Vespasian Security Ltd respects your privacy and is committed to protecting your personal information. This Privacy Notice explains how we collect, use, store and protect personal data when you use our website, contact us, apply to work with us, work for us, or interact with our security services.

 

This notice is intended for website visitors, clients, prospective clients, candidates, employees, workers, contractors and members of the public who may interact with Vespasian Security Ltd.

 

This public Privacy Notice is supported by Vespasian Security Ltd.’s internal CP20 Data Protection Policy and related internal data protection, CCTV, body worn video, information security, data breach and data disposal procedures.

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1. Who we are

Vespasian Security Ltd provides security services including door supervision, security guarding, stewarding, key holding, alarm response and event security services.

For the purposes of data protection law, Vespasian Security Ltd is the data controller for personal data that it collects and uses for its own business purposes.

If you have any questions about how we use your personal data, please contact:

 

Email: hr@vespasiansecurity.co.uk

Telephone: 02392295503

Address: Ground Floor, Building 1000, Lakeside North Harbour, Western Road, Portsmouth, Hampshire, PO6 3EZ

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2. Information we may collect

We may collect and use personal data when you:

• visit our website;

• contact us by phone, email, web form or social media;

• request a quotation or information about our services;

• become a client, supplier or business contact;

• apply for work with us; work for us as an employee, worker, contractor or subcontractor; attend a site or event where our services are being provided; are involved in an incident, complaint, investigation or safeguarding matter; are captured by CCTV or body worn video used by us or by our officers.

 

The type of information we collect will depend on your relationship with us. It may include your name, contact details, business details, enquiry information, recruitment information, employment or worker information, SIA licence information, right to work information, incident details, CCTV or body worn video footage, and information needed to manage our services safely and lawfully.

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3. How we use your information

We use personal data where it is necessary and lawful to do so. This may include using information to:

• respond to enquiries and service requests;

• provide quotations and manage client relationships;

• deliver security, stewarding, key holding, alarm response and event services;

• manage recruitment, screening, vetting and onboarding;

• manage staff, workers, contractors, shifts, training, welfare, payroll support and operational records;

• check right to work, SIA licence status and suitability for roles where required;

• manage incidents, complaints, safeguarding concerns, accidents and investigations;

• protect people, property, staff, clients and the public;

• comply with legal, regulatory, contractual and insurance requirements; maintain the security of our systems, records and business operations;

• improve our services and management systems.

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4. Our lawful basis for using personal data

We only use personal data where we have a lawful basis. Depending on the circumstances, this may include:

Contract, where we need to process information to provide services, manage employment, worker arrangements or contractual relationships.

 

Legal obligation, where we must process information to comply with the law, including employment, tax, health and safety, right to work, licensing, safeguarding or data protection duties.

 

 

Legitimate interests, where we need to manage our business, protect people and property, provide security services, prevent crime, respond to incidents, manage complaints or improve our services.

 

Consent, where we rely on your permission for a specific activity, such as optional marketing or certain website cookies.

 

Vital interests, where information may need to be used in an emergency to protect someone’s life or safety.

 

Where we process special category data, such as health information, or information relating to criminal offences, we will only do so where a lawful condition applies, and appropriate safeguards are in place.

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5. Recruitment and Vidcruiter

If you apply to work with us, your information may be collected and managed through our recruitment platform, Vidcruiter, or another approved recruitment process.

 

We may use candidate information to assess applications, arrange interviews, verify identity, check right to work, review SIA licence information, complete screening and vetting, obtain references, assess suitability and maintain recruitment records.

 

Candidates may be provided with access to Vespasian Security Ltd.’s internal CP20 Data Protection Policy or equivalent data protection information during the recruitment process.

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6. Staff, workers and Parim

If you work for Vespasian Security Ltd, we may use Parim or other approved systems to manage operational information such as availability, shift allocation, booking on and off, timesheets, deployment records, welfare checks, training status, site allocation and service delivery records.

 

Staff and workers may be provided with access to Vespasian Security Ltd.’s internal CP20 Data Protection Policy, which gives further information about how personal data is managed within our Combined Management System.

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7. CCTV and body worn video

Vespasian Security Ltd may use, operate or assist with CCTV and body worn video in connection with the services we provide.

CCTV and body worn video may be used to:

• protect staff, clients, visitors and members of the public;

• prevent and detect crime and disorder;

• support incident management and evidence gathering;

• assist with complaints, investigations or legal proceedings;

• support health, safety and welfare;

• protect property and assets.

 

Body worn video is normally used where there is an incident, a developing risk, a threat to safety, aggression, disorder, a safeguarding concern, or where recording is necessary and proportionate.

 

Footage is only accessed, reviewed or shared where there is a lawful reason to do so. This may include sharing with clients, insurers, legal advisers, regulators, law enforcement agencies or other authorised parties where necessary and lawful.

 

Vespasian Security Ltd maintains internal policies and procedures for CCTV, body worn video, footage access, retention, release and subject access requests.

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8. Sharing your information

• We may share personal data where necessary with:

• clients and site representatives;

• recruitment, screening and vetting providers;

• IT, software and cloud service providers;

• Parim, Vidcruiter and other approved business systems;

• payroll, accounting, pension and professional advisers;

• training providers and awarding bodies;

• insurers, legal advisers and auditors;

• regulators, law enforcement agencies, local authorities or courts where required;

• emergency services where needed to protect people or property.

 

We only share information where there is a lawful reason and appropriate safeguards are in place.

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9. How long we keep information

We only keep personal data for as long as necessary for the purpose it was collected, including legal, contractual, regulatory, insurance, employment, accounting and operational requirements.

Retention periods vary depending on the type of record. Vespasian Security Ltd maintains internal retention and disposal controls within its Combined Management System. When information is no longer required, it is securely deleted, destroyed or anonymised.

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10. Cookies and website data

Our website may use cookies or similar technologies to make the website work properly, understand how it is used, improve performance, and support website security.

Where non-essential cookies are used, you should be given appropriate information and choice through the website cookie settings. You can adjust your browser settings to refuse or delete cookies. Some parts of the website may not work properly if essential cookies are disabled.

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11. Marketing

We may use business contact details to respond to enquiries, manage existing relationships or provide information about our services.

We will only send direct marketing where we have a lawful basis to do so. You can ask us to stop sending marketing communications at any time by contacting us.

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12. Your rights

• You have rights in relation to your personal data. These may include the right to:

• be informed about how your data is used;

• access the personal data we hold about you;

• ask for inaccurate information to be corrected;

• ask for information to be erased in certain circumstances;

• ask us to restrict how your data is used;

• object to certain types of processing;

• request data portability in certain circumstances;

• raise concerns about automated decision-making, where applicable.

 

These rights are not absolute and may depend on the reason we are using your information. To make a request, please contact us using the details above. We may need to verify your identity before responding to a request.

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13. Complaints

If you are concerned about how we handle your personal data, please contact us first so we can try to resolve the matter.

You also have the right to contact the Information Commissioner’s Office, which is the UK regulator for data protection.

Information Commissioner’s Office website: www.ico.org.uk

ICO telephone: 0303 123 1113

 

14. Changes to this notice

We may update this Privacy Notice from time to time to reflect changes in our business, services, legal requirements or data protection arrangements. The latest version will be published on our website.