Privacy Policy

1. Introduction

Safeguard Safety Solutions ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, process, share, and protect your personal data when you visit our website, use our client portal, or engage our health, safety, and fire consultancy services.

2. Data We Collect

We may collect and process the following categories of personal data:

• Contact Information: Name, job title, company name, address, telephone number, and email address.
• Portal Account Credentials: Usernames and encrypted password profiles.
• Property Inspection Data: Address details, property type, occupancy details, and safety reports relating to properties owned or managed by you.
• Technical Data: IP address, browser type, location metadata, and website usage statistics.

3. Lawful Basis for Processing

Under the UK GDPR and the Data Protection Act 2018, we process your personal data using the following lawful bases:

• Performance of a Contract: To set up your client portal, manage bookings, and deliver fire risk assessments, asbestos surveys, and H&S reports.
• Legal Obligation: To comply with UK statutory regulations (e.g., the Regulatory Reform (Fire Safety) Order 2005) and HMRC tax retention requirements.
• Legitimate Interests: To respond to your enquiries, secure our network infrastructure, and improve portal performance.

4. How We Use Your Data

We process personal data to fulfill our duties, specifically:

• To provide health, safety, fire risk, and asbestos consultancy services.
• To manage your client portal account and secure document delivery.
• To respond to website enquiries, quote requests, and booking requests.
• To send service notifications, renewal reminders, and compliance updates.
• To comply with regulatory obligations and legal audit trails.

5. Data Retention

We retain your data only for as long as necessary. Specifically:

• Safety Reports & Certificates: Retained for 7 years to satisfy professional indemnity insurance liability guidelines.
• Invoices & Financial Transactions: Retained for 6 years in accordance with HMRC tax record laws.
• Contact Submissions: Retained for up to 2 years if no customer contract is entered.

6. ICO Registration & Supervision

We are registered with the Information Commissioner's Office (ICO) under registration number ZB9876543. If you believe we have not processed your data in compliance with GDPR, you have the right to lodge a complaint with the ICO (www.ico.org.uk).

7. Document Storage Security

Client reports and compliance certificates are stored securely in private cloud storage vaults. Access control is strictly enforced at the database layer using Row Level Security (RLS) policies. Files are only downloadable via time-limited, encrypted presigned URLs, ensuring no public access.

8. Your GDPR Rights

Under GDPR and the UK Data Protection Act 2018, you hold rights including:

• The right of access to your personal data.
• The right to rectification of inaccurate data.
• The right to erasure ("right to be forgotten"), subject to statutory record-keeping constraints.
• The right to object to or restrict processing.
• The right to data portability.

To exercise any of these rights, please email us at [email protected].

9. Updates to This Policy

We may update this policy periodically to reflect changes in legislation or our operational practices. Any updates will be published on this page with an updated effective date.