1. Data Controller

The data controller responsible for your personal data is:

Voltx Services Ltd

172 Cranbrook Road, Ilford, IG1 4LX

Company No: 15420788

ICO Registration: ZB798047

Email: info@voltxservices.com

Phone: 0208 058 2112

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

Clients and Prospective Clients

• Contact details: name, email address, phone number, postal address.
• Business information: company name, job title, company registration details.
• Contract and billing information: service agreements, invoices, payment records.
• Communication records: correspondence, enquiry details, meeting notes.

Employees and Job Applicants

• Identity information: full name, date of birth, national insurance number, passport or ID documents.
• Employment details: employment history, qualifications, references, SIA licence details.
• Vetting data: BS7858 screening records (processed as part of our COP119 framework), DBS checks, right-to-work documentation.
• Financial information: bank details, tax information, payroll records.
• Health data: occupational health assessments, absence records (where required).

Website Visitors

• Technical data: IP address, browser type, operating system, pages visited, time spent on pages.
• Contact form submissions: name, email, phone number, message content.

3. Lawful Basis for Processing

We process personal data on the following lawful bases under Article 6 of UK GDPR:

• Contract: Where processing is necessary for the performance of a contract with you or to take steps at your request prior to entering into a contract.
• Legal obligation: Where we are required to process data to comply with legal or regulatory requirements, including employment law, health and safety regulations, and SIA licensing requirements.
• Legitimate interests: Where processing is necessary for our legitimate business interests, such as managing client relationships, improving our services, and ensuring site security. We always balance our interests against your rights.
• Consent: Where you have given clear consent for us to process your personal data for a specific purpose, such as receiving marketing communications. You may withdraw consent at any time.

4. How We Use Your Data

We use personal data for the following purposes:

• To provide and manage our security, facilities management, and cleaning services.
• To communicate with clients regarding service delivery, contracts, and invoicing.
• To recruit, vet, and manage our workforce in accordance with industry standards.
• To comply with legal and regulatory obligations, including SIA licensing, health and safety, and employment law.
• To respond to enquiries and provide customer support.
• To improve our website, services, and business operations.
• To prevent fraud and ensure the security of our operations.

5. Data Sharing

We do not sell your personal data. We may share your data with the following categories of recipients where necessary:

• Clients: Relevant personnel details as required for service delivery (e.g., officer names, SIA licence numbers for site assignments).
• Regulatory bodies: The Security Industry Authority (SIA), HM Revenue & Customs, the Health and Safety Executive, or other bodies as required by law.
• Service providers: Third-party providers who assist with payroll processing, IT systems, vetting services, and professional advice (legal, accounting). These providers are bound by data processing agreements.
• Law enforcement: Where we are required to do so by law or in response to a valid legal request.

We do not transfer personal data outside the United Kingdom unless appropriate safeguards are in place as required by UK GDPR.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected. Our standard retention periods are:

• Client records: 7 years after the end of the contractual relationship.
• Employee records: 7 years after the end of employment.
• Unsuccessful job applications: 6 months after the recruitment decision, unless consent is given for longer retention.
• BS7858 vetting records: Retained in accordance with COP119 requirements and applicable legislation.
• Website analytics: 26 months.
• Contact form enquiries: 2 years from the date of submission.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access: You can request a copy of the personal data we hold about you (Subject Access Request).
• Right to rectification: You can request that we correct any inaccurate or incomplete data.
• Right to erasure: You can request that we delete your personal data where there is no compelling reason for its continued processing.
• Right to restrict processing: You can request that we limit how we use your data in certain circumstances.
• Right to data portability: You can request a copy of your data in a structured, commonly used, machine-readable format.
• Right to object: You can object to the processing of your data where we rely on legitimate interests as the lawful basis.
• Rights related to automated decision-making: You have the right not to be subject to decisions based solely on automated processing, including profiling, that produce legal effects or significantly affect you.

To exercise any of these rights, please contact us at info@voltxservices.com. We will respond to your request within one month.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: ico.org.uk

8. Cookies

Our website uses cookies to enhance your browsing experience and to analyse website traffic. Cookies are small text files stored on your device when you visit our website.

Types of Cookies We Use

• Essential cookies: Necessary for the website to function correctly. These cannot be disabled.
• Analytics cookies: Help us understand how visitors interact with our website by collecting information anonymously.

You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission (SSL/TLS) on our website.
• Access controls limiting data access to authorised personnel only.
• Regular review of data processing practices and security measures.
• Staff training on data protection and information security.
• Secure storage of physical records in locked facilities.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.