Privacy Policy
Our commitment to you
Showsec International Limited, referred to in this Privacy Notice as “Showsec,” “we,” “us” or “our,” is committed to protecting your personal information and respecting your privacy.
This Privacy Notice explains what personal information we collect, how we use it, who we may share it with, how long we keep it, and the rights you have in relation to your personal information.
How this Privacy Notice applies to you will depend on your relationship with us. For example, you may be:
- an employee, worker, contractor, applicant or former colleague;
- a client, venue contact, event organiser, supplier or professional adviser;
- an attendee, visitor or member of the public at an event or venue where Showsec provides services;
- someone who contacts us with a query, complaint, incident report, safeguarding concern or data protection request;
- someone who visits our website or interacts with us online.
If we make significant changes to this Privacy Notice or to the way we use your personal information, we will take appropriate steps to let you know.
If you have any questions about this Privacy Notice or how we handle your personal information, please contact us using the details in the Contact us section below.
What information we collect and where we get it
We collect and use different types of personal information depending on how you interact with us. This may include contact details, identity information, employment and recruitment information, training records, incident reports, CCTV images, safeguarding information, access-control information, website usage data, and communications with us.
How we use your information and why
We use personal information to provide security, stewarding, crowd management, safeguarding, access control, recruitment, employment, client support, supplier management, legal compliance, business administration, and website services.
Who we share your information with and why
We may share personal information with clients, venues, event organisers, emergency services, public authorities, regulators, professional advisers, insurers, and service providers where necessary and lawful.
Your choices and rights
You have rights in relation to your personal information, including the right to request access, correction, deletion, restriction, objection, portability, and withdrawal of consent where applicable.
Looking after your information
We use appropriate technical and organisational measures to protect personal information. We keep personal information only for as long as necessary for the purposes described in this Privacy Notice, unless we are required to keep it for longer by law.
Contact us
You can contact our Data Protection Team at:
Email: privacy@showsec.co.uk
What information we collect and where we get it
The personal information we collect depends on your relationship with Showsec and the context in which we interact with you.
Information you give us directly
You may provide personal information to us when you:
- apply for a role with us;
- work for us as an employee, worker or contractor;
- complete onboarding, training, vetting or compliance checks;
- contact us with a question, complaint, request or concern;
- report an incident, safeguarding concern, health and safety matter or workplace issue;
- complete a form, survey or declaration;
- visit our offices or operational sites;
- communicate with us by email, phone, post, webform, social media or other channels.
This information may include:
- name;
- address;
- email address;
- telephone number;
- date of birth;
- emergency contact details;
- identity documents;
- right to work information;
- employment history;
- qualifications, licences and training records;
- bank, payroll and tax information;
- availability and scheduling information;
- photographs or ID badge information;
- information contained in messages, forms, complaints, reports or correspondence.
Recruitment and employment information
If you apply to work with us, work for us, or have previously worked for us, we may collect and use information such as:
- application details;
- CVs and covering letters;
- interview notes;
- references;
- right to work documentation;
- background check information where applicable;
- SIA licence details or other professional accreditations;
- training and assessment records;
- work history and role information;
- attendance, scheduling and deployment records;
- payroll, pension, tax and benefits information;
- performance, conduct, grievance and disciplinary information;
- health, wellbeing, absence and occupational health information where relevant;
- accident, incident and health and safety records;
- equality, diversity and inclusion information where provided or legally required.
Some of this information may be special category personal information, such as health information, or information relating to criminal convictions and offences. We only process this type of information where we have a lawful basis and meet the additional requirements under data protection law.
Information from clients, venues and event organisers
Where we provide services at events, venues or other locations, we may receive personal information from clients, venues, event organisers or other partners. This may include:
- names and contact details of client or venue representatives;
- staff, contractor, visitor or accreditation lists;
- access-control information;
- event briefings and operational information;
- information about incidents, complaints, safeguarding matters or security concerns;
- information needed to support the safe and effective delivery of our services.
Information collected at events and venues
When you attend or work at an event, venue or location where Showsec provides services, we may collect information about you as part of our role in supporting safety, security, stewarding, crowd management, access control, incident response or safeguarding.
This may include:
- name and contact details, where required;
- role, organisation or accreditation details;
- entry, exit or access-control information;
- ID badge or pass information;
- incident reports;
- witness statements;
- welfare or safeguarding information;
- health and safety information;
- accident reports;
- images or footage captured by CCTV, body-worn video, venue systems, photography or other recording systems, where applicable.
