FIRE SAFETY AGENCY

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At FSA. we believe in maintaining a positive mindset, creating partnerships with a purpose, and always striving for significant outcomes.

 

When you work with us, you should expect a collaboration with transparency and consistency and our unique fixed-fee service means there are no hidden costs.

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GDPR

 

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General Data Protection Regulation Policy

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Statement

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GDPR stands for General Data Protection Regulation and replaces the previous Data Protection Directives that were in place. It was approved by the EU Parliament in 2016 and came into effect on 25th May 2018.

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GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that individuals data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. Fire Safety Agency is committed to protecting the rights and freedoms of individuals with respect to the processing of business and personal data (where applicable).

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The Data Protection Act gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly.

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Fire Safety Agency is not registered with the ICO (Information Commissioners Office) and does not handle personal data save company names, addresses and principal contact details.

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 GDPR includes 7 rights for individuals

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1. The right to be informed

Fire Safety Agency is a commercial consulting business and as such handles and manages certain data. We need to know a clients commercial address, business name and principal (effectively the Responsible Person) this may include and is limited to addresses, telephone numbers, email addresses.  

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2. The right of access

At any point an individual or client can make a request relating to their data and Fire Safety Agency will provide a response (within 1 month). Fire Safety Agency can refuse a request, if we have a lawful obligation to retain data, but we will inform the individual of the reasons for the rejection. The individual will have the right to complain if they are not happy with the decision.

 

3. The right to erasure

 Clients have the right to request the deletion of your data where there is no compelling reason for its continued use. Fire Safety Agency has a legal duty to keep invoice details for a reasonable time, Fire Safety Agency retain these records for 6 years for taxation purposes etc.

 

4. The right to restrict processing

Clients can object to Fire Safety Agency processing their data. This means that records can be stored but must not be used in any way, for example reports or for communications.

 

5. The right to data portability

Fire Safety Agency may require data to be transferred from one IT system to another; such as from Fire Safety Agency to accountants, these recipients will use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.

 

6. The right to object

Clients can object to their data being used for certain activities like marketing or research.

 

7. The right not to be subject to automated decision-making including profiling.

Automated decisions and profiling are used for marketing based organisations. Fire Safety Agency does not use personal data for such purposes.

 

Storage and use of information

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All paper copies of records are kept in a designated office at Fire Safety Agency. All files are confidential and apart from archiving, these records remain on site at all times. These records are shredded after the retention period.

 

Information about individual clients may be used in certain documents, such as fire risk assessments, fire strategies, fire awareness training (and training records) and invoicing endeavours. These documents include data such as client names and business address. These records are shredded after the relevant retention period.

 

Fire Safety Agency collects a large amount of business data every year including; names and addresses of clients and prospective clients. These records are shredded if the client does not instruct Fire Safety Agency or added to the clients file and stored appropriately.

 

Upon a client leaving Fire Safety Agency i.e not proceeding with an annual review or periodic interim review, data held on the client may be shared with the enforcement authority or any person requiring the same in an official or legal capacity. Such information will be sent via a secure file transfer system or provided in a hard copy format.

 

Fire Safety Agency stores data held visually in photographs or video clips or as sound recordings, unless written consent has been obtained no names are stored with images in photo albums, displays, on the website or on Fire Safety Agency social media sites.

 

Access to all Office computers are password protected. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a secure filing cabinet. GDPR means that Fire Safety Agency manages and processes personal data properly

* Protect the individual’s rights to privacy

* Provide an individual with access to all personal information held on them

 

This Policy was adapted by Fire Safety Agency in April 2024 Signed on behalf of Fire Safety Agency.

 

Policy review date: April 2029