Privacy & Cookie Policy

This policy explains how Q-Winn Security Services Ltd ("we", "us") handles personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

1. Who we are (data controller)

Q-Winn Security Services Ltd, 120 Liscombe Business Unit, Bracknell, RG12 7DE. Company No. 11504863. VAT No. GB 315 5126 31. Contact: info@qwinn.co.uk or 01344508040.

2. What we collect

• Enquiry/quote form: name, company (optional), email, phone, postcode, service and property type, urgency and your message.
• Communications: emails and calls you send us.
• Client service data: premises details, key holding and alarm information needed to deliver contracted services.
• Technical data: basic server logs (e.g. IP address, browser) kept by our hosting provider for security.

3. Why we use it and our lawful basis

• Responding to enquiries and preparing quotes — steps prior to a contract (Art. 6(1)(b)).
• Delivering security services — performance of a contract (Art. 6(1)(b)).
• Keeping records, invoicing and meeting SIA / tax obligations — legal obligation (Art. 6(1)(c)).
• Protecting our website and business — legitimate interests (Art. 6(1)(f)).
• Loading optional third-party content (Facebook feed) — consent (Art. 6(1)(a)), which you can withdraw at any time.

We do not sell your data, send marketing without consent, or use automated decision-making.

4. Who we share it with

Only trusted processors acting on our instructions: our website hosting and database provider, our email delivery provider (to notify us of new enquiries), and Microsoft 365 for business email. Some providers may process data outside the UK; where they do, we rely on UK adequacy regulations or the UK International Data Transfer Addendum/Standard Contractual Clauses. We may disclose data to police or authorities where required by law.

5. How long we keep it

• Enquiries that don't become a contract: up to 24 months, then deleted.
• Client records and invoices: 6 years after the contract ends (HMRC requirements).
• Server logs: typically no more than 90 days.

6. Security

Data is stored in an access-controlled, encrypted database. Only authorised Q-Winn staff can view enquiries.

7. Your rights

You have the right to access, rectify, erase, restrict or object to processing of your data, to data portability, and to withdraw consent at any time. Contact info@qwinn.co.uk; we'll respond within one month, free of charge.

You can also complain to the Information Commissioner's Office (ICO): ico.org.uk, 0303 123 1113.

9. Changes

We may update this policy; the latest version will always be on this page.