Privacy notice
What we collect, why we collect it, how long we keep it and what you can ask us to do about it. The short version is at the top.
What this comes down to
We are a fire, electrical and security contractor. We collect your details because you asked us to quote, or because we are working on your building. We use them to do that job and nothing else.
- We do not sell your data, and we do not pass it to anyone for marketing.
- You only get regulation updates by email if you ticked the box asking for them, and every one of those emails has an unsubscribe link.
- This website runs no analytics and no tracking of any kind. The enquiry form is protected by a Cloudflare security check, which is the only third-party code on the site — section 10 says exactly what it does.
- If we are working in your block or your flat for a landlord, a housing association or a managing agent, they hold that record and we handle it for them. Section 06 says what that means and who to ask.
- You can ask us what we hold on you, and ask us to correct or delete it. Our contact details are in section 12.
The rest of this page is the same thing said properly, because the law asks us to set it out in full.
01Who we are
Prime Fire Safety Ltd is the data controller for the information described on this page. That means we are the ones who decide what is collected and why, and we are the ones responsible for looking after it.
- Registered name
- Prime Fire Safety Ltd, registered in England & Wales, company number 13494204, VAT number 396253074.
- Registered office
- Unit 2.07, Oxford House, 49a Oxford Road, London N4 3EY.
- Data protection contact
- The office, by the email address or telephone number in section 12. We are not required to appoint a data protection officer, so privacy questions come to the office and are dealt with by a director.
02What we collect, and when
When you send an enquiry
The form on our website asks for your name, your company, your email address and your phone number, what you need from us, and whatever you choose to tell us about the building. It also asks, optionally, how you heard about us, and whether you would like regulation updates by email.
Alongside that, the form records the page the enquiry came from and the time it was sent. That is not tracking — it is how we tell a real enquiry from an automated one, and how we prove when a marketing opt‑in was given.
When you become a client
Doing the work means we hold more than an enquiry:
- Site addresses, and contact details for the people who give us access.
- Engineering records — jobsheets, test results, certificates, asset registers and remedial reports.
- Photographs taken on site as evidence of what was found and what was done.
- Correspondence, quotations, orders and invoices.
Site photographs are taken of equipment and installations, not of people, but a photograph in an occupied building can catch someone incidentally. We say so here because it would be dishonest not to.
If you apply for a job with us
Applications, CVs and interview notes are held for the recruitment itself and for six months afterwards in case something else comes up, unless you ask us to delete them sooner. They are not used for anything else and they are not shared outside the company.
What we do not ask for
We do not ask for anything in the special categories the law protects — health, beliefs, and so on. Where a resident's access or vulnerability genuinely affects how we attend a property, that belongs on the job record held for the managing agent or landlord, not in a website enquiry. Please do not put sensitive information about a resident into the website form.
03Why we use it, and our lawful basis
UK GDPR says we have to have a specific lawful reason for each thing we do with your data, and to tell you what it is.
| What we do | Why | Lawful basis |
|---|---|---|
| Answer your enquiry and price the work | You asked us to | Steps taken at your request before entering a contract, and our legitimate interest in running the business |
| Carry out the work, and issue certificates | It is the job | Performance of our contract with you |
| Keep certificates, test records and jobsheets | Fire and electrical work has to be evidenced, sometimes years later | Legal obligation, and our legitimate interest in being able to show what was done and when |
| Send regulation updates by email | You ticked the box | Your consent — withdrawable at any time |
| Reject automated spam submissions | Our enquiry box used to get flooded | Our legitimate interest in a working enquiry box |
Where we rely on legitimate interests, we have thought about whether our reason outweighs your privacy, and concluded that answering an enquiry you sent us, and being able to prove a fire alarm was tested, does.