We may collect this information directly from you, from our staff, from clients or venues, from other event partners, or from public authorities such as the police or emergency services.
CCTV, body-worn video and images
At some locations, events or operational sites, CCTV, body-worn video, photography or other recording systems may be used for safety, security, incident management, crime prevention, public protection, training, insurance, legal or operational purposes.
Showsec may operate these systems directly or may access footage or images provided by a client, venue, event organiser, public authority or other relevant organisation.
Where recording is used, notices may be displayed where appropriate. In some circumstances, such as urgent safety or security incidents, recording may be necessary even where it is not practical to provide individual notice at the time.
Safeguarding, welfare and incident information
As part of our services, we may process information relating to safeguarding, welfare, vulnerability, medical incidents, accidents, injuries, public safety, security concerns, anti-social behaviour, suspected criminal activity or other incidents.
This may include sensitive information, such as health information, information about vulnerability, or information relating to criminal allegations or offences.
We use this information only where necessary and where we have a lawful basis, such as to protect individuals, comply with legal obligations, support public safety, assist emergency services, manage incidents, defend legal claims, or meet safeguarding responsibilities.
Website and online information
When you use our website or interact with us online, we may collect information such as:
- IP address;
- device and browser information;
- pages visited;
- date and time of visits;
- referring website;
- cookie and tracking preferences;
- information submitted through online forms.
We may use cookies and similar technologies to help our website work, improve performance, understand how visitors use our site, and support security. Where required, we will ask for your consent before using non-essential cookies.
For more information, please see our Cookie Policy.
Social media and public communications
If you contact us through social media, post publicly about us, or interact with our social media pages, we may process your username, profile information, comments, messages and other information you choose to share.
Social media platforms are responsible for how they use your personal information. You should read their privacy notices to understand how they handle your data.
Information from third parties
We may receive personal information from third parties, including:
- clients;
- venues;
- event organisers;
- recruitment agencies;
- background check providers;
- referees;
- training providers;
- payroll, HR or workforce management providers;
- public authorities;
- emergency services;
- insurers;
- professional advisers;
- other individuals involved in incidents, complaints or investigations.
How we use your information and why
We must have a lawful basis to use your personal information. Depending on the circumstances, we may rely on one or more of the following lawful bases:
- Contract: where processing is necessary to enter into or perform a contract with you.
- Legal obligation: where we need to comply with the law.
- Legitimate interests: where processing is necessary for our business interests or those of another organisation, provided those interests are not overridden by your rights and freedoms.
- Consent: where you have given us clear permission to use your information for a specific purpose.
- Vital interests: where processing is necessary to protect someone’s life.
- Public task or substantial public interest: where applicable, particularly in relation to safeguarding, public safety or certain types of sensitive information.
Where we process special category personal information, such as health information, or information relating to criminal convictions and offences, we will also ensure that an additional lawful condition applies.
Providing our services
We use personal information to provide security, stewarding, crowd management, safeguarding, access control, event support, incident response and related services.
This may include using information to:
- plan and deliver services;
- allocate staff and resources;
- manage access to venues, events and restricted areas;
- verify identity or accreditation;
- support crowd safety and public protection;
- respond to incidents;
- record and investigate complaints or concerns;
- support safeguarding and welfare;
- liaise with clients, venues, event organisers and emergency services;
- maintain accurate operational records.
Our lawful bases may include contract, legitimate interests, legal obligation, vital interests and, where relevant, substantial public interest.
Recruitment, employment and workforce management
We use personal information to manage recruitment, employment, worker and contractor relationships.
This may include using information to:
- assess applications;
- conduct interviews and selection processes;
- verify identity, qualifications, licences and right to work;
- carry out background checks where appropriate and lawful;
- manage onboarding;
- arrange training;
- schedule work;
- manage payroll, tax, pension and benefits;
- manage performance, conduct, absence and wellbeing;
- comply with employment, health and safety and equality laws;
- respond to grievances, complaints or disputes;
- keep employment and workforce records.
Our lawful bases may include contract, legal obligation, legitimate interests, consent where appropriate, and substantial public interest where sensitive information is involved.
Health, safety, welfare and safeguarding
We use personal information to help protect the health, safety and welfare of our staff, workers, contractors, clients, attendees, visitors and members of the public.
