sitewatch Fire and Surveillance Ltd
 
+44 (0)121 561 1214
welcome

Privacy Notice

Last Updated: 1st May 2018

SITEWATCH is a privately owned Installer and Maintainer of security and fire protection systems in the UK. SITEWATCH operates from a central Head Office in Halesowen, with two further satellite branches at Sandbach and Swindon.

SITEWATCH is committed to protecting your personal information and respecting your privacy and rights when it comes to information processing. SITEWATCH 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. SITEWATCH 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 SITEWATCH collects your personal information, how SITEWATCH processes 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 SITEWATCH’s services you give SITEWATCH 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 SITEWATCH USES YOUR INFORMATION

  • VISITORS TO THE SITEWATCH WEBSITE

  • PEOPLE WHO CONTACT SITEWATCH VIA SOCIAL MEDIA

  • ENQUIRIES

  • SITEWATCH APPROVED AND APPLICANT COMPANIES

  • COMMUNICATIONS

  • PEOPLE WHO USE SITEWATCH SERVICES

  • RECRUITMENT, STAFF DETAILS AND SECURITY SCREENING

  • BOARD, SUBCONTRACTORS AND COMMITTEE MEMBERS

  • 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 basisto collect process and store any personal data that you provide SITEWATCH with. For SITEWATCH as a data controller, the lawful bases under which personal data is processed include:

  1. Thecontractual agreement with employees and customers for employment and services we provide for installation or maintenance. Personal information that SITEWATCH collects during new and existing contracts processes will be limited to what is necessary and processed for the purposes of fulfilling its contractual obligations. See the ‘SITEWATCH approved and applicant companies’ section below.

  2. Where the processing is necessary for the purposes of legitimate interestspursued by SITEWATCH or by yourselves as a third party. For example, SITEWATCH may occasionally send out communications using your contact details that are of specific importance to our clients, including mail shots and customer feedback forms. See the ‘Communications’ section below. (Where such interests are overridden by your interests or fundamental rights and freedoms, SITEWATCH will instead ask for your consent.)

  3. Any active consentyou may have given SITEWATCH 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 SITEWATCH website and when you correspond with SITEWATCH by phone, post or email, you may give SITEWATCH 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 SITEWATCH collects from:

  • visitors to the SITEWATCH website;

  • Enquiries for new and additional works;

  • Associated third party organisations, stakeholders, suppliers and subcontractors;

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

  • Individuals who use SITEWATCH services

  • Job applicants and SITEWATCH current and former employees;

  • Visitors to the SITEWATCH Offices (including passersby).

How SITEWATCH uses your information

Where SITEWATCH collects personal data (for example your name, postal address or e-mail address) this information is used exclusively by SITEWATCH for providing the services you have requested or which are detailed within your service contract, or for controlling access to restricted areas. SITEWATCH 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 SITEWATCH does its best to protect your personal data, it cannot guarantee the security of your data transmitted to the SITEWATCH site; any transmission is at your own risk. Once SITEWATCH has received your information, robust information security measures are in place protect it and minimise the risk of unauthorised access.

Visitors to the SITEWATCH Website

Public Website Areas

You can visit the SITEWATCH website without revealing who you are or giving any information about yourself, except where you voluntarily choose to give SITEWATCH your personal details via e-mail or by enquiring about any of SITEWATCH’s services.

Secure Website Areas

If you register to use the password protected areas of the website, you will be asked to provide SITEWATCH with certain data about yourself, such as your email address. This data is used to help control access to these protected areas, managed securely by SITEWATCH.

Website Forms

In order to access certain services on the SITEWATCH website you may be required to fill in a web form which includes completing your personal details. When you submit a web form, this information is sent directly to SITEWATCH 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. SITEWATCH 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

SITEWATCH occasionally monitors the IP addresses of visitors to assess the usage of the site and, for example, identify which pages are most popular. SITEWATCH 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 SITEWATCH’s website, SITEWATCH 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 SITEWATCH’s websites, 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 SITEWATCH

SITEWATCH 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 SITEWATCH via social media

You can contact SITEWATCH via Facebook, Twitter, Linked In, Pinterest or YouTube by direct message if you wish to enquire about SITEWATCH services or wish to comment on SITEWATCH services. These communications are managed by SITEWATCH’s Marketing department and are only ever shared internally at SITEWATCH, either for the purpose of providing you with the information you have requested, or directing you to an Applications Advisor if you wish to become an approved company. Should SITEWATCH wish to quote your comment with your name and company within SITEWATCH marketing literature or on the SITEWATCH website, you will be first contacted by the SITEWATCH Marketing department to ask for your explicit consent to do so.

Enquiries

SITEWATCH receives enquiries for new, additional work, job opportunities and other 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 SITEWATCH to follow them up.

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


SITEWATCH Customers and employees

SITEWATCH retains all information regarding enquiries and contracts throughout the life of the approval and then for 7 years should that contract cease. This includes audit records, contact details, and any other information collected by SITEWATCH as part of our accreditation.

Allinformation provided to SITEWATCH by customers and employees is treated as Confidential. This information is stored securely on SITEWATCH’s internal database and is only used for purposes as required by law and screening purposes. Any financial details given have access limited to the relevant SITEWATCH departments only.

Communications

SITEWATCH’s Marketing department may, from time to time, send marketing emails or invitations to participate in surveys or certain activities in the company’s interest. You may unsubscribe from these emails if you wish using the link at the bottom of the email.

