Data Protection Policy
Purpose
At Safety is the Key Ltd, we are committed to protecting personal data and handling it lawfully, fairly and transparently.
This policy explains how we collect, use, store and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.
Scope
This policy applies to personal data relating to employees, workers, contractors, clients, suppliers, trainees and other third parties whose information may be processed by Safety is the Key Ltd.
It applies to all personal data handled by the company, whether it is held electronically, on paper, or within systems used to deliver our services.
Data Controller and Data Protection Contact
Safety is the Key Ltd is the data controller for the personal data it processes.
The company’s data protection contact is:
Shabbir Halai
Safety is the Key Ltd
Email: info@safetyisthekey.co.uk
Safety is the Key Ltd is registered with the Information Commissioner’s Office, where required, and is committed to complying with its data protection obligations.
Personal Data We May Collect
We only collect personal data that is relevant and necessary for the services we provide and the operation of our business.
This may include:
- Name
- Job title
- Company name
- Address
- Telephone number
- Email address
- Training records and certificates
- Health and safety-related information, such as named first aiders or fire wardens
- Accident, incident or near-miss information
- Information provided during audits, inspections, risk assessments or consultancy work
- Billing, payment and account information
- Correspondence and communication records
In some cases, we may process more sensitive information, such as accident details or health-related information. Where this is necessary, we will handle it carefully and only where we have a lawful reason to do so.
How We Use Personal Data
We process personal data for legitimate business, contractual, legal and service-related purposes.
This may include:
- Providing health and safety consultancy services
- Carrying out audits, inspections, risk assessments and training
- Preparing reports, certificates, letters and health and safety documents
- Communicating with clients, suppliers and trainees
- Managing client accounts and business records
- Maintaining training and certification records
- Responding to official requests from enforcing authorities, insurers, auditors or other lawful bodies
- Meeting our legal and regulatory obligations
- Improving the services we provide
We will not use personal data for purposes that are incompatible with the reason it was collected.
Sharing Personal Data
We will only share personal data where it is necessary, lawful and appropriate.
This may include sharing information with:
- Clients, where required to deliver the agreed service
- Training providers or certification bodies
- Accountants, insurers, legal advisers or professional advisers
- IT, email, cloud storage and software providers
- Enforcing authorities, where legally required
- Other third parties where necessary to provide our services or comply with the law
Where we use third-party service providers, we expect them to handle personal data securely and in accordance with data protection requirements.
We do not sell personal data.
Data Security
We take reasonable and proportionate steps to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
Our security measures may include:
- Password protection
- Access controls
- Secure systems and software
- Firewalls and anti-virus protection
- Secure storage of documents
- Staff awareness and data protection training
- Careful use of email and electronic communication
- Secure disposal of confidential information
While we take data security seriously, no method of electronic transmission or internet-based storage can be guaranteed to be completely secure. Once information is received, we use appropriate procedures and safeguards to protect it.
Data Retention
We will only keep personal data for as long as necessary.
Retention periods may depend on:
- The type of information held
- The reason it was collected
- Contractual requirements
- Legal and regulatory obligations
- Insurance requirements
- The need to deal with queries, complaints, claims or disputes
When personal data is no longer required, it will be securely deleted, destroyed or anonymised.
Your Data Protection Rights
Individuals have rights under data protection law.
These may include the right to:
- Be informed about how personal data is used
- Request access to personal data
- Ask for inaccurate personal data to be corrected
- Ask for personal data to be deleted, where applicable
- Ask for processing to be restricted, where applicable
- Object to certain types of processing
- Request data portability, where applicable
- Withdraw consent, where processing is based on consent
- Raise a complaint with the Information Commissioner’s Office
Some rights are subject to legal limitations and may not apply in every situation.
Requests can be made by contacting:
Email: info@safetyisthekey.co.uk
We will respond to data protection requests in accordance with the timescales required by law.
Data Breaches
If we become aware of a personal data breach, we will assess the risk and take appropriate action.
Where required, we will report relevant breaches to the Information Commissioner’s Office and, where necessary, inform affected individuals.
All staff and contractors must report any suspected data breach promptly so that it can be investigated and managed.
Complaints or Concerns
If you have any concerns about how we handle personal data, please contact us first so that we can try to resolve the matter.
Email: info@safetyisthekey.co.uk
You also have the right to contact the Information Commissioner’s Office:
Information Commissioner’s Office
Phone: 0303 123 1113
Website: ico.org.uk
Key Points to Remember
- We only collect personal data where it is needed.
- We use personal data for lawful and legitimate purposes.
- We store personal data securely.
- We only share personal data where necessary or legally required.
- We do not sell personal data.
- Individuals can ask to access, correct or delete their personal data, where applicable.
- Concerns can be raised with Safety is the Key Ltd or the ICO.
Non-Compliance with this Policy
Any failure to follow this policy will be taken seriously.
Non-compliance may result in appropriate action, which could include further training, verbal or written warnings, suspension, termination of contract or employment, or referral to relevant authorities where necessary.
Policy Review
This policy will be reviewed annually, or sooner if there are significant changes to the business, working practices, systems, services or relevant legislation.
This policy was last updated: June 2026