Privacy Policy – ORSA FIRE LIMITED

01

ABOUT THIS POLICY

A straightforward approach to personal information.

ORSA FIRE LIMITED respects the privacy of individuals whose personal information it processes. This policy explains what information we may collect, why we use it, how long we retain it, when it may be shared and the rights available to individuals.

This policy applies to personal information collected through this website, enquiry forms, email correspondence, telephone communications and information provided in connection with our fire safety assessment and advisory services.

Scope

The information described here is limited to data reasonably required for enquiries, service arrangements, professional assessment work, administration and legal obligations.

02

WHO WE ARE

The organisation responsible for your information.

The data controller for the personal information covered by this policy is:

ORSA FIRE LIMITED Company No. 13295494

8 Shepherd Market
London, England
W1J 7JY

orsafireservices2017@outlook.com +44 7828514776

03

INFORMATION WE COLLECT

Only information that has a clear purpose.

Depending on how you interact with us, we may collect the following categories of personal information:

01 Contact details

Name, email address, telephone number and other contact information supplied when making an enquiry.

02 Business information

Business or organisation name, role, property or premises information and information relevant to the service requested.

03 Service information

Details about your enquiry, requested assessment, review requirements, communications and information needed to arrange the agreed service.

04 Assessment information

Information supplied for the purpose of a fire safety assessment or review, where such information relates to identifiable individuals.

05 Website information

Technical information such as browser type, device information, approximate location derived from technical data and website usage information where collected through applicable website technologies.

Information you provide

Please avoid providing information that is not relevant to the enquiry or agreed service. We do not ask for personal information that is unnecessary for the stated purpose.

04

WHY WE USE INFORMATION

Information is used for defined purposes.

01

Enquiries

To respond to questions and requests submitted through the website, email or other contact channels.

02

Service arrangements

To discuss requirements, confirm the agreed scope and organise the delivery of requested professional services.

03

Assessment work

To review information relevant to an agreed fire safety assessment, prepare findings and provide written recommendations.

04

Communication

To communicate with you about an enquiry, agreed service, documents, clarification or follow-up matters.

05

Administration

To maintain appropriate business records and manage professional service administration.

06

Legal obligations

To meet applicable legal, regulatory, accounting or record keeping requirements.

05

LAWFUL BASES

Why processing may be lawful.

Depending on the circumstances, personal information may be processed under one or more of the following lawful bases:

Contract

Where processing is necessary to take steps requested before entering into an agreement or to perform an agreed service.

Legal obligation

Where processing is necessary for compliance with an applicable legal or regulatory obligation.

Legitimate interests

Where processing is necessary for legitimate business administration, communication, service management or record keeping, provided that the relevant interests and individual rights are appropriately considered.

Consent

Where consent is the appropriate lawful basis, information will be processed for the specific purpose explained when consent is requested.

06

RETENTION

Kept for as long as there is a reason to keep it.

Personal information is not retained indefinitely. We review information according to its purpose and retain it only for as long as reasonably necessary, taking account of the nature of the information, the service relationship and any applicable legal or accounting requirements.

ENQUIRY RECORDS Up to 12 months

General enquiries that do not result in an ongoing service relationship are normally reviewed for deletion within 12 months after the last meaningful communication.

SERVICE RECORDS Up to 7 years

Records relating to completed professional services may be retained for up to 7 years where reasonably required for business records, contractual administration, professional reference or the establishment, exercise or defence of legal claims.

ACCOUNTING RECORDS As legally required

Financial and accounting records are retained for the period required by applicable UK tax and accounting rules.

WEBSITE TECHNICAL DATA Purpose dependent

Technical and website usage information is retained according to the relevant technology, purpose and applicable cookie or privacy settings.

Where a longer retention period is required or reasonably necessary under applicable law, the relevant information may be retained for that longer period. Information is reviewed and securely deleted or anonymised when it is no longer required.

