Employee Privacy Policy

 3.1 Identity and Contact Information

• Full name, home address, personal email address and personal telephone number
• Date of birth and national insurance number
• Next of kin and emergency contact details

 3.2 Employment and Engagement Records

• CV, application form, and references
• Employment history and qualifications
• Right to work documentation (e.g. passport, visa, share code)
• Employment contract, terms, and any variations
• Working hours, rotas, shift patterns, and attendance records
• Holiday, absence, and leave records

 3.3 SIA Licensing Information

• SIA (Security Industry Authority) licence number
• Licence type, issue date, and expiry date
• Licence status and any conditions attached
• First Aid certificate details (where required)

 3.4 Financial Information

• Bank account details for payroll purposes
• Tax code and PAYE reference
• Pension enrolment details
• Expense and payment records

 3.5 Performance and Conduct Records

• Supervision notes, appraisal records, and performance reviews
• Disciplinary and grievance records
• Training records and certificates
• Incident and accident reports

 3.6 Special Category Data

The following data is classified as special category data under UK GDPR and is afforded a higher level of protection. We only collect and process it where strictly necessary.

• Medical and health information, including occupational health assessments, fitness-for-duty records, and any reasonable adjustments required
• Information about disabilities, long-term health conditions, or injuries relevant to your role or workplace safety

We process special category data on the basis of carrying out employment law obligations, protecting vital interests, or where you have given explicit consent.

 7.1 Clients

We may share relevant personal data with clients at whose premises or events you are deployed. This may include:

• Your name, SIA licence number, and licence type (to satisfy their legal obligation to confirm licensed personnel are on site)
• Your photograph or physical description where required for site access or identification
• Incident or conduct-related information where it directly concerns activities at their premises

Clients are provided only with the minimum data necessary and are expected to handle it in accordance with data protection law.

 7.2 Law Enforcement Agencies

We may be required to disclose your personal data to law enforcement agencies, including the police, where:

• We receive a lawful request, court order, or legal obligation requiring disclosure
• Disclosure is necessary to prevent or detect crime, or to protect the safety of individuals
• An incident at a deployment site requires your involvement to be reported

We will, where lawfully permitted, notify you if a request for your personal data has been received from law enforcement.

 7.3 The Security Industry Authority (SIA)

As a business operating within the private security industry, we are required to work cooperatively with the SIA. We may share your personal data with the SIA in the following circumstances:

• To verify the status of your SIA licence as part of our compliance obligations
• To report concerns about unlicensed working or conduct that may affect licence fitness
• In response to a formal SIA investigation, audit, or compliance check
• As required under the terms of any SIA Approved Contractor Scheme (ACS) obligations

 7.4 Licensing Authorities and Local Councils

Local authorities and licensing committees have powers under the Licensing Act 2003 and associated legislation to request information. We may be required to disclose your personal data to:

• Local councils in connection with premises licence compliance or licensing hearings
• Licensing officers conducting inspections or investigations under the Licensing Act 2003
• Other competent authorities exercising statutory powers in relation to licensed venues

Such disclosures will only be made where we are satisfied there is a lawful basis for the request and will be limited to the information strictly required.

 7.5 Other Regulatory and Statutory Bodies

We may also be required to share data with other regulatory or statutory bodies, including:

• HM Revenue and Customs (HMRC) for payroll, tax, and National Insurance purposes
• The Pensions Regulator in connection with auto-enrolment obligations
• The Health and Safety Executive (HSE) where required by workplace health and safety legislation
• The Disclosure and Barring Service (DBS) where relevant to criminal record checks

 7.6 Professional Advisers and Service Providers

We may share your data with trusted third parties who provide services to us, including payroll processors, HR software providers, legal advisers, and accountants. These parties act as data processors under contract and are required to process your data securely and only for specified purposes.

We do not sell, rent, or share your personal data for marketing purposes. Any disclosure is made only where there is a clear legal, contractual, or regulatory basis for doing so.