04How long we keep it
“As long as necessary” tells you nothing, so here are real periods.
| What | How long | Why that long |
|---|---|---|
| An enquiry that goes nowhere | 12 months | Long enough for you to come back to us, short enough not to hoard it |
| Quotations that were not accepted | 2 years | Prices and scopes are often revisited a season or two later |
| Client records, certificates and jobsheets | At least 6 years after the contract ends | The limitation period for a contract claim — and a certificate is the evidence that the work was done properly. Some are kept longer where a standard or an insurer requires it |
| Marketing consent and the list | Until you withdraw it | Reviewed every 24 months; if you have not opened anything in that time we will ask whether you still want it |
| Accounting records | 6 years from the end of the accounting period | Required by HMRC |
06If we are working in your home or your block
Most of our work is commissioned by a landlord, a housing association, a council or a managing agent — not by the people who live in the building. If we are testing the alarm in your block or carrying out an EICR in your flat, then for that work your landlord or managing agent is the data controller and we are their processor. We act on their written instructions and we do not use anything we collect for our own purposes.
In practice that means:
- Your name, flat number and contact details reach us from them, so that access can be arranged.
- Access notes — a no‑access history, a key‑safe code, a note that a resident needs longer to come to the door — are held on the job record and used to attend the property, and nothing else.
- Photographs are taken of equipment and installations. In an occupied home a photograph can catch a person or a possession incidentally; our engineers are told to frame the work, not the room.
- The certificate and the jobsheet go back to whoever instructed us. They are the evidence that the test happened.
If you want to know what is held about you, or you want it corrected, the request goes to your landlord or managing agent, because it is their record. Ask us and we will tell you who instructed us and pass the request straight on — you will not be sent round in a circle.
07Your CCTV, door entry and access control
Installing, commissioning, servicing or fault‑finding on a security system means an engineer can see what that system holds — recorded footage, door event logs, the list of who holds a fob. We are handling it for you, on your instructions, as your processor.
- We look at recordings or logs only where the job requires it — proving a camera views what it should, or tracing why a door released when it did.
- We do not copy footage off your system, and we do not keep it. Where a recording has to be exported to diagnose a fault, it is deleted once the fault is closed.
- Remote access, where you have asked us to hold it, is by named account. It is not shared, and it is removed when the contract ends.
- Operating the system day to day — deciding what it records, how long it keeps it, and answering requests from the people it films — stays with you. You are the controller for that.
08Where it is held
Your data is held in the United Kingdom or the European Economic Area. If a provider we rely on ever stores data outside that, we will only use them where the transfer is covered by the safeguards UK law requires — normally an adequacy decision or the International Data Transfer Agreement — and we will update this page to say so.
We protect it with the ordinary, unglamorous things that actually work: accounts that belong to one person, two‑factor authentication, access limited to the people who need it, and devices that are encrypted and kept up to date.
09Your rights
You can ask us to:
- Tell you what we hold about you, and give you a copy.
- Correct it if it is wrong or out of date.
- Delete it — though we may have to keep certificates and test records where a legal obligation or a live contract says so, and we will tell you if that applies.
- Restrict what we do with it while a question about it is sorted out.
- Send it somewhere else, in a machine‑readable form.
- Object to us using it for our legitimate interests.
- Withdraw your consent to marketing email, at any time. Every email has an unsubscribe link, and one click is enough — you do not have to explain yourself.
Automated decisions. We do not make any decision about you by automated means, and we do not profile you. The only automated step anywhere in this is the spam check on the enquiry form, which looks at how the form was submitted and never at who you are.
Ask us using the contact details in section 12 and we will answer within one month, which is the period the law allows. There is no charge.
If you are not happy with how we have handled it, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you came to us first so we can put it right.
11Changes to this notice
If how we work changes, this page changes with it, and the date at the top changes too. If a change materially affects how we use data you have already given us, we will tell the people it affects rather than quietly editing the page.
12How to reach us
- sales@prime-fire.co.uk
- Phone
- 020 3154 2060, Monday to Friday
- Post
- Prime Fire Safety Ltd, Unit 2.07, Oxford House, 49a Oxford Road, London N4 3EY
Put “privacy” in the subject line and it will get to the right person faster.