Privacy Policy
This policy explains how Vocus Fire Safety Ltd collects, uses, shares and protects your personal data, and the rights you have over it.
1. Who we are
Vocus Fire Safety Ltd ("we", "us", "our") is the data controller responsible for your personal data. We are a company registered in England and Wales (company number 17188109), with our registered office at 30-32 Clarence Place, Newport, South Wales, NP19 0AG.
For any question about this policy or your personal data, contact us at info@vocusfire.co.uk or 0330 133 4591.
2. What this policy covers
This policy applies to personal data we collect through our website, when you enquire about or receive our services, when you take part in our referral scheme, and when you otherwise contact us. It does not cover any third-party websites we may link to, which have their own privacy policies.
3. The personal data we collect
When you make an enquiry or request a quote, we collect the details you provide, which may include your name, organisation, email address, telephone number, premises postcode, information about your building or premises and the services you are interested in, and anything else you include in your message.
When we provide services to you, we collect and process the information needed to deliver them — for example site and building details, existing fire safety documentation, compliance records, and contact details for the people we liaise with. Where you use the Vocus Fire Safety Portal, we process your login and the compliance records held in your account.
When you register for our £500 referral scheme, we collect your name, company, email address and telephone number, together with a record of your consent. When someone follows your referral link or scans your QR code, we log the event so we can attribute referred enquiries to you. For those link/QR events we record only the device type and the time — we do not store the visitor's IP address.
When you contact us by email, phone or through the website, we keep a record of that correspondence.
Technical data. When you visit the website, our hosting and infrastructure providers may process limited technical information (such as browser type and information needed to keep the site secure and available). See our Cookies notice for detail on cookies and similar technologies.
4. How we use your data, and our lawful bases
We use personal data only where the law allows. The bases we rely on under the UK GDPR are:
- To respond to enquiries and prepare quotations — to take steps at your request prior to entering a contract, and our legitimate interest in responding to potential customers.
- To provide our Goods and Services and administer contracts (including Compliance Contracts and the Portal) — performance of our contract with you.
- To operate the referral scheme — your consent to register, and our legitimate interests in attributing enquiries and paying rewards correctly.
- To meet legal, accounting, tax and regulatory obligations — compliance with a legal obligation.
- To keep our website and systems secure and to prevent fraud or abuse — our legitimate interests.
Where we rely on consent (for example, referral-scheme registration), you can withdraw it at any time — see section 8.
5. Who we share it with
We do not sell your personal data. We share it only where necessary, with:
- Service providers that operate our systems on our behalf, under contract and only on our instructions — including Netlify (website hosting and form handling), Supabase (secure database for the referral scheme and enquiries, hosted in the EU/London region) and Resend (sending scheme and notification emails).
- Qualified subcontractors and specialists we engage to help deliver the Services, as described in our Terms & Conditions.
- Our professional advisers, insurers and regulators, where reasonably necessary or required.
- Authorities or other parties where we are required to do so by law.
6. International transfers
Some of our service providers may process data outside the UK. Where that happens, we make sure appropriate safeguards are in place — such as the provider being in a country covered by UK "adequacy" regulations, or the use of the UK International Data Transfer Agreement or Standard Contractual Clauses — so your data receives an equivalent level of protection.
7. Cookies and similar technologies
Our website uses only strictly necessary and functional storage, and does not use advertising or analytics cookies. Full detail is in our Cookies notice.
8. Your rights
Under the UK GDPR you have the right to:
- ask for a copy of the personal data we hold about you (access);
- have inaccurate data corrected (rectification);
- ask us to delete your data in certain circumstances (erasure);
- ask us to restrict or object to certain processing;
- ask for your data in a portable format (portability), where applicable; and
- withdraw consent at any time where we rely on it — for the referral scheme, reply to any scheme email or contact us.
To exercise any of these rights, contact info@vocusfire.co.uk. We will respond within the timeframes set by law.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office (ICO), the UK supervisory authority, at ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve your concern first.
9. How long we keep it
We keep personal data only for as long as necessary for the purposes described in this policy, and to meet our legal, accounting and regulatory obligations. In practice this is normally up to 7 years after our last interaction with you, after which it is securely deleted or anonymised — unless a longer period is required by law or to resolve a dispute.
10. How we protect your data
We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. Access to our systems is restricted, and the databases behind the website are reachable only by our own secured server-side processes.
11. Children
Our website and services are aimed at businesses and organisations and are not directed at children. We do not knowingly collect personal data relating to children.
12. Changes to this policy
We may update this policy from time to time. The current version is always available on this page, and the "last updated" date above shows when it last changed.
13. Contact us
Vocus Fire Safety Ltd, 30-32 Clarence Place, Newport, South Wales, NP19 0AG · info@vocusfire.co.uk · 0330 133 4591.