Central Southern Security Ltd
Last updated: 3rd December 2025

Central Southern Security Ltd ("we", "us", "our") is committed to protecting your privacy and handling your personal data fairly, lawfully and transparently.

This policy explains what personal data we collect, how we use it, and the rights you have under UK data protection law, including the UK GDPR and Data Protection Act 2018.

If you have any questions, please contact us using the details at the bottom of this page.

1. Who we are

Central Southern Security Ltd
Unit 5, Lysander Court
Lymington
Hampshire
SO41 8JD

Telephone: 01590 677366
Email: admin@centralsouthernsecurity.co.uk

We are the "data controller" for the personal data described in this policy. This means we decide how and why your data is used.

2. Personal data we collect

We collect and process personal data in the following ways:

2.1. When you contact us

For example when you call, email, fill in a form, or request a free site survey.

We may collect:

• Name

• Job title and company name (if applicable)

• Contact details such as phone number, email address and postal address

• Details about your property or site

• Information about the systems you have or are interested in

• Any other information you choose to provide in your message

2.2. When we carry out surveys, installation or maintenance

We may collect:

• Contact and billing details

• Site addresses and access instructions

• Information about existing security or fire systems

• Records of visits, work carried out and system logs

• Keyholder details if supplied

2.3. When we provide monitoring or keyholding services

We may collect:

• Keyholder names and contact details

• Alarm event logs and response records

• Instructions for attending the property

2.4. Website usage and cookies

When you visit our website, we may automatically collect:

• IP address

• Browser type and device information

• Pages visited and actions taken on the site

• Approximate location based on IP

This is usually collected through cookies and similar technologies. You can control cookies through your browser settings. If a separate Cookie Policy is in place on the site, that will provide further detail.

3. How we use your personal data

We use your personal data for the following purposes:

• To respond to enquiries and provide quotations

• To arrange and carry out site surveys

• To design, install and maintain security and fire systems

• To provide monitoring, keyholding and call out services

• To manage our relationship with you as a customer or supplier

• To send essential service updates and safety notices

• To issue invoices and manage payments

• To meet our legal and regulatory obligations

• To improve our services and website

We do not sell your personal data to third parties.

4. Our lawful bases for processing

We process your personal data under one or more of the following legal bases:

• Contract
  Where processing is necessary to provide a quotation, deliver our services, or fulfil a contract with you.

• Legitimate interests
  For example:

  • Responding to enquiries

  • Managing and improving our services

  • Keeping appropriate records of work carried out

  • Protecting our business, staff and customers from fraud or misuse

  We only rely on legitimate interests where these are not overridden by your rights and freedoms.

• Legal obligation
  For example:

  • Health and safety records

  • Fire and security records that must be retained to meet regulatory requirements or inspection standards

  • Accounting and tax records

• Consent
  Where you have chosen to opt in to certain types of communication. You can withdraw your consent at any time.

5. Who we share your data with

We may share your personal data with:

• Our directly employed engineers and office staff

• Carefully selected subcontractors involved in installation or maintenance

• Monitoring centres and keyholding partners (if you use these services)

• Insurers or accreditation bodies if evidence of compliance is required

• Payment providers and our accountants for billing and finance

• IT and software providers who support our systems and website

• Regulators or law enforcement where we are legally required to do so

We only share what is necessary for the purpose in question and we ensure that anyone handling your data is under an appropriate duty of confidentiality and data protection.

We do not sell your data to third parties for marketing.

6. CCTV and recorded data

In some cases we may have access to CCTV images or system logs during installation, maintenance or remote support.

• Any access is strictly for the purpose of installing, configuring, fault finding or maintaining your system.

• We do not use your CCTV images for any purpose other than providing our services or as required by law.

• You, as the system owner or operator, remain responsible for complying with the Information Commissioner's Office (ICO) guidance on CCTV where applicable.

If we are acting as a data processor on your behalf (for example when providing remote monitoring), the terms of that arrangement will be set out in a separate agreement.

7. How long we keep your data

We keep personal data only for as long as necessary for the purposes described in this policy, including:

• Enquiry and quotation records: usually up to 2 years

• Customer records, service history and system details: typically for the life of the system and then for a reasonable period afterwards

• Financial and invoicing records: usually 6 years for tax and accounting purposes

• Monitoring and alarm event logs: retained in line with service agreements and regulatory requirements

Where we no longer need your data, we will delete or anonymise it securely.

8. International transfers

Our core systems and data are hosted within the UK and European Economic Area where possible. If we use any third party service providers that transfer data outside the UK or EEA, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections required by law.

9. Your rights

Under UK data protection law you have the following rights:

• Right of access
  You can request a copy of the personal data we hold about you.

• Right to rectification
  You can ask us to correct inaccurate or incomplete data.

• Right to erasure
  In certain circumstances you can ask us to delete your personal data.

• Right to restrict processing
  You can ask us to limit how we use your data in certain situations.

• Right to object
  You can object to processing based on our legitimate interests or to direct marketing.

• Right to data portability
  Where processing is based on consent or contract and carried out by automated means, you can request your data in a usable format.

To exercise any of these rights, please contact us using the details below. We may need to verify your identity before responding.

10. Marketing

We may occasionally contact existing customers with relevant updates or information about services that may be of genuine interest, using our legitimate interests as the legal basis.

You can ask us to stop sending marketing at any time by:

• Clicking the unsubscribe link in any email, or

• Contacting us at admin@centralsouthernsecurity.co.uk

We do not send marketing messages on behalf of third parties.

11. Security of your data

We take appropriate technical and organisational measures to protect your personal data, including:

• Secure storage of electronic records

• Access controls so only authorised staff can view or update data

• Staff training and internal policies on data protection and confidentiality

• Regular review of our systems and security measures

No system is completely secure, but we work to reduce risks as far as reasonably possible.

12. Third party websites

Our website may contain links to other websites. We are not responsible for the privacy practices or content of those third party sites. We recommend you read their privacy policies before providing any personal data.

13. How to contact us

If you have any questions about this policy or how we handle your data, please contact:

Data Protection Contact
Central Southern Security Ltd
Unit 5, Lysander Court
Lymington
Hampshire
SO41 8JD

Email: admin@centralsouthernsecurity.co.uk

Telephone: 01590 677366

14. Your right to complain

If you are unhappy with how we have used your personal data, please contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk

Telephone: 0303 123 1113

15. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this page periodically to stay informed about how we protect your data.