PRIVACY NOTICE

This Privacy Notice explains how Executive Security Solutions Ltd (ESS) collects, uses, stores, shares and protects personal information when individuals interact with us, including through our website, email, telephone, social media, business relationships, recruitment activities and the delivery or administration of our services.

Who we are
Executive Security Solutions Ltd (registered in England and Wales under company number 05538981) is the controller of personal information where we determine why and how it is used. We are registered with the Information Commissioner’s Office (ICO), registration reference ZB173997.

We may also process personal information on behalf of clients as a processor, acting only on their documented instructions and in accordance with the terms of our contract and any applicable data processing agreement with them. In these circumstances, we comply with the data protection obligations that apply to us as a processor, and the relevant client remains responsible for providing any applicable privacy information and responding to requests relating to that processing.

Who this notice applies to
This notice applies to website visitors, prospective and current clients, client representatives, business contacts, suppliers, contractors, professional advisers, referral partners, job applicants and other individuals whose personal information we process as a controller. Separate or supplementary notices may apply to employees, contractors, applicants or particular services.

Personal information we collect
Depending on our relationship with you, we may collect and use:

• identity and contact details, such as your name, organisation, role, address, telephone number and
  email address;
• enquiry, correspondence and relationship-management records;
• service, contractual, due-diligence, financial and billing information;
• information relevant to security planning, access, incidents, risk management or the safe and
  effective delivery of services;
• recruitment and professional information, such as employment history, qualifications and references;
• website and device information, including IP address, browser information, cookie identifiers and
  consent preferences;
• images, audio or other information you choose to provide to us; and
• special category or criminal offence information where this is necessary, lawful, proportionate and
  subject to appropriate safeguards.

How we obtain personal information
Where we ask you to provide personal information because it is required by law or needed to enter into or perform a contract, we will explain this at the point of collection. If you do not provide the information, we may be unable to respond fully to your enquiry, enter into a contract with you or provide the relevant service.

We may obtain personal information directly from you when you contact us, use our website, enter into a business relationship, apply for a role or provide information during service delivery. We may also receive it from clients, client representatives, contractors, suppliers, professional advisers, insurers, referral partners, screening providers, public authorities and publicly available sources, where lawful.

Where we obtain personal information from another source, we will provide applicable privacy information within a reasonable period and no later than one month, unless an exemption applies. If we contact you or disclose the information earlier, we will provide the information at that time.

Why we use personal information and our lawful bases

Where we rely on legitimate interests, those interests may include responding to enquiries, managing relationships, delivering and improving services, operating securely and effectively, protecting our rights and preventing fraud or misuse. We balance these interests against the individual’s rights and reasonable expectations. Where special category or criminal-offence information is used, we also identify and document an appropriate additional condition under data protection law.

Sharing personal information
We share personal information only where necessary and lawful. Recipients may include:

• clients and authorised client representatives where required for service delivery;
• approved suppliers, contractors and operational partners;
• IT, cloud hosting, website, communications, document management, payment processing and other service providers acting on our instructions;
• banks, accountants, auditors, insurers, brokers and legal or other professional advisers;
• screening, vetting or recruitment providers where relevant;
• government bodies, regulators, courts, law-enforcement agencies or emergency services where required or permitted by law; and
• a purchaser, investor or adviser in connection with a proposed sale, merger or reorganisation, subject to appropriate confidentiality controls.

Where a provider acts as our processor, we require it by contract to process personal information only in accordance with our instructions, protect it and assist us in meeting our legal obligations. We do not sell personal information.

International transfers
Some service providers may store or make personal information accessible outside the UK. Where a restricted transfer takes place, we use a lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved contractual clauses, together with any additional safeguards required. You may contact us for further information about the safeguards relevant to your personal information.

Cookies and similar technologies
We use cookies and similar technologies to operate and secure our website and, where selected by you or otherwise permitted by law, to support functionality, understand how visitors use the website and improve its performance. Non-essential technologies will not be used without the required consent. You can accept, reject or customise non-essential technologies through our cookie consent tool. The tool provides current details of the technologies in use, their providers, purposes and durations, and allows you to change or withdraw your preferences at any time.

How long we keep personal information
We retain personal information only for as long as necessary for the purpose for which it was collected and to meet legal, regulatory, contractual, insurance, audit and legitimate business requirements. Retention periods vary according to the type and sensitivity of information, the relationship involved, applicable limitation periods and any actual or anticipated dispute or claim. When information is no longer required, we securely delete or anonymise it in accordance with our retention arrangements.

How we protect personal information
We use appropriate organisational and technical measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access is limited to those who need the information for an authorised purpose. No method of transmission or storage is completely secure, but we review our controls and respond to suspected personal data breaches in accordance with applicable law.

Your data protection rights
Depending on the circumstances, you may have the right to:

• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict the use of information in certain circumstances;
• receive certain information in a portable format and have it transmitted to another organisation where the right applies;
• object to processing based on legitimate interests or to direct marketing;
• withdraw consent at any time where we rely on consent, without affecting earlier lawful processing; and
• request safeguards in relation to a decision based solely on automated processing that has legal or similarly significant effects, where applicable.

These rights are not absolute and exemptions may apply. We will normally respond without undue delay and within one month, although data protection law allows this period to be extended in certain circumstances. Exercising your rights is usually free, although we may charge a reasonable fee or refuse a request where the law permits. We may need to verify your identity before acting on a request.

Contacting us and making a data protection complaint
To exercise your rights, ask a privacy question or make a data protection complaint, contact:

Executive Security Solutions Ltd
Icon Innovation Centre, Unit 48
Eastern Way
Daventry
Northamptonshire
NN11 0QB

Email: enquiries@executivesecuritysolutions.co.uk

We will acknowledge receipt of a data protection complaint within 30 days. Without undue delay, we will take appropriate steps to investigate and respond, keep you informed where appropriate and communicate the outcome.

Your right to complain to the ICO
You also have the right to complain to the Information Commissioner’s Office if you believe your data protection rights have been infringed. We would welcome the opportunity to address your concerns first, but this does not affect your right to contact the ICO.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk/

Changes to this Privacy Notice
We keep this Privacy Notice under regular review and will publish updated versions on our website. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals before the new use begins.

 Last updated: August 2026