Privacy policy Spartan Elite Security Ltd

Privacy Policy

Last updated: 4 September 2026

This privacy notice explains how Spartan Elite Security Ltd collects, uses, stores and shares personal information when you visit our website, contact us, request security services, apply to work with us, or otherwise deal with us.

1. Who we are

Spartan Elite Security Ltd is the controller of the personal information described in this notice.

For privacy enquiries or to exercise your rights, contact us using the details above.

2. Information we collect

Depending on how you interact with us, we may collect:

  • identity and contact details, such as your name, organisation, email address, telephone number and postal address;
  • enquiry and service-request information, including the services required, locations, dates, risk factors, travel details and correspondence;
  • commercial and transaction information, including quotations, contracts, invoices and payment records;
  • recruitment information, including employment history, qualifications, references, CVs, photographs, application answers and interview notes;
  • documents and media uploaded through our forms, which may include identification, right-to-work documents, SIA licence details, certificates and applicant video;
  • vetting and compliance information where necessary and lawful, which may include information about criminal convictions, offences, health or other sensitive circumstances relevant to a role or assignment;
  • technical information such as IP address, browser and device information, server logs, security events and cookie identifiers; and
  • any other information you choose to provide to us.

3. How we collect information

We collect information directly from you through website forms, email, telephone, meetings and documents you provide. We may also receive relevant information from referees, clients, recruitment sources, public registers, professional or licensing bodies, screening providers and other lawful sources. If you provide information about another person, you should ensure that you are entitled to do so and that they understand how their information will be used.

4. How and why we use information

We use personal information to:

  • respond to enquiries and prepare security-service quotations;
  • assess risk, plan assignments and deliver contracted services;
  • manage client and supplier relationships, billing and records;
  • receive and assess employment or contractor applications;
  • verify identity, qualifications, experience, licences, eligibility and suitability where appropriate;
  • communicate with applicants, clients, personnel and other contacts;
  • operate, secure, troubleshoot and improve our website and systems;
  • prevent fraud, misuse and security incidents;
  • establish, exercise or defend legal claims; and
  • meet legal, regulatory, tax, accounting, licensing and safeguarding obligations.

Our lawful bases under UK data-protection law are normally taking steps at your request before entering into a contract, performing a contract, complying with legal obligations, and our legitimate interests in operating and protecting our business and providing professional security services. Where consent is the appropriate basis, you may withdraw it at any time without affecting earlier lawful processing.

We process special-category information or criminal-offence information only where it is necessary, proportionate and permitted by law, with an additional legal condition where required. This may include employment, social-protection, safeguarding, substantial public-interest, legal-claims or explicit-consent conditions, depending on the circumstances.

5. Recruitment and vetting

Application information is used to assess suitability, communicate with candidates, verify information and meet employment, licensing, client and security requirements. Access to applicant records and uploaded files is limited to authorised personnel and service providers who need it for recruitment, vetting, system administration or legal compliance.

We do not make solely automated recruitment decisions that have legal or similarly significant effects. If this changes, we will provide the information and safeguards required by law.

6. Sharing information

We may share personal information, only as necessary, with:

  • authorised staff, contractors and professional advisers;
  • clients or prospective clients where this is necessary to assess or provide an assignment and lawful to do so;
  • hosting, website, form, email, storage, security and IT-support providers, including our WordPress and WS Form environment, IONOS hosting, Bunny CDN and Google Workspace;
  • screening, licensing, training, insurance, payment and professional-service providers;
  • law-enforcement, regulators, courts, government bodies or other parties where required or permitted by law; and
  • a buyer, investor or successor in connection with a genuine business reorganisation or sale, subject to appropriate safeguards.

We do not sell personal information.

7. International transfers

Some suppliers may process information outside the United Kingdom. Where personal information is transferred internationally, we use an adequacy regulation, approved contractual protections or another lawful transfer mechanism, together with supplementary safeguards where appropriate.

8. Retention

We keep information only for as long as reasonably necessary for the purpose collected, including legal, accounting, regulatory, security and dispute-resolution requirements. Our usual periods are:

  • Routine enquiries and unconverted service requests: up to 24 months after the last meaningful contact.
  • Client, contract and accounting records: generally up to six years after the relevant relationship or transaction, or longer where law or a live claim requires it.
  • Unsuccessful applicants: normally six months after the recruitment decision. With separate consent, limited details may be retained in a talent pool for up to 12 months.
  • Successful applicants: relevant information becomes part of the personnel or contractor record and is retained in line with employment, tax, licensing, safeguarding and legal obligations.
  • Website and security logs: normally up to 12 months, unless required longer to investigate an incident or protect legal rights.
  • Uploaded files: retained for the corresponding application, enquiry or contractual period and deleted sooner where no longer needed.

These periods may be shortened or extended where the circumstances, law, a regulatory requirement, safeguarding concern or legal claim justify it. When information is no longer required, we delete it securely or anonymise it.

9. Security

We use appropriate technical and organisational measures designed to protect personal information, including access controls, account security, encryption in transit, backups, system maintenance and restricted access to applicant files. No internet service is completely risk-free, so please do not submit information that is unnecessary for your enquiry or application.

10. Cookies and website technology

Our website may use strictly necessary cookies and similar storage for security, administration, form operation and user preferences. These are required for the website to function. We will not set non-essential analytics, advertising or marketing cookies unless the necessary consent mechanism is in place and you have made the relevant choice. You can also manage cookies through your browser, although blocking necessary cookies may affect site functions.

11. Marketing

We will send electronic marketing only where permitted by law. You may opt out at any time using the unsubscribe method in the message or by contacting us. Service, security, recruitment and administrative communications are not marketing and may still be sent where necessary.

12. Your rights

Subject to the law and any applicable exemptions, you may have the right to:

  • be informed about how your information is used;
  • request access to your personal information;
  • ask us to correct inaccurate or incomplete information;
  • ask us to erase information;
  • restrict or object to processing;
  • receive certain information in a portable format;
  • withdraw consent where processing relies on consent; and
  • challenge qualifying automated decisions.

To exercise a right, email info@spartanelitesecurity.co.uk. We may need to verify your identity. We normally respond within one month and do not charge a fee unless a request is manifestly unfounded or excessive.

13. Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint or call 0303 123 1113.

14. Other websites

Our website may link to websites operated by others. Their privacy practices are outside our control, so please review their privacy information before providing personal data.

15. Changes to this notice

We may update this notice when our services, systems or legal obligations change. The date at the top shows the latest revision.