Privacy Policy – Essential Security Systems Ltd
Essential Security Systems Ltd (“we”, “us”, “our”) is committed to protecting your privacy.
This Privacy Policy explains how we collect, use, store, and safeguard your personal data when you visit our website, contact us, or use our services. It also sets out your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Essential Security Systems Ltd
Unit 3, Weald Hall Lane Industrial Estate, Epping, Essex, CM16 6NR
Email: info@essential-group.co.uk
Telephone: 01992 560599
We provide installation, maintenance, and support for fire, security, CCTV, door access, intruder alarm, DDA, and associated life-safety and security systems.
We are the Data Controller for the personal information we process.
2. Personal Data We Collect
We may collect and process the following types of personal data:
Information you provide directly
- Name
- Email address
- Phone number
- Company name
- Billing and site addresses
- Details relating to quotations, service requests, or projects
- Panel data or system information required for commissioning (e.g., URNs, monitoring details)
Information collected automatically
- IP address
- Device and browser information
- Pages you visit on our website
- Cookies and usage tracking technology (see Section 8)
Information collected as part of our services
- Records of installed systems, including device logs
- Alarm, fire, CCTV, access control or intruder alarm system information
- CCTV images or footage only where we act on your instructions as a support or maintenance provider (we do not act as the Data Controller for customer-owned CCTV)
We only collect what is necessary to provide our services or improve your experience.
3. How We Use Your Personal Data
We may use your data for the following purposes:
- Responding to enquiries, emails, or service requests
- Preparing quotations
- Managing installations, maintenance visits, and ongoing contracts
- Alarm monitoring and URN registration
- Scheduling engineers and maintaining service logs
- Compliance with SSAIB, BAFE and industry regulations
- Improving our website and customer service
- Providing important updates about your systems
- Sending marketing communications if you have provided consent
We never sell personal data to third parties.
4. Legal Basis for Processing
We rely on one or more of the following legal bases:
- Performance of a contract – to deliver our services to you
- Legitimate interests – for efficient business operation and communication
- Legal obligation – to comply with regulations and industry standards
- Consent – for non-essential marketing
5. Sharing Your Personal Data
We may share your information with:
- Alarm Receiving Centres for monitoring
- Approved engineers and subcontractors
- Accreditation bodies including SSAIB and BAFE
- Legal advisors, insurers, or auditors
- IT, hosting, and communication service providers
- Law enforcement when legally required
All third parties must comply with UK GDPR and handle data responsibly.
We do not transfer your personal data outside the UK without appropriate safeguards.
6. Data Retention
We keep your personal data only for as long as necessary:
- Enquiries: up to 12 months
- Installation and service records: up to 7 years
- Monitoring/URN information: in accordance with regulatory bodies
- System logs and technical configuration: retained for the duration of your contract
Once data is no longer required, it is securely deleted or anonymised.
7. How We Protect Your Data
We use technical and organisational security measures to protect personal data, including:
- Secure encrypted servers
- Restricted internal access
- Secure field-service management systems
- Regular audits as part of SSAIB/BAFE certification
- Anti-malware and firewall protection
- Staff training on data protection
8. Cookies and Tracking Technologies
Our website may use cookies to:
- Improve user experience
- Analyse website traffic
- Support essential website functions
You may disable non-essential cookies in your browser settings.
A separate Cookie Policy is available on our website.
9. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold
- Request corrections to inaccurate information
- Request deletion of your data
- Restrict or object to processing
- Request data portability
- Withdraw consent for marketing
- Complain to the Information Commissioner’s Office (ICO)
ICO website: www.ico.org.uk
Telephone: 0303 123 1113
To exercise any of these rights, email info@essential-group.co.uk.
10. External Links
Our website may contain links to external sites.
We are not responsible for their content or privacy practices.
11. Changes to This Policy
We may update this Privacy Policy from time to time.
Updates will be posted on this page with a revised date.
12. Contact Us
If you have any questions or require further information, please contact:
Data Protection Officer
Essential Security Systems Ltd
Unit 3, Weald Hall Lane Industrial Estate
Epping
Essex
CM16 6NR
Email: info@essential-group.co.uk
Telephone: 01992 560599
