Privacy Policy

What information we process and how your information will be used?

This privacy notice is a public declaration of how UK Safety Management Limited applies the Data Protection Principles and Rights afforded to individuals by the General Data Protection Regulation (GDPR), to the personal data that we process. UK Safety Management Limited is committed to complying with the principles relating to the processing of personal data under GDPR.

Although our customers are primarily businesses, we do collect and use personal information relating to individuals as part of our day-to-day activities. This is generally in order to provide services directly to individuals, or when we work with individuals in our customer or supplier businesses. This privacy notice sets out how UK Safety Management Ltd collects and uses personal information.

Data Protection Officer/Point of Contact: Data protection officer, UK Safety Management Ltd– Unit 5, Finch Drive, Bullerthorpe Lane, Leeds, West Yorkshire, LS15 9JL Email: [email protected] Website:

What lawful basis do we use to process personal information about you?

  1. Under data protection law, we are required to only collect and use personal information in accordance with at least one of six lawful bases (or ‘conditions’). Some of these conditions overlap and more than one may apply.
  2. We have reviewed the purposes of our processing activities, and indicated in the information below the lawful basis (or bases) for each activity
  3. We have checked that the processing is necessary for the relevant purpose, and are satisfied that there is no other reasonable way to achieve that purpose.
  4. We have documented our decision on which lawful basis applies to help us demonstrate compliance.
  5. We have included information about both the purposes of the processing and the lawful basis for the processing in this privacy notice
  6. Data protection law affords additional protection to certain categories of personal information (known as ‘special categories’). These includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information for uniquely identifying a person, information concerning health, and information concerning a person’s sex life or sexual orientation.
  7. Where we process special categories of personal information, we have also identified a condition for processing such categories, and have documented this.

Lawful basis to process personal data.

UK Safety Management Ltd controls and processes personal data within its sales and marketing function on the grounds that we have a legitimate business interest in doing so under current data protection law. We process the data as part of our service to UK based businesses so that they can comply with regulatory obligations under UK Health & Safety law. This means that it is in the public interest that you be contacted about your compliance (legal obligation). These legal pre-requisites mean that we do not need consent from you for us to contact you.

We have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have balanced your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

Because we have not sought your consent for contact, you have the right to object to our unsolicited calling. Under data protection law, once you have stated your objection to us, we must NOT contact you again.

Telephone call recording-data retention.

All business related phone calls conducted by UK Safety Management Ltd are recorded. We use this recording for business use only and it is made for the following reasons:

Recording is required to fulfil a contract (service) to which the individual is a party

Recording is required to protect the interests of one or more participants

Recording is in the recorder’s interest unless those interests are less important than the interests of the individuals in the call.

All call recordings are accessible for one month. Any individual is entitled to a copy of a call made to them or by them that has been requested by way of a Subject access
request to the data protection officer.

All individuals are entitled to invoke their “right to be forgotten”, in which case we are able to permanently delete the audio file should you request it

Sensitive authentication data (payment)

We are not allowed to store sensitive information via call recording in respect of payment for services being made over the telephone.

This information is always kept off recordings entirely

Why we need your personal information and how will we use it?

To provide an outstanding service to our customers, employees and suppliers, we collect and process personal information in the following ways:

Data is used to generate business leads and to contact prospective customers who may be interested in our services. UKSM will not share your information for marketing purposes with companies outside of our working framework

