The KSS pledge
Merit based recruitment: positive working environment
Client accountability: abolishing the abuse of power
Overview
At King Safety and Security, we are committed to creating a working environment where all close protection operatives feel valued, respected, and supported. We understand the challenges and injustices prevalent in the close protection industry, and we are dedicated to setting a new standard of fairness and inclusivity for others to follow, through the KSS Pledge.
Objectives:
- To promote safety and wellbeing for all
- To set industry standards for others to follow
- To encourage greater diversity in the CP space
Merit-based recruitment
KSS will always prioritise merit and qualifications when recruiting new team members, ensuring a level playing field for all candidates regardless of background or connections.
Merit-based recruitment is a fair and transparent process that focuses on the qualifications, skills, and abilities of candidates rather than personal connections or biases of the recruiter. By emphasising merit, KSS can ensure that the most suitable individuals are selected for positions, leading to a more competent and diverse workforce. This approach helps to avoid nepotism and favoritism, creating a level playing field for all applicants.
One of the key benefits of merit-based recruitment is that it promotes diversity and inclusion within the workplace. When hiring decisions are based on merit, individuals from different backgrounds and experiences have an equal opportunity to succeed. This not only benefits the organization by bringing in fresh perspectives and ideas but also fosters a more inclusive and equitable work environment.
Positive working environment
Creating a positive working environment is crucial for the well-being and productivity of employees. To ensure this, KSS has implemented several systems and processes to combat bullying in the workplace. We have clear policies in place that define what constitutes bullying behavior, provide avenues for reporting incidents, and outline the consequences for such actions. Training sessions and workshops are also conducted to raise awareness and educate employees on the importance of respectful interactions.
In the event of discord within a team, our company is committed to promoting mediation as a means of resolving conflicts. Mediation allows parties to express their concerns in a safe and structured environment, with the goal of finding a mutually acceptable solution. This approach emphasises
open communication, active listening, and compromise, fostering a culture of understanding and cooperation among team members.
KSS maintains a zero-tolerance policy towards sexual harassment and discrimination. We firmly believe that every individual has the right to work in an environment free from harassment, whether from colleagues, clients, or management. Any allegations of such behavior are thoroughly investigated, and appropriate disciplinary actions up to contract termination are taken to address the issue. By upholding these standards, we aim to create a workplace where all employees feel respected, valued, and safe.
Abolishing the abuse of power
KSS is committed to fostering a workplace that is free from any form of discrimination. As an industry that has historically faced challenges with the abuse of power, we recognise the importance of creating a culture of respect, equality, and inclusivity for all employees.
Our company strictly prohibits any behaviour, language, or actions that are demeaning, disrespectful, or discriminatory towards individuals based on their gender, age, sexual orientation, ethnicity, or any protected characteristic. This includes but is not limited to hurtful remarks, inappropriate jokes, unwanted advances, or any other form of harassment. Any employee found engaging in such behaviour will be subject to remedial or disciplinary action, up to and including termination.
We encourage all employees to speak up if they witness or experience any form of poor behaviour in the workplace. We have established confidential reporting mechanisms to ensure that all concerns are taken seriously and addressed promptly. By working together, we can create a safe and supportive environment where everyone can thrive and succeed based on their merits and contributions.
Client accountability
KSS is dedicated to upholding the highest standards of client accountability. In an environment where clients are sometimes given free rein due to fear of repercussions, KSS stands firm in its commitment to ensuring accountability for all actions. Our company policy dictates that any claims of wrongdoing by a client will be thoroughly investigated, and appropriate action will be taken to address and rectify the issue promptly.
At KSS, the safety and wellbeing of our staff are paramount. We prioritise the safeguarding of our team members above all else, and any behaviour that compromises their safety will not be tolerated. Our zero-tolerance policy towards any form of misconduct ensures that our employees can perform their duties with confidence and peace of mind. By upholding a culture of accountability and transparency, we strive to maintain a professional and ethical working environment that reflects our core values of integrity and respect.
Mental health support
KSS understand that mental health challenges can affect anyone, and we are committed to providing a supportive environment for all our personnel. To maintain good mental health, we encourage our employees to take regular breaks, practice self-care, and seek help when needed. We believe in removing the stigma associated with mental health issues by fostering open and honest conversations.
