Privacy Policy

Who we are

Bordon Security Ltd is a company registered in England and Wales, company number 17115852, with its registered office in London, England. We are the controller of the personal data described in this policy. For any data protection queries, contact us at info@bordonsecurity.com or on 020 3582 0484.

What personal data we collect

• Contact form (general enquiries): your name, email address, company name and telephone number (if given), the type of enquiry, your subject and message, and your preferred contact method.
• Request a Quote form: your name, company name (if given), email address, telephone number, the services you are interested in, site details you choose to share (such as site name, type, address and postcode), required start date, days and shift times, hours or coverage, estimated number of officers, contract duration, urgency and any tender deadline, the risks, existing security arrangements, access and compliance requirements you describe, your contact preferences, whether you are an existing customer, and whether you would like marketing updates.
• Careers registrations and CVs: the details and CV you send when registering your interest in security assignments. These are handled by our HR team, are never added to our general-enquiry or quotation records, and are described in full in our Applicant Privacy Notice.
• Correspondence: emails you send to us (for example to info@bordonsecurity.com) and records of telephone calls.
• Security and technical data: when you submit a form, your IP address and browser information are used briefly to check that the submission comes from a person and to prevent abuse. This is not stored in your enquiry record. See our Cookie Policy for details of cookies and similar technologies.
• Where your enquiry came from: if you reach a form through a link carrying campaign tags (for example from an advertisement), we may record the campaign details, the page you started on and the website that referred you, with your enquiry record. This tells us which of our marketing works. It does not identify you beyond the enquiry you chose to send. If you accept analytics cookies, these details are remembered for your visit so they can be recorded with a later form submission; otherwise only the page you are on when you submit is used.

We do not knowingly collect financial, health or other special category data through this website. Please do not include alarm codes, access credentials, identity documents, payment-card information or other highly sensitive security information in our forms or emails.

How we use your data

• To review and respond to your message, and route it to the appropriate team.
• To assess a quote request and, where appropriate, arrange a discussion, site assessment, proposal or quotation.
• To manage expressions of interest for future employment opportunities.
• To send you occasional updates about our services, only if you have opted in.
• To keep our website and forms secure and prevent spam or abuse.
• To understand where enquiries come from, and to improve our website and marketing, where you have accepted the relevant cookies.
• To keep business records and meet our legal, accounting and regulatory obligations.

Our lawful bases

• Legitimate interests in responding to business enquiries, managing our customer relationships and keeping our website secure. Where you are asking about our services, we may also be taking steps at your request before entering into a contract.
• Consent for marketing updates and for optional analytics or advertising cookies. These are optional, are never a condition of sending a message or requesting a quote, and you can withdraw consent at any time.
• Legal obligation where we must keep records by law.

The privacy tickbox on our forms confirms that you have read this policy. It is not the legal basis for handling your enquiry.

How we handle website messages and quote requests

General messages (the Contact form) and quote requests (the Request a Quote form) are two separate processes. In each case, your details are sent securely from our website to our business automation system, which stores them in a restricted area of our Microsoft 365 environment that only authorised staff can access. General messages are kept separately from quote requests. You then receive an email confirming your reference.

A general message is routed to the appropriate team using fixed rules based on the type of enquiry you choose, and a person reviews it. A quote request is reviewed by our business development team so that a person can assess your requirement. Submitting a quote request does not confirm service availability, pricing or deployment. Services are subject to assessment, availability and agreed scope.

Use of artificial intelligence

We use an AI service provided by Anthropic to help our staff work efficiently. AI is used to support people, not to replace their judgement.

• Quote requests: the details of your requirement (such as the services requested, the postcode district of your site, dates, coverage and your description) are processed by the AI service to prepare internal notes for our staff, such as a summary and questions to ask. We do not send your name, email address, telephone number, company name or full address to the AI service, although any personal details you type into your description will be included with it. The notes are seen only by our staff. They are never sent to you automatically.
• General messages: are not currently processed by AI. They are routed by fixed rules.
• Careers registrations and CVs: are not processed by AI or any automated decision-making. Every registration is read by a member of our HR team. See the Applicant Privacy Notice.
• Emails sent to us: emails received at our business enquiry addresses (not the HR mailbox, hr@bordonsecurity.com) may be analysed by the AI service to help us categorise them, identify missing information and prepare draft replies. Some routine replies about our company and services may be sent automatically; anything involving pricing, availability, contracts, complaints, legal or data-protection matters is always handled by a person.
• No automated decisions: we do not use AI or automated processing to make decisions that have legal or similarly significant effects on you. Decisions about whether and how we can provide a service, prices, quotations and start dates are always made by a person.

If you would prefer that your enquiry is not processed with AI, please tell us when you contact us, or email info@bordonsecurity.com, and we will handle it manually.

Who we share your data with

We do not sell personal data. We use trusted service providers who process data on our behalf, under contract, and only as needed to provide their service:

• Microsoft (Microsoft 365) for email and for securely storing enquiry and quote records.
• Our automation platform (n8n), software that passes your message or quote request between our website, Microsoft 365 and our staff. Bordon Security runs it on its own equipment, which is currently located in India. We are moving it to a server in the UK and will update this policy when that is done.
• Anthropic for the AI service described above.
• Cloudflare (Turnstile) for the security check that protects our forms from spam and abuse.
• Netlify, which hosts this website.

We do not currently use advertising platforms or analytics tools on this website. If we do in future, we will update this policy and our Cookie Policy first, and they will only run if you have accepted the relevant cookies.

Where Bordon Security coordinates delivery with a suitably qualified service partner, we share only the information that partner needs to assess or deliver the service, and we remain your point of contact. We may also disclose data where required by law.

International transfers

Some of our service providers, including Anthropic and Netlify, may process data outside the UK, for example in the United States. Where this happens, we rely on appropriate safeguards recognised under UK data protection law, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum, as set out in each provider's data-processing terms.

Our own automation platform is not a third-party provider: Bordon Security operates it directly, on equipment located in India for now. We protect the information it handles by limiting access to named administrators with strong, unique sign-in details and two-factor authentication; sending information to and from it only over encrypted connections; deleting the run records it keeps after a short period; and keeping copies of our workflow settings, which contain no customer information, in Bordon Security's Microsoft 365. We are moving this platform to a server in the UK and will update this policy when the move is complete. If you would like to know more about these arrangements, please contact us at info@bordonsecurity.com.

How long we keep your data

• Quote requests that do not lead to a contract: up to 2 years after our last contact with you.
• Customers: the duration of our contract and 6 years afterwards, to meet our accounting and legal obligations.
• General messages: up to 12 months after our last contact with you.
• Marketing preferences: until you unsubscribe or withdraw consent.
• Careers registrations and CVs: 12 months from submission or your most recent update.
• Cookie choice: the record of your cookie choice is kept for about six months. See our Cookie Policy.

After these periods, data is deleted or anonymised. Records are only deleted after a named, authorised member of staff has approved the deletion.

Your rights

Under UK data protection law, you have the right to request access to, correction of, or deletion of your personal data, to object to or restrict certain processing (including processing based on our legitimate interests), to withdraw consent at any time where we rely on consent, and to data portability where applicable. To exercise these rights, contact us at info@bordonsecurity.com. You can change your cookie choices at any time using Cookie settings. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been mishandled.

Security

We take appropriate technical and organisational measures to protect personal data, including restricting access to enquiry records to authorised staff, using secure connections between our systems, and minimising the data shared with service providers.

Changes to this policy

We may update this policy from time to time. The "last updated" date at the top of this page shows when it was last revised.