Privacy notice

Hound Security Systems ("we") uses BeaconOps (software by Beacon Systems) to run security-system installation and maintenance for our customers. This notice explains how we handle personal data under UK GDPR and the Data Protection Act 2018.

What we hold

• Customer contacts and keyholders: name, role, phone, email.
• Site information needed to service systems: addresses, access notes, alarm receiving centre (ARC) and police URN references, and equipment records.
• Staff accounts: name, email, role, sign-in and security logs, competency and vetting records (BS 7858).
• Records of work: job sheets, photos, signatures, certificates and invoices.

Why (lawful basis)

• Contract: to install, maintain and certify your systems.
• Legal obligation and certification: NSI/SSAIB codes of practice, BS EN 50131, BS 8418, BS 5839 and similar standards require us to keep records.
• Legitimate interests: security monitoring of this platform and fraud prevention.

How we protect it

Data is held in the UK on access-controlled systems. Passwords are hashed, staff use two-factor authentication, sensitive fields (ARC account numbers, network addresses, code locations) are encrypted at rest, and every change is recorded in a tamper-evident audit trail. Backups are encrypted.

How long

Service and certification records are kept for the retention period set by the organisation (default 7 years), then reviewed for deletion. Security logs are kept for at least 12 months.

Your rights

You may request access to, correction of, or erasure of your personal data, and object to or restrict processing. Contact our Data Protection lead at the office address on your contract. You can also complain to the ICO (ico.org.uk).

Template text: review with your DPO or legal adviser before relying on it.