In line with our commitment to supporting our employees, we offer referrals to services that can provide qualified assistance if necessary. These services may include counselling, therapy, or mental health resources in the community. We believe that seeking help is a sign of strength, and we encourage our employees to reach out for support whenever they need it. By promoting a culture of understanding and acceptance, we aim to create a work environment where everyone feels valued and supported.
Summary
By making the KSS Pledge, we are not only committing to the well-being of our own close protection operatives but also challenging our industry peers to prioritise fairness, equality, and respect in their own practices. Together, we can create a more just and equitable future for all individuals working in close protection.
Key Metrics:
- The success of the KSS pledge will be measured by the ongoing quarterly external audit of grievances raised by personnel.
- The audit will assess the following key areas:
- Was the CPO aware of how to raise the grievance/request for support?
- Was the process followed appropriately by their line manager?
- Was the issue resolved?
- Was the process sufficient?
- Did the CPO feel their issue was adequately dealt with, and a suitable outcome reached?
- What could have been improved in the process?
2025 Targets:
- Zero discriminatory and/or bullying grievances raised.
- Significant reduction in team clashes requiring mediation and remedial support.
- Significant increase in the reporting and support offered around mental health.
100% approval rating from personnel via anonymous feedback forms, when asked about the support available from KSS and the promotion of the importance of well being within the company ethos.
Personnel Resources:
- The KSS CPO handbook and guide to resources
- Anonymous feedback forms
- Grievance procedures
- Line management
- Senior management
- Links to external support
Inclusion and Diversity Policy
At King Safety and Security, we fi rmly believe in fostering an inclusive and diverse workplace where all individuals feel respected, valued, and empowered. We are committed to creating an environment that celebrates differences and promotes equal opportunities for all employees, regardless of their race, ethnicity, gender, age, sexual orientation, disability, or any other characteristic protected by law. This inclusion and diversity policy outlines our commitment and sets the framework for actions and targets to achieve our goals.
1. Equal Employment Opportunities
a. King Safety and Security is an equal opportunity employer, and all recruitment, hiring, training, promotions, and other employment decisions will be based on merit and qualifications.
b. We will not tolerate any form of discrimination or harassment and will take appropriate measures to prevent, address, and resolve such issues promptly and effectively.
2. Creating an Inclusive Culture
a. We will foster a culture that values and embraces diversity, promoting an inclusive environment where everyone feels safe to express their ideas, perspectives, and identities.
b. We will provide ongoing diversity and inclusion training to all employees, raising awareness and promoting understanding of different cultures, beliefs, and backgrounds.
c. We are committed to cultivating a diverse leadership team that reflects the communities we serve.
3. Accessibility and Accommodation
a. King Safety and Security is committed to providing reasonable accommodations to individuals with disabilities to ensure equal opportunities for employment, training, and advancement.
b. We will regularly assess and improve our facilities, systems, and processes to enhance accessibility and accommodate the needs of our employees and clients.
4. Employee Resource Groups King Safety andsecurity lTD Inclusion and diversity policy www.ksands.co.uk
a. We will support and encourage the formation of employee resource groups that focus on various dimensions of diversity, such as race, gender, LGBTQ+, and disability, among others.
b. These groups will be provided with resources and a platform to promote awareness, education, and inclusivity within the organisation.
5. Supplier Diversity
a. King Safety and Security will actively seek to engage diverse suppliers, including minority-owned, women-owned, and disabled veteran-owned businesses, among others.
b. We will encourage supplier diversity and inclusion within our supply chain, promoting economic growth and opportunities for underrepresented businesses.
6. Monitoring and Accountability
a. We will regularly monitor and assess our progress towards achieving inclusion and diversity goals, analysing data, and identifying areas for improvement.
b. Accountability for the implementation of this policy will rest with all levels of management, who will actively promote and champion inclusion and diversity initiatives.
