Last updated: 12 September 2026
Citi Guard Services Ltd (“we”, “us”, “our”) is committed to protecting your personal data. This policy explains what information we collect, why we collect it, how we use it and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Citi Guard Services Ltd is a security services company registered in England and Wales, company number [INSERT COMPANY NUMBER]. Our registered office is Suite 208, Building 1 (Phase 1), Stanmore Business and Innovation Centre, Howard Road, Stanmore, Middlesex, HA7 1FW. We are registered with the Information Commissioner’s Office (ICO), registration number [INSERT ICO NUMBER]. For data protection enquiries contact us at accounts@citiguardservices.com or by post at the address above.
2. Personal data we collect
Depending on how you interact with us, we may collect:
- Enquiry and client data: name, job title, company, email address, telephone number, site addresses and details of the security services you require.
- Contract and account data: contact details, assignment instructions, key-holder and escalation contacts, incident reports, invoices and payment records.
- Recruitment and vetting data: CVs, identity documents, right-to-work evidence, SIA licence details, employment history, references and, where required by the British Standard BS 7858, criminal record and credit checks.
- CCTV and incident data: images, recordings and written reports captured while delivering security services at client premises.
- Website data: IP address, browser type, pages visited and cookies, as described in our Cookie Policy.
3. How we use your data and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and preparing quotations | Legitimate interests; steps prior to a contract |
| Delivering security services, managing incidents and key holding | Performance of a contract; legitimate interests; legal obligation |
| Recruiting, vetting and licensing staff | Contract; legal obligation (Private Security Industry Act 2001; BS 7858); substantial public interest for criminal record data |
| Operating CCTV and producing incident reports | Legitimate interests (prevention and detection of crime); legal obligation |
| Invoicing, accounting and tax | Legal obligation; contract |
| Marketing to business contacts | Legitimate interests, with the right to opt out at any time |
| Website analytics and security | Consent (non-essential cookies); legitimate interests |
4. Who we share data with
We share personal data only where necessary: with our staff and subcontracted officers delivering your services; with clients, for officers deployed at their premises; with vetting and screening providers; with the Security Industry Authority and other regulators or law enforcement where required; with IT, payroll, accounting and insurance providers acting on our behalf; and with professional advisers. We do not sell personal data.
5. CCTV and monitoring
Where we operate or monitor CCTV at client premises we act in accordance with the ICO’s guidance and the Surveillance Camera Code of Practice. In most cases the client is the data controller and we act as processor under written instructions. Footage is retained only as long as necessary, typically 30 days, unless required for an investigation, and is disclosed only to those with a lawful right to receive it.
6. International transfers
We store data in the UK. Where a supplier processes data outside the UK we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or adequacy regulations.
7. How long we keep data
- Enquiries that do not lead to a contract: 12 months.
- Client contracts, incident reports and financial records: 7 years after the end of the contract.
- Staff vetting and licensing records: for the duration of employment plus 7 years, in line with BS 7858 and SIA requirements.
- Unsuccessful job applications: 6 months.
- CCTV footage: normally 30 days.
8. Your rights
You have the right to access your personal data, to have it corrected or erased, to restrict or object to processing, to data portability, and to withdraw consent where consent is the basis for processing. To exercise any right, email accounts@citiguardservices.com. We will respond within one month. You also have the right to complain to the ICO at ico.org.uk or on 0303 123 1113.
9. Security
We protect personal data with access controls, encryption of devices, secure key and document storage, staff training and vetting to BS 7858, and our ISO 9001 certified management system.
10. Changes to this policy
We review this policy annually and publish the current version on this page.