Privacy Policy

Senator Security Limited ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website at senatorsecurity.co.uk or contact us about our security services.

This policy is in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Senator Security Limited is the data controller responsible for your personal data.

If you have any questions about this privacy policy or how we handle your personal data, please contact us using the details above.

2. What Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. The types of data we may collect include:

2.1 Data You Provide Directly

• Contact form: Your name, email address, telephone number, and the details of your enquiry when you contact us through our website.
• Service enquiries: Information about your property or premises, the type of security services you require, and your location.
• Key holder and emergency contact information: Where we provide key holding or alarm response services, we hold contact details and access information necessary to carry out those services.
• Business information: Where you represent a business, we may collect your company name, business address, and company contact details.

2.2 Data Collected Automatically

• Website usage data: Technical information such as your browser type, IP address, pages visited, and time spent on our site. This data is collected through analytics cookies — see our Cookie Policy for details.

2.3 Data About Our Personnel

Security officers engaged by Senator Security Limited are required to hold a valid Security Industry Authority (SIA) licence. We maintain records of SIA licence details as part of our legal and regulatory obligations. This data is handled separately and is not covered by this website privacy policy.

3. How We Use Your Personal Data

We use your personal data for the following purposes and rely on the following lawful bases under UK GDPR:

3.1 To Respond to Enquiries (Legitimate Interests / Pre-Contract)

When you contact us through our website or by telephone, we use your name and contact details to respond to your enquiry and provide information about our services. Our lawful basis is our legitimate interest in responding to prospective clients, and where appropriate, steps taken at your request prior to entering into a contract.

3.2 To Provide Security Services (Contract)

Where we enter into a service agreement with you, we use your personal data to fulfil our contractual obligations, including scheduling patrols, responding to alarms, holding keys, and providing written reports.

3.3 Legal and Regulatory Compliance (Legal Obligation)

We may process personal data to comply with our legal obligations, including those relating to SIA licensing requirements and applicable employment or health and safety law.

3.4 To Improve Our Website (Legitimate Interests)

We use anonymised analytics data to understand how our website is used and to improve the experience for visitors. This relies on our legitimate interest in operating an effective online presence. We use analytics cookies only where you have given your consent — see our Cookie Policy.

4. Who We Share Your Data With

We do not sell, rent, or trade your personal data to third parties. We may share your data in the following limited circumstances:

• Service providers: We may share data with trusted third-party service providers (for example, our website host or email provider) who process data on our behalf. They are bound by data processing agreements and may only use your data as instructed by us.
• Legal requirements: We may disclose your data if required to do so by law, court order, or at the request of a regulatory authority.
• Protecting rights: We may share information where necessary to protect the rights, property, or safety of Senator Security Limited, our clients, or others.

5. How Long We Keep Your Data

We do not keep your personal data for longer than is necessary. Our general retention periods are:

• Enquiry data (no contract formed): Up to 12 months from the date of your enquiry, after which it is securely deleted.
• Client and service data: For the duration of our service agreement and for up to 6 years thereafter, in line with the Limitation Act 1980.
• Financial records: Up to 6 years in accordance with HMRC requirements.
• Analytics data: Aggregated and anonymised data may be retained indefinitely; identifiable analytics data is retained in accordance with our analytics provider's retention settings.

6. Your Rights Under UK GDPR

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access: You have the right to request a copy of the personal data we hold about you (a Subject Access Request).
• Right to rectification: You have the right to ask us to correct inaccurate or incomplete personal data.
• Right to erasure: In certain circumstances, you have the right to ask us to delete your personal data ("right to be forgotten").
• Right to restriction of processing: You can ask us to restrict how we process your data in certain circumstances.
• Right to data portability: Where we process your data by automated means based on your consent or a contract, you can ask us to provide it in a structured, commonly used format.
• Right to object: You have the right to object to processing based on legitimate interests or for direct marketing purposes.
• Rights related to automated decision-making: We do not use your data for automated decision-making or profiling.

To exercise any of these rights, please contact us at info@senatorsecurity.co.uk. We will respond to your request within one calendar month. We may need to verify your identity before processing your request.

7. Cookies

Our website uses cookies to improve your experience and, where you have consented, to analyse how our site is used. For full details of the cookies we use and how to manage them, please see our Cookie Policy.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures include secure email communications, access controls, and regular review of our data handling practices.

Where we use third-party providers to store or process your data, we ensure they have appropriate security measures and data processing agreements in place.

No method of electronic transmission or storage is completely secure, however. While we take all reasonable steps to protect your data, we cannot guarantee absolute security.

9. Links to Other Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites, and we encourage you to read their privacy policies before providing any personal data.

10. Children's Privacy

Our website and services are not directed at children under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

12. How to Complain

If you have a concern about how we handle your personal data and you are not satisfied with our response, you have the right to lodge a complaint with the UK's data protection regulator:

We would, however, appreciate the opportunity to address your concerns before you approach the ICO, so please contact us in the first instance.