7. External Engagement
a. King Safety and Security will contribute to the broader community by actively engaging with external organisations, initiatives, and events that promote inclusion and diversity.
b. We will seek partnerships and collaborations with organizations that align with our values and share our commitment to fostering inclusive and diverse communities. This policy will be communicated to all employees, suppliers, and stakeholders, and made available to the public. It will be reviewed periodically to ensure its ongoing relevance and effectiveness. King Safety and Security is dedicated to building an inclusive and diverse organisation that harnesses the strengths of all individuals, promotes innovation, and ensures the highest quality of service to our clients and communities.
Modern Slavery declaration
Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person’s liberty by another to exploit them for personal or commercial gain.
The Company has a zero-tolerance approach to modern slavery, and we are committed to acting ethically and with integrity in all our business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our own business or in any of our supply chains.
We are also committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chains, consistent with our disclosure obligations under the Modern Slavery Act 2015.
We expect the same high standards from all of our contractors, suppliers and other business partners, and as part of our contracting processes, in the coming year we will include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude, whether adults or children, and we expect that our suppliers will hold their own suppliers to the same high standards.
This policy applies to all persons working for us or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third-party representatives and business partners.
This policy does not form part of any employee’s contract of employment and we may amend it at any time.
Sustainability Policy
At King Safety and Security Ltd, we recognise the importance of conducting our business in a sustainable and environmentally responsible manner. We are committed to protecting the environment, conserving resources, and minimising our ecological footprint. This sustainability policy outlines our commitment and sets the framework for actions and targets to achieve our sustainability goals.
1. Environmental Stewardship
a. King Safety and Security LTD will prioritise the protection and preservation of the environment in all aspects of our operations.
b. We will comply with all applicable environmental laws, regulations, and standards and strive to exceed them where possible.
c. We will continuously assess and minimise the environmental impacts of our activities, products, and services.
2. Energy Efficiency and Conservation
a. King Safety and Security LTD will reduce energy consumption by implementing energy-effi cient technologies, practices, and equipment.
b. We will promote the responsible use of energy among our employees and encourage their active participation in energy conservation initiatives.
3. Waste Management
a. King Safety and Security LTD will minimise waste generation and implement effective waste management practices.
b. We will encourage waste reduction, recycling, and reusing materials wherever possible.
c. We will collaborate with suppliers and clients to promote sustainable waste management practices.
4. Climate Change Mitigation
a. King Safety and Security LTD is committed to minimising our greenhouse gas emissions and offsetting our remaining emissions to achieve carbon neutrality.
b. We will regularly monitor and assess our carbon footprint and implement measures to reduce emissions, such as adopting electric vehicles and promoting remote working.
c. We will actively seek opportunities to support renewable energy sources and promote energy-effi cient practices.
5. Sustainable Procurement
a. King Safety and Security LTD will prioritise the procurement of environmentally friendly and sustainable products and services.
b. We will collaborate with suppliers who share our commitment to sustainability.
c. We will consider the entire lifecycle of products, including their production, use, and disposal, when making procurement decisions.
6. Employee Engagement
a. King Safety and Security LTD will provide training and resources to enhance employee awareness and understanding of sustainability.
b. We will empower employees to contribute ideas and suggestions for improving sustainability practices.
c. We will promote a culture of sustainability and recognise and reward employees for their contributions towards our sustainability goals.
7. Stakeholder Engagement
a. King Safety and Security LTD will engage and communicate with stakeholders, including clients, employees, and local communities, on matters related to sustainability.
b. We will actively seek feedback and input from stakeholders to improve our sustainability performance and address any concerns.
8. Continuous Improvement
a. King Safety and Security LTD will regularly review and monitor our sustainability performance and set measurable targets to drive continuous improvement.
b. We will conduct periodic audits to ensure compliance with our sustainability policy and identify areas for improvement.
c. We will strive to stay up to date with evolving sustainability best practices and adapt our policies and
practices accordingly.
This policy will be communicated to all employees, suppliers, and stakeholders, and made available to the public. It will be reviewed annually to ensure its ongoing relevance and effectiveness. King Safety and Security LTD is committed to embedding sustainability into our everyday operations, creating a positive impact on the environment, society, and the long-term success of our business.
Environmental Policy
At King Safety and Security Ltd , we are committed to minimising our impact on the environment and promoting sustainability throughout our operations.
As a UK-based company providing close protection operatives and security services to private clients, we recognize the importance of taking proactive steps to reduce our carbon footprint and contribute to a greener future.
