1. Introduction

UK Fencing Ltd is committed to protecting the personal data of our employees, clients, suppliers, and other stakeholders. This Data Protection Policy outlines how we collect, use, store, and protect personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to all personal data processed by UK Fencing Ltd in the course of our commercial construction activities.

2. Scope

This policy applies to all employees, contractors, and third parties acting on behalf of UK Fencing Ltd who process personal data. It covers all personal data, whether in electronic or paper form, including data related to employees, clients, suppliers, and other individuals.

3. Definitions

· Personal Data: Any information relating to an identified or identifiable individual.

· Processing: Any operation performed on personal data, such as collection, storage, use, or deletion.

· Data Subject: The individual to whom the personal data relates.

· Data Controller: UK Fencing Ltd, which determines the purposes and means of processing personal data.

· Data Processor: Any third party processing personal data on behalf of UK Fencing Ltd.

4. Principles of Data Protection

UK Fencing Ltd adheres to the following principles under the UK GDPR:

1. Lawfulness, Fairness, and Transparency: Personal data is processed lawfully, fairly, and in a transparent manner.

2. Purpose Limitation: Data is collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes.

3. Data Minimisation: Only data that is adequate, relevant, and limited to what is necessary is collected.

4. Accuracy: Data is accurate and, where necessary, kept up to date.

5. Storage Limitation: Data is kept for no longer than necessary for the purposes for which it is processed.

6. Integrity and Confidentiality: Data is processed in a manner that ensures appropriate security, including protection against unauthorised or unlawful processing and accidental loss, destruction, or damage.

7. Accountability: UK Fencing Ltd takes responsibility for complying with the UK GDPR and can demonstrate compliance.

5. Lawful Basis for Processing

UK Fencing Ltd processes personal data under the following lawful bases:

· Contract: To fulfil contractual obligations with clients, employees, or suppliers (e.g., processing client contact details for project management or employee data for payroll).

· Legal Obligation: To comply with legal requirements, such as tax or health and safety regulations.

· Legitimate Interests: For purposes such as marketing our services to existing clients or improving operational efficiency, provided these interests do not override the rights of data subjects.

· Consent: Where explicit consent is obtained, such as for marketing communications to new clients.

· Vital Interests: In rare cases, to protect the vital interests of an individual (e.g., sharing medical information in an emergency).

· Public Task: Where applicable, for tasks carried out in the public interest (e.g., compliance with regulatory inspections).

6. Types of Personal Data Collected

UK Fencing Ltd may collect and process the following types of personal data:

· Employee Data: Name, address, contact details, National Insurance number, bank details, qualifications, and training records.

· Client Data: Name, business address, contact details, and project-related information.

· Supplier Data: Name, contact details, and financial information for payment processing.

· Site Visitor Data: Name, contact details, and health and safety information for site access.

· Marketing Data: Contact details and preferences for marketing communications.

7. How We Collect Personal Data

Personal data is collected through:

· Direct interactions, such as when clients provide contact details for quotes or contracts.

· Employment processes, such as job applications or onboarding.

· Supplier agreements and contracts.

· Website forms or email communications.

· Third parties, such as recruitment agencies or subcontractors, with the data subject’s consent or under a lawful basis.

8. How We Use Personal Data

Personal data is used for:

· Managing construction projects, including client communications and site logistics.

· Processing payments to employees and suppliers.

· Complying with legal obligations, such as tax reporting or health and safety requirements.

· Marketing our services, where consent has been obtained or legitimate interests apply.

· Maintaining employee records and ensuring workplace safety.

· Responding to enquiries or complaints.

9. Data Sharing

UK Fencing Ltd may share personal data with:

· Third-Party Processors: Such as payroll providers, IT service providers, or subcontractors, under strict data processing agreements.

· Regulatory Authorities: Where required by law, such as HMRC or the Health and Safety Executive.

· Professional Advisors: Such as accountants or legal advisors, under confidentiality agreements.

We ensure that any third party processing personal data on our behalf complies with the UK GDPR and this policy.

10. Data Security

UK Fencing Ltd implements appropriate technical and organisational measures to protect personal data, including:

· Secure storage of electronic data using encrypted systems and password-protected devices.

· Physical security for paper records, such as locked filing cabinets.

· Regular staff training on data protection and cybersecurity.

· Access controls to ensure only authorised personnel can access personal data.

· Regular reviews of IT systems to identify and address vulnerabilities.

11. Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, including legal or contractual obligations. For example:

· Employee data: Retained for 7 years after employment ends, in line with HMRC requirements.

· Client data: Retained for 6 years after the completion of a project, in line with contract law.

· Marketing data: Retained until consent is withdrawn or the data is no longer relevant.

Data no longer required is securely deleted or anonymised.

12. Data Subject Rights

Data subjects have the following rights under the UK GDPR:

· Right to Access: Request access to their personal data.

· Right to Rectification: Request correction of inaccurate data.

· Right to Erasure: Request deletion of data, where applicable.

· Right to Restrict Processing: Request restriction of data processing in certain circumstances.

· Right to Data Portability: Receive their data in a structured, commonly used format.

· Right to Object: Object to processing based on legitimate interests or for direct marketing.

· Right to Withdraw Consent: Withdraw consent at any time, where processing is based on consent.

Requests can be made by contacting our Data Protection Officer (see Section 15). We will respond within one month, unless the request is complex, in which case we may extend this period by two months.

13. Data Breaches

In the event of a personal data breach, UK Fencing Ltd will:

· Investigate the breach promptly and take steps to contain it.

· Notify the Information Commissioner’s Office (ICO) within 72 hours, where the breach is likely to result in a risk to individuals’ rights and freedoms.

· Notify affected data subjects if the breach is likely to result in a high risk to their rights and freedoms.

· Document all breaches and actions taken.

14. Training and Compliance

All employees and contractors receive regular training on data protection obligations. Compliance with this policy is monitored through internal audits and reviews. Non-compliance may result in disciplinary action.

15. Contact Details

For questions, concerns, or to exercise data subject rights, please contact our Data Protection Officer:

UK Fencing Ltd
Email: steve@ukfl.uk
Phone: 0800 161 3110/ 07446154140
Address: 856 Green Lane, Dagenham, Essex, RM8 1YP

16. Review of Policy

This policy is reviewed annually or when significant changes occur in legislation or business operations. The latest version is available on our website or upon request.

17. Complaints

If you are dissatisfied with how we handle your personal data, you may lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Website: www.ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Last Updated: 22 May 2025