Owlsight Fire & Security Ltd – Privacy Policy
This Privacy Policy explains how Owlsight Fire & Security Ltd (“we”, “us”, or “our”) collects, uses, and protects personal data relating to our staff, customers, and suppliers.
We are committed to safeguarding the privacy and data protection rights of everyone we work with.
1. Introduction
This policy applies alongside any other information we provide when collecting personal data, for example through our website, service forms, or maintenance agreements.
It also works in line with our internal policies covering:
- Terms & Conditions of Service
- Record keeping and retention practices
- IT and communications policies
- Health and safety procedures
Anyone who works for or on behalf of Owlsight Fire & Security Ltd (including employees, contractors, or service providers) must comply with this policy.
2. Why We Process Personal Data
We process personal data to carry out our day-to-day business activities — such as installing, maintaining, and servicing fire and security systems.
This includes fulfilling contracts, ensuring safety compliance, maintaining records, and providing effective customer service.
Some data is processed to meet legal requirements, while other data is processed for our legitimate business interests — provided it does not infringe on individuals’ rights.
3. The Types of Data We Collect
We may collect and process the following types of personal data:
- Full names, addresses, and contact details (phone, email, etc.)
- Business and billing information
- Bank details (for payments or refunds)
- Employee records (where relevant)
- Service records and maintenance histories
- Correspondence with customers and suppliers
- CCTV footage (where systems are monitored or serviced by Owlsight)
We will only collect data necessary for our services and will always handle it securely and lawfully.
4. How We Collect Data
We collect personal data directly from you when:
- You contact us via phone, email, or our website
- You request a quote or service
- You enter into a service agreement or maintenance contract
- You provide details during installation or inspection visits
We may also receive limited data from third parties, such as suppliers, subcontractors, or recruitment agencies — but only when it’s necessary to provide our services.
5. Legal Basis for Processing
Owlsight Fire & Security Ltd processes data on the following bases:
a) Contractual Obligation
To fulfil our service agreements, installations, maintenance visits, and invoicing.
b) Legal Obligation
To meet UK fire safety, security, and data protection regulations.
c) Legitimate Interest
To maintain effective business operations, manage relationships, and improve our services.
d) Consent
For marketing communications or newsletter sign-ups.
(Consent can be withdrawn at any time by contacting us.)
6. Sharing Your Information
We only share personal data when absolutely necessary and always under secure conditions.
This may include sharing information with:
- Professional advisers (accountants, insurers, legal advisers)
- IT and system providers supporting our business
- Regulatory authorities (e.g., HMRC, fire safety inspectors)
We never sell or rent personal data to third parties.
7. Data Retention
We retain personal data only as long as necessary for legal or operational purposes.
For example:
- Service and maintenance records: 7 years
- Financial records: 6 years (for HMRC compliance)
- Employee records: up to 7 years after leaving the business
Once data is no longer required, it will be securely deleted or destroyed in accordance with our data retention policy.
8. Your Rights
Under UK GDPR, you have the right to:
- Access a copy of your personal data
- Request corrections to inaccurate information
- Request deletion of your data (where legally permissible)
- Withdraw consent for marketing communications
- Object to certain types of processing
To exercise any of these rights, please contact us in writing. We aim to respond within one month.
9. Website & Cookies
When you visit www.owlsightsecurity.co.uk, we may collect limited data such as:
- Browser type and IP address
- Pages visited and time spent on site
We use cookies to improve website performance and user experience. You can manage or delete cookies through your browser settings.
We do not use cookies to collect personal or financial data.
Where we link to third-party websites (for example, product partners or social media), those sites have their own privacy policies. We are not responsible for their content or data handling.
10. Data Security
We take data security seriously. All personal data is stored securely using encrypted systems and password-protected devices.
Only authorised personnel have access to sensitive information. Regular checks are carried out to ensure compliance with data protection best practices.
11. Contact Us
If you have any questions about this Privacy Policy or how we handle personal data, please contact:
Data Protection Officer
Owlsight Fire & Security Ltd
Southampton, Hampshire, United Kingdom
📞 02382256706
📧 office@owlsightsecurity.co.uk
🌐 www.owlsightsecurity.co.uk