Our Environmental Policy outlines our commitment to:
1. Compliance with Environmental Regulations
We will ensure compliance with all applicable environmental laws, regulations, and standards relevant to our operations. We will regularly review and update our procedures to meet or exceed these requirements.
2. Energy Efficiency
We will strive to reduce energy consumption by implementing energy-efficient measures across our offices, vehicles, and equipment. This includes using energy-saving appliances, maximizing natural lighting and ventilation, and promoting responsible energy use among our staff.
3. Waste Management
We will adopt a waste management system that promotes reduction, reuse, and recycling. Our aim is to minimize the amount of waste generated, encourage staff to recycle materials, and work with suppliers who share our commitment to sustainable waste management practices.
4. Water Conservation
We will implement water-saving measures within our offices and operational facilities. This includes using water-efficient fixtures and promoting responsible water use among our staff. We will also explore opportunities to harvest rainwater for non-potable use, where feasible.
5. Transportation and Travel
We will encourage the use of sustainable transportation options among our staff and promote the use of public transport, carpooling, and cycling whenever possible. We will also encourage the consideration of environmental factors when selecting vehicles for our operational needs.
6. Procurement
We will prioritize the procurement of products and services that have minimal environmental impact. This includes considering environmentally friendly alternatives, such as energy-efficient equipment, sustainable office supplies, and responsibly sourced materials.
7. Awareness and Training
We will raise awareness among our staff about the importance of environmental sustainability and provide training and education on eco-friendly practices. We will encourage employees to actively participate in our environmental initiatives and share ideas for improvement.
8. Continuous Improvement
We will regularly monitor and review our environmental performance to identify areas for improvement. We will set objectives and targets to reduce our environmental impact and implement action plans to achieve them. We are committed to continually improving our environmental performance and integrating sustainable practices into all aspects of our operation.
This Environmental Policy will be communicated to all employees, stakeholders, and interested parties. It will be publicly available on our website, and we will strive to create a culture of environmental responsibility throughout our organisation.
By adhering to this policy, we are committed to minimising our environmental footprint and contributing to a sustainable future for our planet.
Privacy Policy
Privacy & Data Protection Policy
Introduction
- King Safety & Security Ltd understands that your privacy is important to you and that you care about how your personal data is used. King Safety & Security Ltd respect and value the privacy of all of our Associates and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
- The European Union (EU) General Data Protection Regulation (GDPR) places obligations on a controller of personal data (King Safety & Security Ltd.) to ensure the protection of that data when they are processed by a third party i.e. a processor (sub-contractor). In forming a controller/processor relationship, the GDPR is quite specific about the fact that a contractual agreement must be in place between the two parties, and that it should specify key items of information about the personal data involved and how it is processed.
Addressing Compliance to the GDPR
- The following actions are undertaken to ensure that King Safety & Security Ltd complies at all times with the accountability principle of the GDPR:
- The legal basis for processing personal data is clear and unambiguous.
- A Data Protection Officer is appointed with specific responsibility for data protection in the organisation.
- All staff involved in handling personal data understand their responsibilities for following good data protection practice.
- Training in data protection has been provided to all staff.
- Rules regarding consent are followed.
- Routes are available to data subjects wishing to exercise their rights regarding personal data and such enquiries are handled effectively.
- Regular reviews of procedures involving personal data are carried out.
- Privacy by design is adopted for all new or changed systems and processes.
United Kingdom’s withdrawal of the European Union
- In preparations for the United Kingdom’s withdrawal of the European Union King Safety & Security Ltd will monitor changes, prepare and continue to carry out good data protection and privacy principles after 31st January 2020. Please see the below European Commissionwebsite for further details.