Service ProvidedScenarioHow will we use your informationLawful Basis Ref
Marketing, Lead and Prospecting Customer Information
Informing our current and prospective customers of UKSM servicesRequest a quotation for our services or place an order by corresponding with us by telephone, email, post or through our website (website usage information is collected using cookies)For customers and prospective customers, we will use your information to provide any products and services you’ve requested and for other purposes, for example:
• To confirm your identity and address.
• To process your order, manage your account and, unless you opt out, to email you about products, services and promotions that may be of interest to you to ensure we are offering you the services.
• To continually improve our products and services
• To administer our applications and for internal operations,
• To measure and understand the effectiveness of the advertising we serve to our customers and to ensure we deliver relevant advertising to them.
• UKSM will NOT share your information for marketing purposes
• UKSM will only share your information with subcontractors in order to fulfil quote, product sale or service.
• Where appropriate we will ask for your consent. You can opt-out at any time by contacting us
Marketing to prospective or current customersWe also purchase contact information from a third-party data seller.
Current Customer Information
Sale Orders ProcessingYou purchase one off or ad-hoc services from us. Over the phone or our websites• We only collect the minimum personal data needed to process an order, manage an account or enter into a contract. Without this information we will not be able to conduct business with you.
• In processing your order, we may send your details to, and also use information from credit reference agencies.
• We will share your information with our third party suppliers in order to fulfil your order.
• To ensure that we are compliant with HMRC VAT regulations.
1,2 and 4
Contractual Business for prospective or current customersYou enter into a contractual relationship with us to provide services• We only collect the minimum personal data needed to process an order, manage an account or enter into a contract. Without this information we will not be able to conduct business with you.
• We will share your information with our third party suppliers in order to fulfil your order.
• To ensure that we are compliant with HMRC VAT regulations.
CRM and Admin teamBilling for services provided by UKSM• To provide you with VAT invoices, certificates and a contact area to ask any questions regarding your account or the service that you have been provided with.2
Credit control and debt managementYou fail to pay for your services within agreed contractual payment terms resulting in credit control and debt management processes• As we may invoice in advance, our credit cycles take care of debt at early stages where we apply sanctions such as debt collection, service suspension and ultimately termination of contracts due to protracted default.
• All information we use is on our secure database or public information generated from Companies House
Legal or Regulatory obligationsTo satisfy legal obligations• To defend ourselves in situations whereby claims for damages are made against our business and in order to satisfy our defence then we reserve the right to use personal data that we hold2,3
Supplier Information
Supplier Request for Information (RFI)You take part in a Request for Information (RFI)For suppliers, we will use your information:
• To confirm your identify and address.
• To set you up on our preferred suppliers list.
Supplier Purchase Order and InvoicingYou submit an invoice for payment for services provided to UKSM• To manage our working relationship and communications to ensure work is carried out efficiently.
• To report any queries or concerns.
• For payment of work.
Other Personal Data
Site visitorsIf you are a visitor to our site and are not an employee, customer or supplier /contractor i.e. perhaps a family member of one of our employees• In order to give you a visitor’s pass we ask for some basic details about you including your name, email, mobile number and car registration (if you drive to the site). In these instances we do this for compliance with Health & Safety and Fire regulations.1, 3

How do we protect your information?

UK Safety Management Ltd implements industry standard security measures to protect personal information in our own and 3rd party supplier databases. These controls cover information that is stored (at rest) and when copied from one system to another (in motion).

Services that are internet facing are further independently checked for all known security risks by accredited security specialists.

In general, personal information is only accessible to staff on a need to know basis and appropriate security measures are in place.

How long we keep your data

We’ll keep your information for as long as you have a relationship with us. After the relationship ends, we’ll keep it where we have a legitimate interest e.g. to help us respond to queries or complaints, or for compliance with a regulatory or legal obligation such as but not limited to the following legislation which have their own data retention rules

Equality Act 2010
Employment Rights Act 1996
Health and Safety at Work Act 1974
Limitation Act 1980
National Minimum Wage regulations 1998
The Retirement Benefits Schemes (Information Powers) Regulations 1995(SI 1995/3103)
The General Data Protection Regulation
Companies Act 1985, 1989 and 2006
The Income Tax (PAYE) Regulations 2003/2682
The Statutory Sick Pay Regulations 2014
VAT Act 1994
Corporation Tax Act 2010

Your rights

You have a number of rights relating to your information e.g. to be able to see what we hold, to ask us to update incorrect or incomplete details, to object to or restrict processing of it, to make a complaint, etc.

If you would like a copy of some or all of your personal information, please email [email protected] or write to us. Please see the data protection point of contact details above.

If at any point, you believe the information we process on you is incorrect you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact us via email to have the matter investigated – [email protected] by writing to the address above.

If you are not satisfied with our response or believe we are processing your personal data other than in accordance with the law, you can complain to the Information Commissioner’s Office.

You can find advice on the ICO’s website [] and information on their powers and the action they can take [] or call them on 0303 123 1113.


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