the responsible collection and use of personal data
Your confidence in our website, our security and how we conduct business is really important to us. The following information is intended to explain the lengths we go to in order to protect your information and why.
02. What data do we collect?
03. Security – how we protect your data
04. The legal basis
05. Why do we process personal data?
06. When and how we process personal data
07. Locations of processing
08. Changes to the Privacy Notice
09. Data controller and contact information
10. Individuals’ rights and how to exercise them
1 - Introduction
International Fire Consultants Group Ltd (“IFC”, “we”, “us”, or “our”) is strongly committed to protecting personal data. This privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us, both by individuals themselves or by others. We may use personal data provided to us for any of the purposes described in this privacy statement or as otherwise stated at the point of collection.
Personal data is any information relating to an identified or identifiable living person. IFC processes personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose may differ.
When collecting and using personal data, our policy is to be transparent about why and how we process personal data.
2 - What data do we collect
As a B2B operation we only require basic personal data from individuals working for or with client companies. This is limited to name, title, address, contact number, contact email, company. In circumstances where upon invoice, personal financial details are provided by you to us, we will also store these details.
We will use any data associated with your record, for example the type of service you received, any reasons for wanting that service, the value of the service and the success of that service, for internal processing (business analysis) and improving of our service offers.
3 - Security - how do we protect your data
We take the security of all the data we hold very seriously. We adhere to internationally recognised documentary control standards within the wider framework of ISO 9001:2008. We have a framework of policies, procedures and training in place covering data protection, confidentiality and security and we regularly review the appropriateness of the measures we have in place to keep the data we hold secure.
Our central server database is securely stored with encrypted and password-protected access. We perform regular monitoring of our security system as well as undertaking training of staff in data protection.
4 - The legal basis
4.1. Consent: Under certain circumstances, we may collect and process your data with your consent. Consent options will be made clear and for what purpose we are collecting and processing that data, for example, by opting-in to receive fire safety insights and newsletters.
4.2. Contractual obligations: Due to the nature and importance of IFC’s work in life safety, we require personal data from individuals and companies to achieve contractual obligations and regulatory compliance. For example, we require a formal contact name and address to provide work quotations, communication, invoices and reports.
4.3. Legal compliance: If the law requires us to, we may need to collect and process your data. For example, we can pass on details of people involved in fraud or other criminal activity affecting the Group to law enforcement.
4.4. Legitimate interest: we will often require your basic data to enable operations critical to our business, in following our quality management system, and to allow us to send limited communications relevant to your interests with us. Personal data processed under the legal basis of legitimate business interests will not materially impact your rights, freedoms or interests.
5 - Why do we process personal data?
As a responsible business operating to the UKAS accredited ISO 9001 Quality Management System model, we may require certain limited personal data when you interact, engage or communicate with IFC Group.
Personal data is any information relating to an identified or identifiable living person. IFC processes personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose may differ. We collect data to enable us to:
6 - When and how we process personal data
We may collect personal data when:
We will only share personal data with selected parties when we are legally permitted to do so, for example with partner firms requiring such information during construction projects. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.
7 - Locations of processing
We are part of a global network of companies and in common with other professional service providers, we use third parties located in other countries to help us run our business. As a result, personal data may be transferred outside the countries where we and our clients are located. This includes countries outside the European Union (“EU”) and to countries that do not have laws that provide specific protection for personal data.
We have taken steps to ensure all personal data is provided with adequate protection and that all transfers of personal data outside the EU are done lawfully. Where we transfer personal data outside of the EU to a country not determined by the European Commission as providing an adequate level of protection for personal data, the transfers will be under an agreement which covers the EU requirements for the transfer of personal data outside the EU, such as the European Commission approved standard contractual clauses. The European Commission approved standard contractual clauses are available from their website: http://eur-lex.europa.eu/homepage.html
Personal data held by us may be transferred to:
7.1. Other IFC Member Companies. For details of our member firm locations, please go to our Contact page for details of our member firm locations. We may share personal data with other IFC Group Companies where necessary for administrative purposes and to provide professional services to our clients (e.g. when providing services involving advice from IFC Group Companies in different territories). Our business contacts are visible to and used by IFC users from other IFC Group Companies.
7.2. Third party organisations that provide applications/functionality, data processing or IT services to us. We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems. For example, providers of information technology, cloud-based software as service providers, identity management, website hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are located in secure data centres in the UK and personal data may be stored in any one of them.
7.3. Third party organisations that otherwise assist us in providing goods, services or information
7.4. Auditors and other professional advisers
7.5. Law enforcement or other government and regulatory agencies or to other third parties as required by, and in accordance with, applicable law or regulation
8 - Changes to this privacy statement
We recognise that transparency is an ongoing responsibility, so we will keep this privacy statement under regular review. This privacy statement was last updated on 2nd May 2018.
9 - Data controller and contact information
The data controller is IFC Group Ltd (the limited partnership registered in England under registration no 2194010 and with its registration address IFC Group, Park Street Business Centre, 20 Park Street, Princes Risborough, Buckinghamshire, HP27 9AH and any other IFC Group Companies that is a contracting party for the purposes of providing or receiving services.
If you have any questions about this privacy statement or how and why we process personal data, please contact us at:
Data Protection Officer
IFC Group Ltd
Park Street Business Centre
20 Park Street
Phone: 01844 275500
10 - Individuals’ rights and how to exercise them
Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights.
10.1. Access to personal data. You have a right of access to personal data held by us as a data controller. This right may be exercised by emailing us at firstname.lastname@example.org. We will aim to respond to any requests for information promptly, and in any event within the legally required time limits (currently 40 days).
10.2. Amendment of personal data. To update personal data submitted to us, you may email us at email@example.com or, where appropriate, contact us via the relevant website registration page or by amending the personal details held on relevant applications with which you registered.
10.3. Withdrawal of consent. Where we process personal data based on consent, individuals have a right to withdraw consent at any time. To withdraw consent to our processing of your personal data please email us at firstname.lastname@example.org or, to stop receiving an email from a IFC marketing list, please click on the unsubscribe link in the relevant email received from us.
When practically possible, once we are informed that any personal data processed by us is no longer accurate, we will make corrections (where appropriate) based on your updated information.
10.4. Other data subject rights. This privacy statement is intended to provide information about what personal data we collect about you and how it is used. As well as rights of access and amendment referred to above, individuals may have other rights in relation to the personal data we hold, such as a right to erasure/deletion, to restrict or object to our processing of personal data and the right to data portability. Some of these rights will only be available from 25 May 2018.
If you wish to exercise any of these rights, please send an email to email@example.com
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data – for example to allow us to deliver our services compliantly with legislation.
11 - Complaints
We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to firstname.lastname@example.org. As a responsible company we will look into and respond to any complaints we receive.
You also have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) (the UK data protection regulator).
For further information on your rights and how to complain to the ICO, please refer to the ICO website https://ico.org.uk/concerns