Who is responsible for looking after your personal data?
The collection, coordination, and implementation of the General Data Protection Regulation 2018 (GDPR) are under the review of our operations manager who works in conjunction with our office staff.
What personal data do we collect?
Colt Security Systems is committed to protecting your personal information, collected when you contact us to undertake a security survey at your property. This information is your name, address and telephone number, email address, together with your keyholder personal details (monitored systems only). Colt Security Systems are fully compliant with the General Data Protection Regulation 2018 (GDPR). This Privacy Notice informs you how and why Colt Security Systems uses your personal information.
Our client databases
To deliver the agreed-upon services, Colt Security Systems manages its management software for all contracted clients. The Alarm Receiving Centre (ARC) secure database is used when monitoring systems are installed.
Transparency on how we operate using your personal information
Colt Security Systems operates a management software allowing its employees to design, install and maintain security systems with agreements with its clients. Colt Security Systems maintains a secure server at its main operating office to store all client-related data. Surveys undertaken but not accepted are deleted after 12 months of the tender date; this information is NOT transferred to the management software.
Who has access to your data?
Our team, both the office staff and engineers, can enter the management software at any time of day to aid clients with their Security Systems. Usernames are unique for each employee, and customer records require a password for entry.
Third party access to your data
Our IT & software management company may need to remotely access digital files in order to assist Colt Security Systems by correcting any software issues. To proceed with this, the staff at Colt Security will provide password authorisation.
Our governing body, the National Security Inspectorate (NSI), will possess your name and address details. This is for certification purposes.
The Alarm Receiving Centre (ARC) stores personal data solely for the processing of security signals for monitored systems, which are used to alert keyholders or the police. Both our office staff and engineers can access the ARC software 24/7 to assist clients with their security systems using unique usernames and passwords.
Your information will be accessible to our accountant during the end-of-year account processing. In line with HM Revenue & Customs regulations, we maintain all previous financial records for a duration of 5 years.
The details you have provided us will also be shared with the police authorities (For Policed monitored systems only).
What are your rights?
During working hours, you can request a copy of your data. The management software is only modifiable by authorised office personnel with your permission, and our installing/maintenance engineers cannot modify or eliminate client data. If you wish to erase your personal information, kindly inform us via email or written communication.
Protecting Your Privacy
Colt Security Systems will never share or sell your information to an outside third party.
Colt Security Systems may contact you with suggestions on new products that can enhance your security, as part of our commitment to keeping clients informed of advances in technology. If you prefer not to receive updates on new products, kindly inform us via email or written communication.
Breach of Data
In the event of a data breach, Colt Security Systems will promptly notify affected clients and provide details on how the situation is being handled. The Information Commissioners Office (ICO) will also be informed. To prevent breaches, Colt Security Systems uses up-to-date antivirus software and holds the Cyber Essentials accreditation.
Our Contractual Obligation to You
By signing the agreement and acknowledging your comprehension of our use of your personal information, Colt Security Systems can provide their full range of services such as conducting Risk Assessment/survey, executing installation projects, and implementing maintenance programs.
Your Right to Complain
In case you suspect any unlawful collection or usage of your data, the ICO helpline (0303 123 1113) is available for your complaints. Colt Security Systems will make every effort to address the issue initially.
17th March 2023.