We are committed to protecting your personal data. This policy explains what we collect, why we collect it, and how we keep it safe in plain language, not legal jargon.
Section 01
Who We Are
This Privacy Policy applies to Britannic Security & Facilities Management, a trading name of Ardous Facilities Limited (Company Number: 14308915), registered at 302–304 Thornton Road, Croydon, London, England, CR0 3EU.
We are the Data Controller for the personal information you provide to us through this website or by contacting us directly. This means we are responsible for deciding how and why your data is used, and we are committed to handling it responsibly and in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions about how we handle your data, please contact us at info@britannicfm.com we aim to respond within 48 hours.
Section 02
What Information We Collect
We only collect personal information that is necessary to provide our services or respond to your enquiries. The types of information we may collect include:
Contact details your name, email address, phone number, and business name, provided when you submit an enquiry or request a quote through our contact form.
Enquiry information details about your security or facilities requirements, your site location, and any other information you choose to include in your message to us.
Communication records records of correspondence when you contact us by email or phone, including the content of those communications.
Technical data basic website analytics such as your IP address, browser type, and pages visited. This data is anonymised and used only to understand how our site is used.
We do not collect any special category data (such as health information or criminal records) through this website. We do not knowingly collect data from anyone under the age of 18.
Section 03
How We Use Your Information
We use the personal information we collect for the following purposes:
To respond to your enquiry processing your contact form submissions, answering questions, and providing quotations for our security and facilities services.
To deliver our services if you become a client, we use your information to manage our contractual relationship, coordinate service delivery, and communicate about ongoing work.
To comply with legal obligations we may need to retain certain records to meet our obligations under UK law, including accounting and tax requirements.
To improve our website anonymised analytics help us understand which pages are most useful and identify areas for improvement.
We will never sell your personal information to third parties, use it for unsolicited marketing without your consent, or share it in any way that you would not reasonably expect.
Section 04
Our Legal Basis for Processing
Under UK GDPR, we are required to have a lawful basis for processing your personal data. Depending on the circumstances, we rely on the following:
Legitimate interests responding to enquiries and providing quotations. When you contact us, it is in both our and your legitimate interest for us to reply and assist you.
Contract performance if you engage us as a service provider, processing your data is necessary to fulfil our contractual obligations to you.
Legal obligation where we are required by law to retain or process certain information, such as financial records under HMRC requirements.
Consent where we rely on consent (for example, if we send you any optional marketing communications), you have the right to withdraw that consent at any time.
Section 05
Who We Share Your Data With
We do not sell, trade, or rent your personal information. We may share your data only in the following limited circumstances:
Service providers trusted third-party companies who assist us in operating our website and business, such as email hosting providers. These parties are contractually bound to keep your data confidential and may only use it for the specific task we assign them.
Legal requirements we may disclose your information if required to do so by law or in response to a valid request from a regulatory authority, such as the police or HMRC.
Business transfers in the unlikely event that Ardous Facilities Limited is acquired or merges with another company, your data may be transferred as part of that transaction. You will be notified in advance if this occurs.
We do not transfer your personal data outside of the United Kingdom or European Economic Area.
Section 06
How Long We Keep Your Data
We only keep your personal data for as long as is necessary for the purpose it was collected. Our general retention periods are:
Enquiry records if your enquiry does not result in a contract, we retain your contact details and enquiry information for up to 12 months, after which they are securely deleted.
Client records if you become a client, we retain records for the duration of our contract and for up to 6 years after it ends, in line with UK accounting and legal requirements.
Website analytics anonymised analytics data is retained for up to 26 months and is never linked back to an individual.
Once data is no longer required, it is securely deleted or anonymised so that it can no longer be linked to you.
Section 07
Your Rights
Under UK GDPR, you have a number of important rights regarding your personal data. These are:
Right to Access
You can request a copy of the personal data we hold about you at any time.
Right to Rectification
You can ask us to correct any inaccurate or incomplete information we hold.
Right to Erasure
You can ask us to delete your personal data where there is no longer a legitimate reason to hold it.
Right to Portability
You can request your data in a structured, machine-readable format to transfer elsewhere.
Right to Object
You can object to us processing your data where we rely on legitimate interests as our lawful basis.
Right to Restrict
You can ask us to pause processing your data in certain circumstances while a dispute is resolved.
To exercise any of these rights, please contact us at info@britannicfm.com. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your data correctly.
Section 08
Cookies
Our website may use cookies small text files placed on your device to help the site function correctly and to understand how visitors use it.
Essential cookies required for the website to operate. These cannot be disabled as they are necessary for basic functionality.
Analytics cookies help us understand how visitors interact with our site (e.g. which pages are most visited). Data collected is anonymised and not linked to individual users.
You can control and delete cookies through your browser settings at any time. Disabling non-essential cookies will not affect your ability to use this website.
Section 09
How We Protect Your Data
We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your information against unauthorised access, accidental loss, destruction, or disclosure.
Encryption our website uses SSL/TLS encryption (HTTPS) to protect data transmitted between your browser and our servers.
Access controls access to personal data is restricted to staff who need it to perform their duties, and all team members are trained on data protection responsibilities.
Incident response in the event of a data breach that poses a risk to your rights or freedoms, we will notify the ICO within 72 hours and inform affected individuals without undue delay.
While we take every reasonable precaution, no method of electronic transmission or storage is 100% secure. We encourage you to use caution when sharing personal information online.
Section 10
Contact Us & Policy Updates
If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a concern about how we have handled your information, please get in touch:
Data Controller Ardous Facilities Limited
Trading as Britannic Security & Facilities Management. We aim to respond to all data-related requests within one calendar month.
We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. When we do, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website after any changes constitutes your acceptance of the updated policy.