07

SHARING INFORMATION

Information is shared only where appropriate.

We do not routinely make personal information available to unrelated third parties. Information may be shared where this is reasonably necessary for the purposes described in this policy.

08

INTERNATIONAL PROCESSING

Information may be processed through service providers.

Some technology and service providers used for website hosting, email, storage or business administration may process information outside the United Kingdom.

Where personal information is transferred outside the UK, we take appropriate steps required by applicable data protection law, including relying on an adequacy decision or appropriate transfer safeguards where required.

Transfer safeguards

Where applicable, information about the relevant safeguard or transfer mechanism can be requested by contacting us using the details provided below.

09

YOUR RIGHTS

Your information comes with rights.

Subject to the conditions and exemptions that apply under data protection law, individuals may have rights including:

01 Access

Request a copy of personal information held about you.

02 Correction

Ask us to correct inaccurate or incomplete information.

03 Erasure

Request deletion where the legal requirements for erasure are satisfied.

04 Restriction

Ask for processing to be restricted in circumstances provided by applicable law.

05 Objection

Object to certain processing where the applicable legal conditions are met.

06 Data portability

Request certain personal information in a structured, commonly used and machine-readable format where applicable.

RESPONSE PERIOD 1 calendar month

Requests will normally be answered without undue delay and, where the applicable right provides a one-month response period, within one calendar month of receipt. For complex or multiple requests, the applicable period may be extended by up to a further two months where permitted by law. If an extension is required, you will normally be informed within the first month.

10

MAKING A REQUEST

A request can be made directly to us.

To exercise a relevant privacy right, please contact us by email and provide enough information to help us identify the information concerned and understand your request.

Where necessary and proportionate, we may request additional information to confirm the identity of the person making the request. This is intended to protect personal information from being disclosed to the wrong person.

PRIVACY REQUESTS orsafireservices2017@outlook.com

11

WEBSITE & COOKIES

Website technologies are purpose-led.

This website may use essential technologies required for the website to operate correctly. Where non-essential cookies or similar technologies are used, the relevant information and choices are addressed through the website’s Cookie Policy and applicable consent controls.

Information submitted through website enquiry forms is used for the purpose for which it was provided, including responding to the enquiry and discussing relevant services.

We do not use personal information collected through an enquiry form for an unrelated purpose without an appropriate lawful basis.

12

SECURITY

Information is handled with appropriate care.

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration or inappropriate disclosure.

Access to personal information is limited to circumstances where it is reasonably required for the relevant business, service, administrative or legal purpose.

No method of electronic storage or transmission can be described as completely secure. Where a personal data incident occurs, applicable legal requirements for assessing, recording and notifying the incident will be followed.

13

INFORMATION FROM OTHER SOURCES

Information may sometimes come from another source.

In limited circumstances, personal information may be received from another person, organisation or service provider where this is relevant to an enquiry, service arrangement or lawful business purpose.

Where applicable, the relevant privacy information will be provided within the period required by data protection law. Where personal information is obtained from another source, privacy information will generally be provided within a reasonable period and no later than one month, subject to applicable exceptions.

14

POLICY REVIEW

Privacy information should remain accurate and useful.

This policy is reviewed when necessary to reflect changes in our services, website technologies, information handling practices or applicable legal requirements.

Where a material change affects how personal information is processed, the relevant privacy information will be updated before the new processing begins where required.

Effective position

This policy applies immediately to the processing activities described above and should be read together with the website’s Cookie Policy, Terms & Conditions and other applicable service policies.

15

CONCERNS & COMPLAINTS

Questions about your information? Start with us.

If you have a question, concern or request about the way we handle personal information, please contact us directly first. We will consider the matter and respond within the applicable legal timeframe.

Individuals also have the right, where applicable, to raise a concern with the UK’s Information Commissioner’s Office (ICO).

Contact ORSA FIRE →

Your information, handled clearly.