Customers who use SITEWATCH services

Clients Information.

SITEWATCH retains a full record of each Client specification, including certificate of Compliance issued, including name and address details of the end user. All records of the clients are held securely on the SITEWATCH database with a hard copy in secure filing rooms. Any personal data referenced will not be shared or processed otherwise by SITEWATCH unless required for ARC connection purposes and to obtain Police response.

Recruitment, Staff Details and Security Screening

Applicants for roles at SITEWATCH 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 SITEWATCH management 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 the SITEWATCH HR Manager 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. SITEWATCH does not share this information with any other party within this time. Applicants do have the right to contact the HR Manager and withdraw their details at any time during the recruitment process, and the HR Manager will then update the records accordingly.

SITEWATCH 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.  SITEWATCH also requires the applicant’s full name, contact details, home address, bank details and name and contact details of their next of kin. SITEWATCH may also ask about any medical conditions, details of which remain strictly private and confidential for the attention of the SITEWATCH HR Manager only. A Staff Details form is given in the new starter pack along with the contract of employment. SITEWATCH 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. SITEWATCH will only share the employee’s details with the third parties providing these services to allow the service provision.

The contract of employment forms SITEWATCH’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 SITEWATCH HR Manager, and only accessible by the MD, Operations Director and QA and HR Manager. Should an employee wish to enquire about the personal information SITEWATCH holds about them, they can make a ‘subject access request’ to the HR Manager.

Successful applicants to SITEWATCH are required to complete a security screening check before commencing employment with SITEWATCH. This process is outsourced to Sanctis a SITEWATCH approved screening company. The Sanctis collect personal data for the purpose of carrying out background screening on behalf of SITEWATCH employees. Successful applicants are asked to complete a Sanctis security screening application form provided by the SITEWATCH HR Manager. 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 SITEWATCH HR Manager and then forwarded to the Sanctis. Sanctis 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. Sanctis 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 SITEWATCH, and where obliged to do so by law.

Once the preliminary screening is successful, the applicant can then commence their employment with SITEWATCH. The SITEWATCH HR Manager compiles a separate file relating to their employment containing the documentation listed above. Please note this file is kept separately to the employee’s HR file. The information contained in this is kept in a secure location and is password protected by the SITEWATCH HR Manager and only used for purposes directly relevant to that person’s employment.

Information is also passed onto West Midlands Police where an Appendix C form is completed by the potential employee, again ID is passed with the form to the Police ,photo ID, and proof of address is passed to the Police admin department.

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

Board, Subcontractors

SITEWATCH Board members, subcontractors are subject to the same screening process as SITEWATCH employees. Each individual is asked to sign a contractual agreement and complete the required documentation before they commence their relationship with SITEWATCH. Personal data requested will be limited to what is appropriate for the role and kept Confidential at all times. Records are kept by SITEWATCH for 7 years after cessation of the contract with SITEWATCH.

CCTV and Visitors

SITEWATCH has detector-activated CCTV cameras installed around their office for the purposes of crime prevention and public safety. SITEWATCH staff, visitors to SITEWATCH or passersby may be recorded on these cameras. The footage is stored by SITEWATCH for a limited time before it is overwritten. SITEWATCH may monitor the footage in the event of a security breach. SITEWATCH 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 SITEWATCH are asked to sign in using the I Pad 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 SITEWATCH car park is private property and is available for use by SITEWATCH staff and visitors only, and by providing your registration number SITEWATCH is able to identify your vehicle. This information remains at SITEWATCH Head Office and is not shared with any other party.

Complaints

SITEWATCH occasionally receives complaints about members of their staff. A complaint to SITEWATCH can be lodged via the office telephone, or by email.

Details about complaints made are stored securely on SITEWATCH’s internal Servers. 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.  SITEWATCH will gain authorisation from the complainant before passing any confidential information or personal data to other parties

SITEWATCH 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 Contract life plus 2 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), SITEWATCH 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 SITEWATCH. SITEWATCH 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 SITEWATCH 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 SITEWATCH.

  • 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 SITEWATCH of any request to change how your personal data is processed or to update your records by telephone, email or post (- see ‘How to Contact Us’).

SITEWATCH 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.


Subject Access Requests

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

  1. Contact SITEWATCH 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 SITEWATCH to verify your identity. (SITEWATCH may have to contact you otherwise.)

SITEWATCH will deal with your request without undue delay, within 1 month of the receipt of your request. SITEWATCH will notify you if it is unable to provide the information within 1 month, detailing the likely timescale. If SITEWATCH 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 extra time or resource to gather and collate the data, SITEWATCH reserves the right to refuse or charge a fee to account for requests that are manifestly unfounded or excessive..

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 1stMay 2018.

How to contact us

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

Sitewatch Fire and Surveillance Ltd, Victoria Road. Halesowen B62 8HY


E: Enquiries@sitewatchsecurity.co.uk Tel:0121 561 1214

Disclaimer

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

SITEWATCH 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 SITEWATCH 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. SITEWATCH encourages you to read the privacy statements on the other websites you visit.

Copyright

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


Trademark

The SITEWATCH logo is a registered trademark of Sitewatch Fire and Surveillance Ltd. If you have any questions about the logo, please contact us.

Registered Office

35 Calthorpe Road, Edgbaston, Birmingham, West Midlands. B15 1TS
Registered in England No. 4312828
VAT No: 787 347 379

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