- “The United Kingdom submitted on 29 March 2017 the notification of its intention to withdraw from the Union pursuant to Article 50 of the Treaty on European Union. This means that unless a ratified withdrawal agreement establishes another date, all Union primary and secondary law will cease to apply to the United Kingdom from 30 March 2019, 00:00h (CET) (‘the withdrawal date’). The United Kingdom will then become a ‘third country’” European Commission
Information About us
- King Safety & Security Ltd. Limited company registered in England & Wales under company number 5974563
Registered address:
Office 9 Warlies Park House, Horseshoe Hill, Waltham Abbey, England, EN9 3SL
VAT number: GB 311313760
Data Protection Officer:
Email address: Matthew@ksands.co.uk
Telephone number: 020 3 916 5145
Postal Address: King Safety and Security Ltd, Office 9, Warlies Park House, Upshire, Waltham Abbey EN9 3SL
King Safety & Security Ltd are regulated by Information Commissioners Office
Registration Number: ZA022642
What Does This Notice Cover?
- This Privacy Information explains how King Safety & Security Ltd use your personal data within its operational business activities: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
What is Personal Data?
- Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
- Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
- The personal data that King Safety & Security Ltd use is set out in “How do You Use My Personal Data”
What Are My Rights?
- Under the GDPR, you have the following rights, which King Safety & Security Ltd will always work to uphold:
- The right to be informed about our collection and use of your personal data.
- The right to access the personal data King Safety & Security Ltd hold about you. Part 494 will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 6 to find out more.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that King Safety & Security Ltd have. Please contact us using the details in Part 6 to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. Part 6 explains more about how King Safety & Security Ltd use your personal data, including automated decision-making and profiling.
- For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 6.
- Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
- If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
- Our timeline to comply with your rights are documented below:
| Data Subject Request | Timescale |
| The right to be informed | When data is collected (if supplied by data subject) or within one month (if not supplied by data subject) |
| The right of access | One month |
| The right to rectification | One month |
| The right to erasure | Without undue delay |
| The right to restrict processing | Without undue delay |
| The right to data portability | One month |
| The right to object | On receipt of objection |
| Rights in relation to automated decision making and profiling. | Not specified |
What Personal Data Do You Collect?
- King Safety & Security Ltd may collect some or all of the following personal data (this may vary according to your relationship with us):
- Name
- Address
- Email address
- Phone number
- Business name
- IP Address
- Job title
- Professional Details
- Social Network information
- Information about your preferences and interests
- Data required as per Right to work
- BPSS
Where deemed appropriate you will be contacted to fulfil BS7858 check requirements. The BS7858 is a code of practice released by British Standards Institution, a business standards company which supports companies in achieving excellence within their field, and continuously boosting performance. This code in particular refers to security screening of individuals employed in a security environment. These checks might include:
- Identity checks
- ID confirmation
- Five years address history
- Right to Work check
- Character references
- SIA Licence check (if applicable)
- Financial checks
- Bankruptcy / Insolvency / IVA
- CCJ (Up to £10,000)
- Credit score
- Employment Checks
- Five or 10 years employment history
- Gap referencing (more in-depth and extended to 31 days)
- Criminal records
- Basic Disclosure
How Do You Use My Personal Data?
- Under the GDPR, King Safety & Security Ltd must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for one of the following purposes:
- Carrying out a contract of employment and/or subcontract.
- Carrying our verification of identity checks as required by Right to work, BPSS and BS7858 checks.
- Providing and managing your account.
- Your personal details are required in order for us to enter into a contract with you.
- Personalising and tailoring our products and services for you.
- Communicating with you. This may include responding to emails or calls from you.
- Supplying you with information by email or post that you have opted-in to (you may unsubscribe or opt-out at any time by visiting our data protection area online
Lawfulness of Processing
- The lawful basis in which we process your The European Union (EU) General Data Protection Regulation (GDPR) Article 6 (Personal) data is to allow us to prepare and into a contract with you, therefore for this type of data the legal basis is as follows:
The European Union (EU) General Data Protection Regulation (GDPR) Article 6:
(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
King Safety & Security Ltd have a duty of care to our end clients, general public and our personnel. The lawful basis in which we process your Article 9 (Special Category) data is in the public interest and in a protective function that we do so, therefore for this type of data the legal basis is as follows:
The European Union (EU) General Data Protection Regulation (GDPR) Article 9:
(g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject;
and as per Union or Member State law:
Data Protection Act (2018) Schedule 1, Part 6 (11) Protecting the public against dishonesty.
