Privacy policy
Last updated: September 2026
This policy explains what personal data Imperium Security Ltd collects when you visit this website, send us an enquiry or apply for a job with us, why we collect it, who we share it with, how long we keep it and what rights you have. We have written it to be read, so if anything is unclear please ask.
1. Who we are
Imperium Security Ltd is a company registered in England and Wales (company number 11938449). Our registered office is Suite 21/23, Parsons Green House, 27 Parsons Green Lane, London SW6 4HH, United Kingdom. We are the data controller for the personal data described in this policy, and we are registered with the Information Commissioner’s Office (ICO).
We have not appointed a Data Protection Officer, as we are not required to. Our Founder & CEO is responsible for data protection. You can contact us about this policy or your data at:
- Email: info@imperiumsecurity.co.uk (subject line “Data protection”)
- Phone: 020 8079 3189
- Post: Data Protection, Imperium Security Ltd, Suite 21/23, Parsons Green House, 27 Parsons Green Lane, London SW6 4HH, United Kingdom
What this policy covers
This policy covers this website, enquiries you make by form, email or phone, the automatic confirmation email we send when you submit an enquiry, and job applications. It does not cover:
- CCTV, AI analytics and security operations at the sites we protect. These are explained in our CCTV & AI use policy.
- The Imperium SOS app, which has its own privacy notice, shown in the App Store and Google Play listings and inside the app.
- Our clients’ own data, which we handle under the terms of each client contract.
2. The personal data we collect
| Type of data | What it includes | Where it comes from |
|---|---|---|
| Enquiry details | Name, company, email address, phone number, site postcode, the services you are interested in, and anything you tell us about your site or security needs | You, through the site review form on our Contact page |
| Correspondence | Emails, messages, call notes and meeting notes | You, when you contact us or we reply |
| Job application details | Name, contact details, CV, work history, qualifications, SIA licence details, right-to-work status, and anything else you include in your application | You. If we offer you a role, also from referees and the checks listed in section 4 |
| Technical data | IP address, browser and device type, date and time of the visit, pages requested | Your browser, logged automatically by our hosting provider |
| Analytics data | Pages viewed, how you arrived at the site, approximate location (city level), device type | Analytics cookies, only if you accept them (see our cookie policy) |
Please do not send us sensitive information (for example about health or criminal records) through the enquiry form. If your enquiry relates to a personal safety concern, tell us the essentials and we will discuss the details with you directly.
3. Why we use it and our lawful basis
UK data protection law requires us to have a lawful basis for each use of your data. Where we rely on legitimate interests, we have checked that our interests are not outweighed by your rights, and you can object at any time (see section 8).
| Purpose | Lawful basis (UK GDPR Article 6) |
|---|---|
| Replying to your enquiry, arranging a site survey and preparing a quotation or proposal | Taking steps at your request before entering into a contract. For business contacts, also our legitimate interest in responding to enquiries |
| Sending an automatic email confirming we have received your enquiry, with information about the service you asked about | Taking steps at your request before entering into a contract; legitimate interests (letting you know your enquiry arrived and what happens next) |
| Recording enquiries and follow-ups in our customer relationship management system (HubSpot) | Legitimate interests (keeping accurate records so we can follow up and serve you properly) |
| Assessing job applications and recruiting | Taking steps at your request before entering into a contract of employment; legitimate interests; legal obligation (for example right-to-work checks) |
| Keeping the website secure, preventing misuse and fixing faults | Legitimate interests |
| Understanding how the website is used so we can improve it | Your consent, given through the cookie banner. We do not set analytics cookies unless you accept them |
| Sending you news or marketing emails | Your consent. For existing clients and people who have asked us for a quote, we may send information about similar services under the “soft opt-in” in the Privacy and Electronic Communications Regulations, with an unsubscribe link in every message |
| Keeping business records, dealing with complaints and legal claims, and meeting our legal and regulatory obligations | Legal obligation; legitimate interests |
We do not make decisions about you using only automated means. The confirmation email is sent automatically, but every enquiry and application is reviewed by a member of our team.
4. Job applicants
If you apply to work with us, we use your application to assess your suitability, contact you about the role and arrange interviews. Security roles are regulated, so if we make you a conditional offer we will also:
- check your SIA licence on the Security Industry Authority’s public register;
- check your right to work in the UK, as required by law;
- carry out security screening in line with the British Standard for security screening (BS 7858), including employment history, references and, where the role requires it, a Disclosure and Barring Service (DBS) check.
Criminal record information is handled only where the law allows it for the role, is seen only by the people who need it, and is not kept longer than necessary. We will give you a separate notice explaining the screening process before it starts.
