Privacy Policy
We take your privacy seriously. This Privacy Policy explains how Hound Security Systems collects, uses, stores, and protects personal information when you visit our website, contact us, or use our services. It also outlines your rights and choices under applicable UK data protection law, including how you can access, update, or request deletion of your information. We only collect what we need to respond to enquiries, provide quotations and services, and improve how our website and customer communications work, and we never sell personal data to third parties.
Privacy Policy (Short Version)
Last updated: 18 December 2025
1. Introduction
1.1 This Privacy Policy explains how Hound Security Limited (“we”, “us”, “our”) collects and uses personal data when you use our website www.houndsecurity.co.uk or contact us about our services.
1.2 We are the Data Controller for the personal data we process.
1.3 This policy is intended to comply with the UK GDPR and the Data Protection Act 2018.
2. Who We Are (Contact Details)
2.1 Company name: Hound Security Limited (Company No. 11392780).
2.2 Address: 142 High Street, Codicote, Hitchin, Hertfordshire, SG4 8UB.
2.3 Email: compliance@houndsecurity.co.uk
2.4 Phone: 01462 226 325
3. What Personal Data We Collect
3.1 We may collect the following types of personal data:
(a) Contact details (name, email, phone number, address, company name, job title).
(b) Enquiry and service information (details you provide when requesting a quote, booking work, or contacting us).
(c) Financial and transaction information (invoices, payments, billing details).
(d) Website usage data (IP address, device/browser information, pages visited, and cookie data).
(e) Recruitment data (only if you apply for a role): CV and recruitment-related information.
3.2 We do not routinely collect special category data. If it is provided (e.g., for employment-related reasons), we will handle it in accordance with UK GDPR.
4. How We Collect Personal Data
4.1 We collect personal data:
(a) Directly from you (e.g., when you contact us, request a quote, or use our forms).
(b) Automatically (e.g., through cookies and similar technologies when you browse our website).
(c) From third parties where relevant (e.g., publicly available sources such as Companies House, or business referrals).
5. How We Use Your Personal Data (and Lawful Bases)
5.1 We use personal data only where we have a lawful basis, including: contract performance, legal obligation, legitimate interests, and consent.
5.2 Typical purposes include:
(a) To respond to enquiries and provide quotes (legitimate interests / steps prior to contract).
(b) To deliver services and manage customer relationships (contract performance).
(c) To invoice and take payment (contract performance / legal obligation).
(d) To provide service communications (contract performance).
(e) To improve our website and understand how it is used (consent for non-essential cookies; legitimate interests for essential security/operations).
(f) To meet legal, regulatory, and accounting requirements (legal obligation).
5.3 Marketing
(a) Where required, we will only send marketing communications with your consent, or where “soft opt-in” applies to existing customers for similar services.
(b) You can opt out at any time by contacting us or using unsubscribe links where provided.
6. Cookies
6.1 We use cookies and similar technologies on our website.
6.2 For full details, please see our Cookie Policy: https://www.houndsecurity.co.uk/cookie-policy
Who We Share Personal Data With
7.1 We may share personal data with trusted third parties where needed to run our business and deliver services, such as:
(a) IT and website hosting providers.
(b) Payment providers.
(c) Email/communications providers.
(d) Professional advisers (e.g., accountants, insurers, legal advisers).
(e) Subcontractors and service partners where required to deliver work.
7.2 We do not sell your personal data.
7.Who We Share Your Personal Data With
7.1 We may share your personal data with the following categories of third parties:
7.1.1 Service providers and processors
We engage third-party companies to perform services on our behalf, including:
(a) IT service providers — for hosting, cloud storage, and technical support
(b) Payment processors — to process card payments and bank transfers
(c) Email service providers — for sending communications
(d) CRM and database providers — for managing customer relationships
(e) Professional advisers — including lawyers, accountants, and insurers
(f) Marketing and analytics providers — to help us improve our services
7.1.2 Business partners
(a) Installation and maintenance partners — to deliver and maintain security equipment
(b) Monitoring service providers — to provide 24/7 security monitoring services
(c) Subcontractors — who assist in service delivery
7.1.3 Legal and regulatory bodies
(a) Law enforcement agencies, courts, and regulatory bodies when required by law
(b) HMRC, tax authorities, and auditors for compliance purposes
7.1.4 Business transfers
Potential buyers or investors in the event of a business sale, merger, or acquisition.
7.2 Data processor agreements
7.2.1 All third-party service providers who process personal data on our behalf are required to:
(a) Process your data only on our instructions
(b) Maintain appropriate security measures
(c) Comply with UK GDPR requirements
(d) Sign a Data Processing Agreement with us
7.3 No data selling
7.3.1 We will never sell, rent, or trade your personal data to third parties for marketing purposes.
7.4 Special category data
7.4.1 If we need to share special category data (such as DBS results) with third parties, we will only do so with your explicit consent, unless legally required otherwise.
8. International Transfers
8.1 We primarily store and process personal data in the UK.
8.2 Where suppliers process data outside the UK, we ensure appropriate safeguards are in place (such as adequacy regulations or approved contractual protections).
9. How Long We Keep Personal Data
9.1 We keep personal data only as long as necessary for the purposes described in this policy.
9.2 Typical retention periods include:
(a) Customer and contract records: usually up to 6 years after the end of the business relationship (for legal and contractual reasons).
(b) Financial records (invoices/tax records): typically 6 years after the end of the financial year.
(c) Website analytics data: typically up to 26 months (where enabled).
(d) Recruitment data (unsuccessful applicants): typically up to 6 months after the recruitment process.
10. Your Rights
10.1 Under UK GDPR, you may have rights including: access, rectification, erasure, restriction, data portability, and objection. You also have the right to withdraw consent where processing is based on consent.
10.2 To exercise your rights, contact us:
Email: compliance@houndsecurity.co.uk
Post: Hound Security Limited, 142 High Street, Codicote, Hitchin, Hertfordshire, SG4 8UB
Phone: 01462 226 325
10.3 We may need to verify your identity before responding.
11. Security
11.1 We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure.
12.Complaints
12.1 If you have concerns, please contact us first and we will try to resolve them.
12.2 You also have the right to complain to the UK supervisory authority:
Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Phone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
13.Changes to This Policy
13.1 We may update this Privacy Policy from time to time. The latest version will always be published on our website with the “Last updated” date shown at the top.
Our full policy can be downloaded here