King Safety & Security Ltd may have to process personal data relating to criminal convictions and offences
The European Union (EU) General Data Protection Regulation (GDPR) Article 10 data:
Data Protection Act (2018) Schedule 1, Part 6 (11) Protecting the public against dishonesty and Article 9 (g) applies.
In the case exposure is to individuals under the age of 18 or deemed as “at risk”:
Data Protection Act Schedule 1 Part 68 Safeguarding of children and of individuals at risk.
Unless it is necessary for a reason allowable in The European Union (EU) General Data Protection Regulation (GDPR), King Safety & Security Ltd will always obtain explicit consent from a data subject to collect and process their data. This is as per the ICO Direct Marketing Code of Practice, The Privacy and Electronic Communications (EC Directive) Regulations 2003, The Data Protection Act 2018 and The European Union (EU) General Data Protection Regulation (GDPR). Your agreement to this privacy policy is positive affirmation and is the explicit consent.
- In case of children below the age of 16 (a lower age may be allowable in specific EU member states) parental consent will be obtained. Transparent information about our usage of their personal data will be provided to data subjects at the time that consent is obtained and their rights with regard to their data explained, such as the right to withdraw consent. This information will be provided in an accessible form, written in clear language and free of charge. Please see our compliance area on our website[1]if you wish to withdraw consent.
- With your permission and/or where permitted by law, King Safety & Security Ltd may also use your personal data for marketing purposes, which may include contacting you by email,telephone, text message, post with information, news, and offers on our products or services.
- We may contact you indirectly or directly, by means of our social media pages, profiles and ads. By following us on social media, you agree to give consent to be contacted this way. We do not sell or pass on any data collected via social media.
- You will not be sent any unlawful marketing or spam. King Safety & Security Ltd will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
- King Safety & Security Ltd do not use automated systems for carrying out Marketing Activities, as per this privacy policy.
How Long Will You Keep My Personal Data?
- King Safety & Security Ltd will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
- Where contracts and services have been undertaken your data is kept on file for a minimum of seven years for legal and accounting obligations.
- Periodic contact with data subjects on a yearly basis will be undertaken, all data subjects will be contacted to update their details.
- During email marketing activities King Safety & Security Ltd will provide an unsubscribe link at the bottom of the email. Your details will then be unsubscribed from our mail out system.
- Where un-subscription has not occurred, and no contracts or services have been provided, data will be kept for a maximum of three years and then removed.
How and Where Do You Store or Transfer My Personal Data?
- King Safety & Security Ltd takes every effort to store your personal data in the UK within its day to day business operations. We have acquired service providers that provide this specifically. This means that the data will be fully protected under the GDPR.
- In certain circumstances where we use service providers outside of the UK we have opted for EEA service providers. The European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein).
- King Safety & Security Ltd wherever possible will store your personal data within the European Economic Area (the “EEA”) where it is having been deemed acceptable to do so. King Safety & Security Ltd investigates the processing of data thoroughly and ensures that the correct level of data protection and privacy is there, with the relevant documentation to say so. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.
- Countries Listed within the EEA:
Austria Belgium
Bulgaria Croatia
Cyprus Czech Republic
Denmark Estonia
Finland France
Germany Greece
Hungary Iceland
Ireland Italy
Latvia Liechtenstein
Lithuania Luxembourg
Malta Netherlands
Norway Poland
Portugal Romania
Slovakia Slovenia
Spain Sweden
United Kingdom
International Transfers of Personal Data
- Transfers of personal data outside the European Union will be carefully reviewed prior to the transfer taking place to ensure that they fall within the limits imposed by the GDPR. This depends partly on the European Commission’s judgement as to the adequacy of the safeguards for personal data applicable in the receiving country and this may change over time.
- Intra-group international data transfers will be subject to legally binding agreements referred to as Binding Corporate Rules (BCR) which provide enforceable rights for data subjects.
Third Countries Service Providers
- Where any of your data is processed outside of the UK and EEA, King Safety & Security Ltd investigates the processing of data thoroughly and ensures that the correct level of data protection and privacy is there, with the relevant documentation to say so.
- Third countries may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that King Safety & Security Ltd will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR.
- An example would be if we use an international provider who has servers based in United States of America. In this instance before interacting with such service, we would check to see if they are part of Privacy Shield. You can check to see if a USA based company is certified company here Privacy Shield Participant check
- We would then progress our checks by investigating their privacy policy and any relevant security and compliance documentation.