5. Who we share your data with
We do not sell your personal data or share it with third parties for their own marketing. We use trusted service providers who process data on our behalf, under written contracts that require them to keep it secure and to use it only on our instructions:
| Provider | What they do for us | Where the data is processed |
|---|---|---|
| HubSpot, Inc. | Receives website enquiries and stores them in our customer relationship management system | HubSpot’s EU data centre. Some support and maintenance access from the USA (see section 6) |
| Zapier, Inc. | Reads each new enquiry from HubSpot and sends the automatic confirmation email through our Microsoft 365 account | United States |
| Microsoft Corporation (Microsoft 365) | Our business email, calendar and documents, including the confirmation emails sent to you and our replies | UK and EU data centres, with limited processing in the USA |
| Netlify, Inc. | Hosts this website and keeps short-term technical logs for security | United States and a global content delivery network |
| Google Ireland Ltd (Google Analytics) | Website statistics, only if we switch analytics on and you accept analytics cookies | EU and USA |
We may also share personal data when it is necessary with:
- our professional advisers (lawyers, accountants and insurers);
- screening providers and referees, for job applicants who receive an offer;
- the police, regulators (such as the SIA or the ICO), courts or other authorities, where the law requires it or to prevent or detect crime;
- a buyer or investor, if all or part of our business is sold or restructured, under an obligation of confidentiality.
6. International transfers
Some of our providers are based in the United States or can access data from there. When personal data leaves the UK, we make sure it is protected by one of the safeguards allowed by UK law:
- The UK–US “data bridge” (the UK Extension to the EU–US Data Privacy Framework). HubSpot, Zapier, Microsoft and Netlify are certified under it.
- The ICO’s International Data Transfer Addendum to the European Commission’s Standard Contractual Clauses, which forms part of each provider’s data processing agreement and applies if the data bridge is not available.
- UK adequacy regulations for transfers to the European Economic Area.
You can ask us for more information about these safeguards using the contact details in section 1.
7. How long we keep your data
| Data | How long we keep it |
|---|---|
| Enquiries that do not lead to a contract, including the confirmation email and our correspondence | 24 months from our last contact with you |
| Client records and contract correspondence | 6 years after the contract ends (the limitation period for contract claims) |
| Unsuccessful job applications | 6 months after the role is filled, unless you agree to us keeping your details for future roles (then up to 12 months) |
| Successful job applications | Moved to your employee file and handled under our employee privacy notice |
| Marketing preferences | Until you unsubscribe. We then keep a minimal record so that we do not contact you again |
| Hosting technical logs | For the short period set by our hosting provider for security and fault-finding |
| Analytics data (if enabled) | Up to 14 months |
| Data protection requests and complaints | 2 years after the matter is closed |
When the period ends, we delete the data or make it anonymous. We may keep it longer if we are required to by law or need it for a legal claim.
8. Your rights
Under UK data protection law you have the right to:
- access the personal data we hold about you and receive a copy;
- have inaccurate data corrected and incomplete data completed;
- have your data erased in certain circumstances;
- restrict how we use your data in certain circumstances;
- object to our use of your data where we rely on legitimate interests. You can object to direct marketing at any time, and we will stop;
- data portability: receive data you gave us in a commonly used electronic format, or have it sent to another organisation, where we rely on consent or a contract;
- withdraw consent at any time, where we rely on consent. This does not affect anything we did before you withdrew. You can change your cookie choice at any time using “Cookie settings” at the bottom of every page.
To use any of these rights, contact us using the details in section 1. There is normally no charge. We may need to confirm your identity first. We will respond within one month, or tell you within that month if we need up to two more months because your request is complex.
9. Complaints
If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. Email info@imperiumsecurity.co.uk with the subject line “Data protection complaint”, or write to us at the address in section 1. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome without undue delay.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection: ico.org.uk/make-a-complaint, telephone 0303 123 1113, or Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
10. How we protect your data
We use appropriate technical and organisational measures to protect personal data. These include encrypted connections (HTTPS) for this website, access controls and multi-factor authentication on our business systems, access limited to staff who need it, and written data processing agreements with every provider listed in section 5.
11. Cookies
This site uses essential cookies to work, and analytics cookies only with your consent. Our cookie policy lists them and explains how to change your choice.
12. Links to other websites
This website links to other sites, including Instagram, the App Store, Google Play and the media outlets on our Media page. Those sites have their own privacy policies, and we are not responsible for how they use your data.
13. Children
This website and our services are intended for adults. We do not knowingly collect personal data from anyone under 18 through this website.
14. Changes to this policy
We review this policy regularly and will update it if the way we handle personal data changes. The date at the top shows when it was last updated. If we make a significant change that affects you, we will tell you directly where we can.