This may include using information to:
- assess and manage health and safety risks;
- respond to accidents, injuries and medical incidents;
- support safeguarding and welfare concerns;
- assist vulnerable individuals;
- manage incidents involving violence, harassment, abuse, intoxication, disorder or suspected criminal activity;
- support emergency planning and response;
- comply with health and safety, safeguarding and public safety obligations.
Our lawful bases may include legal obligation, legitimate interests, vital interests and substantial public interest.
Security, crime prevention and investigations
We may use personal information to prevent, detect, investigate and respond to unlawful behaviour, misconduct, breaches of venue rules, security incidents, safeguarding concerns, fraud, theft, violence, disorder, harassment, abuse or other risks.
This may include using incident reports, witness statements, CCTV, body-worn video, access records or other relevant information.
Our lawful bases may include legitimate interests, legal obligation, vital interests, substantial public interest and the establishment, exercise or defence of legal claims.
Client, supplier and business relationship management
We use personal information to manage our relationships with clients, venues, event organisers, suppliers, contractors, professional advisers and other business contacts.
This may include using information to:
- communicate with business contacts;
- provide services;
- respond to queries;
- manage contracts;
- process invoices and payments;
- manage supplier relationships;
- maintain business records;
- carry out due diligence;
- resolve disputes;
- comply with legal and regulatory obligations.
Our lawful bases may include contract, legal obligation and legitimate interests.
Legal, regulatory and compliance purposes
We may use personal information to:
- comply with laws and regulations;
- respond to lawful requests from courts, regulators, law enforcement or public authorities;
- maintain records required by law;
- support audits and compliance checks;
- enforce our legal rights;
- defend or bring legal claims;
- manage insurance matters;
- investigate complaints, incidents or disputes.
Our lawful bases may include legal obligation, legitimate interests and the establishment, exercise or defence of legal claims.
Who we share your personal information with and why
We only share personal information where we have a lawful basis to do so and where it is necessary for the purposes described in this Privacy Notice.
Clients, venues and event organisers
We may share personal information with the clients, venues, event organisers, promoters, local authorities, contractors or other organisations we work with where this is necessary to provide our services, manage incidents, support safety and security, investigate complaints, manage access control, or comply with legal obligations.
Emergency services and public authorities
We may share personal information with the police, ambulance service, fire service, local authorities, regulators, government bodies, courts or other public authorities where necessary for safety, safeguarding, law enforcement, regulatory, legal or public protection purposes.
Service providers
We use trusted service providers to support our business. These may include providers of:
- IT systems and cloud hosting;
- HR and workforce management platforms;
- recruitment systems;
- payroll, pension and benefits administration;
- training and learning management systems;
- identity verification and background checking;
- occupational health services;
- communications tools;
- payment and finance systems;
- document storage and records management;
- legal, audit, insurance and compliance support;
- information security services.
Where service providers process personal information on our behalf, we require them to protect it and only use it in accordance with our instructions and applicable law.
Professional advisers and insurers
We may share personal information with legal advisers, auditors, accountants, consultants, insurers, brokers and other professional advisers where necessary for business, legal, financial, insurance, compliance or risk-management purposes.
Your choices and rights
You have rights in relation to your personal information. These rights are not absolute and may depend on the circumstances and the lawful basis we rely on.
Your rights may include:
Right of access
You can ask us for a copy of the personal information we hold about you.
Right to rectification
You can ask us to correct personal information that is inaccurate or incomplete.
Right to erasure
You can ask us to delete your personal information in certain circumstances.
Right to restriction
You can ask us to restrict how we use your personal information in certain circumstances.
Right to object
You can object to our use of your personal information where we rely on legitimate interests, or where we use your information for direct marketing.
Right to data portability
In certain circumstances, you can ask us to provide your personal information in a structured, commonly used and machine-readable format, or to transfer it to another organisation.
Right to withdraw consent
Where we rely on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of anything we did before you withdrew consent.
Rights relating to automated decision-making
You have rights in relation to decisions made solely by automated means where those decisions have legal or similarly significant effects. We do not typically make these types of decisions, but if we do, we will provide appropriate information and safeguards.
Looking after your information
We use appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.
These measures may include:
- access controls;
- staff training;
- information security policies;
- secure systems and storage;
- encryption where appropriate;
- audit and monitoring controls;
- supplier due diligence;
- incident response procedures;
- physical security measures.
Contact us
If you have any questions about this Privacy Notice, or if you want to exercise your data protection rights, please contact:
Data Protection Team
Email: privacy@showsec.co.uk
You can also write to us at:
Showsec International Limited
Regent House
16 West Walk
Leicester
LE1 7NA