- Once relevant checks have been undertaken, service providers will then be part of our approved provider list. Service provider Privacy Policies will be checked annually to check for adherence to our own standards, unless we are informed of changes prior to this. This document is reviewed annually and upon significant change to King Safety & Security Ltd and relevant legislation.
- Where your data is processed outside of the EEA, we limit the exposure of the data to the processor wherever possible to core functions. Your data will only be used as documented as part of the service providers Privacy Policy. Please see section 40 for further details on how we share your data with our service providers.
- King Safety & Security Ltd will not transfer your personal data which we hold as part of our marketing activities to an unstable country or one where it would be at risk.
Secure by Design
- The security of your personal data is essential to us, and to protect your data, King Safety & Security Ltd take a number of important measures.
- We have introduced best practices and procedures in house and when dealing with any personal data of our data subjects.
- Our security measures are kept confidential however our security setup is one of layered security measures, which wherever possible is designed to fail safe, as no security measures can be 100%.
- We are working towards cyber essentials and ISO:27001 compliance for our internal processes. Wherever possible service providers as minimum adhere to Article 5 of the General Data Protection Act.
Privacy by Design
- King Safety & Security Ltd has adopted the principle of privacy by design and will ensure that the definition and planning of all new or significantly changed systems that collect, or process personal data will be subject to due consideration of privacy issues, including the completion of one or more data protection impact assessments.
The data protection impact assessment will include:
- Consideration of how personal data will be processed and for what purposes
- Assessment of whether the proposed processing of personal data is both necessary and proportionate to the purpose(s)
- Assessment of the risks to individuals in processing the personal data
- What controls are necessary to address the identified risks and demonstrate compliance with legislation
- Use of techniques such as data minimization and pseudonymisation will be considered where applicable and appropriate.
Contracts involving the Processing of Personal Data
- King Safety & Security Ltd will ensure that all relationships it enters into that involve the processing of personal data are subject to a documented contract that includes the specific information and terms required by the GDPR.
Data Breach & Incident Response
- It is King Safety & Security Ltd’s policy to be fair and proportionate when considering the actions to be taken to inform affected parties regarding breaches of personal data. In line with the GDPR, where a breach is known to have occurred which is likely to result in a risk to the rights and freedoms of individuals, the relevant supervisory authority will be informed within 72 hours. This will be managed in accordance with our Information Security Incident Response Procedure which sets out the overall process of handling information security incidents.
Do You Share My Personal Data
- King Safety & Security Ltd believe in total transparency and want our associates to know how we interact with their data, along with how we may have to process your data with third parties for our daily business functions.
- In some cases, those third parties may require access to some or all of your personal data that King Safety & Security Ltd hold. If any of your personal data is required by a third party, King Safety & Security Ltd will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.
- King Safety & Security Ltd contract with third parties and those third parties may sometimes contract with third parties (as described above) that are located outside of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). If any personal data is transferred to a third party outside of the EEA, King Safety & Security Ltd will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 25 – 37.
- In some limited circumstances, King Safety & Security Ltd may be legally required to share certain personal data, which might include yours, if King Safety & Security Ltd are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
How can I Access My Personal Data
- If you want to know what personal data King Safety & Security Ltd have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
- All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 6. To make this as easy as possible for you, a Subject Access Request Form is available for you to use in the compliance area of our website. You do not have to use this form, but it is the easiest way to tell us everything King Safety & Security Ltd need to know to respond to your request as quickly as possible. There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
- King Safety & Security Ltd will respond to your subject access request within one month of receiving it. Normally, King Safety & Security Ltd aim to provide a complete response, including a copy of your personal data within that time. In some cases, King Safety & Security Ltd, particularly if your request is more complex, more time may be required up to a maximum of three months from the date King Safety & Security Ltd receive your request. You will be kept fully informed of our progress.
How Do I Contact You
- To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the details provided in Part 6 of this document
Changes to this Privacy Notice
- King Safety & Security Ltd may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if King Safety & Security Ltd change our business in a way that affects personal data protection. Any changes will be made available on our website within our compliance area.