Privacy Policy

Privacy Policy

1. Introduction

Ashworth Security Ltd, trading as Phoenix Fire Management, is committed to protecting the privacy and security of personal data. This Privacy Policy explains how we collect, use, store, and protect personal information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

The Data Controller responsible for your personal data is:

Ashworth Security Ltd (trading as Phoenix Fire Management)
16 Crown Avenue, Widnes, Cheshire, WA8 8AT
Enquiries@PhoenixFireManagement.co.uk

For any questions regarding this Privacy Policy or how we handle your data, please contact us using the details above.

3. What Data We Collect

We collect and process the following personal data:

• Contact & Business Information: This includes your name, business name (if applicable), job title (if applicable), email address, phone number, and business or property address (if required for fire risk assessments).
• Fire Risk Assessment & Consultancy Data: This includes any information related to fire risk assessments, fire safety consultancy, building/site details for fire safety reports, and any images or videos provided as part of the assessment process.
• Website & Technical Data: When you visit our website, we may collect your IP address, browser type and version, and usage data via cookies and tracking technologies.

4. How We Collect Your Data

We collect personal data through the following means:

• Direct Interactions: When you contact us via phone, email, or through website forms.
• Business Services: When you request fire risk assessments, consultancy, or related services.
• Website Usage: When you visit our website, cookies and tracking technologies may collect browsing data.

5. Purpose of Processing Your Data

We process personal data for the following purposes:

• To provide fire risk assessment and consultancy services.
• To communicate with clients regarding enquiries and bookings.
• To maintain records for legal, insurance, and regulatory compliance.
• To improve our website and services.
• To send service updates or fire safety information if you have opted in.

We do not use personal data for automated decision-making or profiling.

6. Data Sharing & Third Parties

We do not sell personal data to third parties. However, we may share data with the following, only when necessary:

• Regulatory authorities if legally required (e.g., fire safety enforcement agencies).
• IT service providers for website hosting, email communication, and data security.
• Accountants or legal advisors for business operations and regulatory compliance.
• Subcontractors or partner consultants if required for fire safety projects.

All third parties we work with must comply with UK GDPR and ensure data confidentiality.

7. Data Security

We implement strict security measures to protect personal data against unauthorised access, loss, misuse, or alteration. These measures include:

• Secure email and encrypted data storage.
• Limited access to client data on a need-to-know basis.
• Secure website hosting with SSL encryption.
• Regular security updates and monitoring.

Although we take all reasonable steps to protect data, no method of transmission over the internet is 100% secure. If you suspect a data breach, please contact us immediately.

8. Data Retention

We retain personal data only for as long as necessary to fulfil legal and business obligations. The retention periods for different types of data are as follows:

• Fire risk assessment reports are kept for a minimum of 6 years to comply with legal requirements.
• Contact details of clients are retained for up to 2 years after service completion.
• Website form submissions are retained for up to 1 year.
• Financial records, including invoices, are retained for 6 years as required by HMRC.

Once the retention period has expired, data is securely deleted or anonymised.

9. Your Data Protection Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right to Access: You can request a copy of your personal data that we hold.
• Right to Rectification: You can request that we correct any inaccurate or incomplete data.
• Right to Erasure ("Right to be Forgotten") You can request deletion of your data, subject to legal requirements.
• Right to Restrict Processing: You can request that we limit how your data is processed.
• Right to Data Portability: You can request that we transfer your data to another organisation.
• Right to Object: You can object to how we process your data if we rely on legitimate interests.

To exercise any of these rights, please contact us at Enquiries@PhoenixFireManagement.co.uk. We will respond within one month, as required by UK GDPR.

10. Cookies & Tracking Technologies

Our website uses cookies to improve user experience. You can manage your cookie preferences through your browser settings. For more details, please refer to our Cookie Policy.

11. Complaints & Contacting the ICO

If you believe we have misused your data, you can file a complaint with the Information Commissioner's Office (ICO):

• Website: https://ico.org.uk
• Phone: 0303 123 1113

We encourage you to contact us first so we can resolve any concerns.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal or operational requirements. The most recent version will always be available on our website.

Last updated: 11/03/2025