PRIVACY POLICY

Last updated 29 September 2026.

VELA Security Ltd ("VELA", "we", "us") provides SIA licensed door supervision, event security and stewarding. This policy explains what personal information we collect, why we use it, who we share it with, how long we keep it and the choices you have. We are the data controller.

Company

VELA Security Ltd, registered in England and Wales, company no. 17425072. Registered office: 14 Hall Carr Road, Rossendale, BB4 6AW. ICO registration number: ZC261540. Privacy contact: Ashleigh Jennings, Founder & Director, ash.jennings@velasecurity.co.uk, 07375 501849.

1. INFORMATION WE COLLECT AND WHERE IT COMES FROM

From you

Clients and enquiries: name, job title, company or venue, email, phone number, event details (dates, location, expected attendance, known risks), and quotes, contracts, invoices and payment records. Website visitors: what you enter into our forms (quote requests, job applications and requests for our Martyn's Law checklist), plus technical information from cookies, such as device type, browser and pages visited. Non essential cookies are only used with your consent. See our Cookie Policy. Job applicants: name, contact details, town or city, the role you want, SIA licence type and number, experience, right to work documents, proof of identity and address, references, and the security screening information required by BS 7858, including a five year history, credit and financial checks and, where the role requires it, a basic criminal record check. Staff and workers: contact and emergency contact details, bank and tax details, National Insurance number, SIA licence details, training, shift and timesheet records, and any health information you choose to share so we can make reasonable adjustments.

At venues and events

Our officers may record incidents, refusals and accidents in logs and reports. These can include a description of what happened, a name and, if someone is hurt or unwell, the health details needed to respond. Venues may also run CCTV or body worn cameras. Where a client operates those systems, the client is normally the controller of that footage. We only record information about a young person where it is needed for safeguarding or to deal with an incident.

From other sources

We check SIA licences on the public register, and we take references and use screening providers for BS 7858 vetting and right to work checks. Our website is not aimed at anyone under 16.

2. HOW WE USE INFORMATION

Responding to enquiries and preparing quotes: legitimate interests, or steps before entering into a contract. Delivering and invoicing our services: contract, and legal obligation for tax and accounting records. Recruitment, right to work checks and BS 7858 screening: steps before entering into a contract, legal obligation, and our legitimate interest in employing suitable people in a regulated industry. Checking SIA licences: legal obligation and legitimate interests. Employment, payroll, pensions and health and safety: contract and legal obligation. Incident, refusal and accident records: legal obligation, legitimate interests (keeping people safe and meeting licensing conditions) and the establishment or defence of legal claims. Sending our Martyn's Law checklist and related updates, and improving our website with analytics: consent, which you can withdraw at any time. Health and criminal record information get extra protection. We only use them where the law allows, mainly for employment obligations, to meet regulatory requirements in the security industry, and to establish or defend legal claims, in line with Schedule 1 of the Data Protection Act 2018. We do not use automated decision making or facial recognition.

3. WHO WE SHARE INFORMATION WITH

We never sell personal information. We share it only where necessary with:

Clients who book our services, who receive the names and SIA licence details of the officers deployed to their venue or event. The Security Industry Authority, the police, local licensing authorities and other public bodies where the law requires it. Screening and reference providers used for BS 7858 vetting and right to work checks. Our accountant, payroll and pension providers, insurers, bank and professional advisers. Technology providers that host our website, forms and email, including Wix, Zoho and Cloudflare. Some may store or access information outside the UK, in which case we rely on UK adequacy regulations or approved safeguards such as the International Data Transfer Agreement.

4. YOUR CHOICES AND RIGHTS

You have the right to: ask for a copy of the personal information we hold about you; ask us to correct information that is wrong or incomplete; ask us to delete information, or restrict how we use it, in certain circumstances; object to us using information on the basis of legitimate interests; withdraw consent at any time, where we rely on consent; ask for information you gave us to be transferred to another organisation, in certain circumstances. To make a request, email ash.jennings@velasecurity.co.uk. We will respond within one month and there is normally no charge. You can also control cookies through our cookie banner and your browser settings.

5. KEEPING INFORMATION SECURE, AND HOW LONG WE KEEP IT

We use password protected accounts with two factor authentication where available, limit access to people who need it, keep paper records securely and train staff on data protection at induction. If there is a data breach that puts people at risk, we will report it to the Information Commissioner's Office within 72 hours where the law requires and tell the people affected.

Retention

Enquiries and quotes that do not become work: up to 2 years from last contact. Client contracts, invoices and accounting records: 6 years after the end of the financial year they relate to. Unsuccessful job applications: 6 months after the recruitment decision, unless you agree to us keeping them longer. Staff and BS 7858 screening files: for the length of employment plus the retention period BS 7858 requires (normally 7 years). Incident, refusal and accident records: normally 6 years, or longer where there is an ongoing claim or investigation. Martyn's Law checklist mailing list: until you unsubscribe or ask us to delete your details.

6. CONTACT US AND COMPLAINTS

Please send any privacy question to Ashleigh Jennings at ash.jennings@velasecurity.co.uk or 07375 501849. We are a small business and have not appointed a Data Protection Officer because the law does not require us to. If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We review this policy at least once a year. The latest version is always available on our website.