Who we are

HPS Security Services operates this portal as data controller for the records created in it. Questions about this notice can be sent to privacy@hpsservicesstaffportal.org.

What we hold

Account details (name, work email, job title, SIA badge number where applicable), shift and rota records, handover reports, incident reports, patrol records including photographs and the time and approximate location they were taken, training and induction records, and messages raised through the concerns form.

Why we hold it

To deliver contracted security services, evidence that patrols and shifts were carried out, investigate and escalate incidents, meet licensing and insurance obligations, and report to clients on their own sites. The lawful bases are contract performance and legitimate interests, and legal obligation where record keeping is required.

Who can see it

HPS directors and managers can see records across the sites they manage. Officers can see their own shifts, reports and training. Client site managers can see only their own site, and only the categories HPS has enabled for that site. Concerns raised by officers are visible to HR and the nominated line manager only.

Photographs and location

Patrol photographs are stamped with the time and, where the officer's device allows it, the location of the patrol point. This evidences that a patrol took place. Location is recorded for the patrol, not for continuous tracking of an individual, and is not used outside incident and patrol records.

Retention

Operational records are kept for the duration of the client contract and for a further period where needed for insurance, legal or licensing purposes, then deleted. Accounts are removed when a person leaves HPS or a client contract ends.

Your rights

You may ask for a copy of the data we hold about you, ask for inaccurate data to be corrected, object to processing, or ask for deletion where we have no continuing obligation to keep it. Email privacy@hpsservicesstaffportal.org and we will respond within one month. You may also complain to the Information Commissioner's Office.