About this notice
We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share your personal data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event that you have a query or complaint.
Guarding Professionals Limited (“GP”) is committed to protecting the privacy and security of personal data. The purpose of this notice is to promote transparency in the use of personal data, and to outline how GP collects and uses personal data during and after your working or visiting relationship with us, in accordance with the General Data Protection Regulation 2016 (“GDPR”) and the Data Protection Act 2018 (“DPA 2018”).
GP collects, uses and is responsible for certain personal data about you. This is known as “processing”. When we do so we are regulated under the GDPR and DPA 2018 which apply across the European Union, and we are responsible as ‘data controller’ of that personal data for the purposes of those laws.
The purpose of this notice is to explain how GP will collect and use /process your personal data, what rights you have in relation to that data and to provide transparency about the data collected about you.
GP is the data controller under the GDPR and the DPA 2018 and we will process your personal data in accordance with the GDPR and DPA 2018 at all times. You, as a ‘data subject’, therefore have specific rights to the data that we hold, collect and process.
Throughout this notice, “GP”, “we”, “our”, and “us” refer to Guarding Professionals Limited; “you” and “your” refer to those expressing an interest in becoming an employees or partner at GP (both prior to and during the application process), and those who later become employees of Guarding Professionals Limited.
The personal data we collect and use
The following are examples of personal data which may be collected, stored and used:
Name, address, telephone number, date of birth, NI number, employment, next of kin, gender, Your photo, email address, marital status, complaint, educational background, cctv footage, bank information, health records disabilities, educational certificates and ‘special category data’.
Special Category Data is any identifying information including but not limited to the following; racial or ethnic origin, political opinions, religious or philosophical beliefs, data concerning health or data concerning a natural person’s sex life or sexual orientation.
How GP obtains your personal data
- From information provided to us by you when joining. This would include any applications you complete when joining us;
- Through communication to or from you by telephone, email, or via the website. For example, when you call to make enquiries about employment opportunities or when you are raising concerns.
- We may also gain your personal data from third parties, for example, from references, information from your sponsor and information from your previous employers.
Lawful bases for processing your personal data under the GDPR and DPA 2018
Personal data will only be processed when the law permits this to happen. Most commonly personal data will be processed in the following circumstances:
- Where you have given us your consent.
- In order to fulfil GP’s obligations to you as part of your contract of employment.
- Where GP needs to comply with a legal obligation (for example, the detection or prevention of crime and financial regulations).
- Where it is necessary for GP’s legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- To protect the vital interests of the data subject or of another person (for example, in the case of a medical emergency).
- To perform a task carried out in the public interest.
Special category data
- Explicit consent – where you have given us explicit consent.
- Legal obligation related to employment – the processing is necessary for a legal obligation in the field of employment and social security law or for a collective agreement.
- Vital interests – the processing is necessary in order to protect the vital interests of the individual or of another natural person where the data subject is physically or legally incapable of giving consent. This is typically limited to processing needed for medical emergencies.
- Not for profit bodies – the processing is carried out during the legitimate activities of a not-for-profit body and only relates to members or related persons and the personal data is not disclosed outside that body without consent.
- Public information – the processing relates to personal data which is manifestly made public by the data subject.
- Legal claims – the processing is necessary for the establishment, exercise, or defence of legal claims or whenever courts are acting in their judicial capacity.
- Substantial public interest – the processing is necessary for reasons of substantial public interest, based on the laws of England and Wales.
- Healthcare – the processing is necessary for healthcare purposes and is subject to suitable safeguards.
- Public health – the processing is necessary for public health purposes and is based on based on the laws of England and Wales.
- Archive – the processing is necessary for archiving, scientific or historical research purposes, or statistical purposes and is based on based on the laws of England and Wales.
GP will endeavour only to use personal data for the purposes for which it was collected unless it is considered reasonable that it is needed for another purpose and the reason is compatible with the original purpose. If GP needs to use your personal data for an unrelated purpose, it will notify you and will explain the legal basis that permits it to do so. GP may process your personal data without your knowledge or consent, in compliance with this policy and procedure, where this is permitted by the of laws of England and Wales.
Retention of your personal data
The GDPR and DPA 2018 require that personal data should be kept for no longer than is necessary for the purposes for which the personal data are processed (except in certain specific and limited instances).
Data subject rights
You have the right to:
- Fair processing of data and transparency over how we use your use personal data.
- Access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address.
- Require us to correct any mistakes in the data we hold on you.
- Require the erasure of personal data concerning you in certain situations./li>
- Receive the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations.
- Object at any time to processing of personal data concerning you for direct marketing.
- Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.
- Object in certain other situations to our continued processing of your personal data.
- Otherwise restrict our processing of your personal data in certain circumstances.
- Claim compensation for damages caused by our breach of any data protection laws.
- Request to be removed from future publications and digital content at any time, but you cannot be removed from materials which have already been published.
To exercise any of these rights you can contact us by sending an email to us on info@guardingprofessionals.co.uk. If a subject access request is made and the request for access is clearly unfounded or excessive, GP reserves the right to refuse to comply with the request in these circumstances.
Keeping your personal data secure
GP will always keep your personal data secure using both physical and technical measures.
Where appropriate, we also take measures such as anonymisation to ensure data cannot be used to identify you and/or encryption to ensure that the data cannot be accessed without the right security access and codes.
Where GP engages a third party to process personal data it will do so on the basis of a written contract which conforms to the security requirements of the GDPR and DPA 2018.
GP takes measures to enable data to be restored and accessed in a timely manner in the event of a physical or technical incident.
GP also ensures that we have appropriate processes in place to test the effectiveness of our security measures.
How to contact us
We hope that our Data Protection Officer (DPO) can resolve any query, concern or complaint you raise about our use of your personal data on the contact details below:
Mrs Sue West (DPO) can be contacted via e-mail at contact@guardingprofessionals.co.uk
Or write to:
The Data Protection Officer
Guarding Professionals Ltd
Unit 30, The Wenta Business Centre
Enfield EN3 7XU
The GDPR and DPA 2018 also gives you the right to lodge a complaint with the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
Changes to this Privacy Notice
This privacy notice was last updated on the 5th of August 2021 and will next be reviewed on 04th August 2022..
We may change this privacy notice from time to time, when we do, we will inform you by putting a message on the website and/or e-mail.