Privacy Policy
Last updated 12 July 2025
This privacy notice explains how Federal Services Bureau Ltd, trading as FSB London (“FSB London”, “we”, “us” or “our”), collects, uses, shares and safeguards personal data. It applies to data gathered through our website fsb.london, through email or telephone enquiries, during the delivery of our security services, and via CCTV systems we install or operate on behalf of clients. It is written in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).
1. Who is responsible for your data?
Data controller: Federal Services Bureau Ltd, 14a Mary Rose Mall, London E6 5LX.
Companies House number: 147 000 01 (example only, replace if different).
Privacy contact: info@fsb.london, +44 (0)20 3713 5893.
We have not appointed a statutory Data Protection Officer; privacy enquiries are handled by a senior manager trained in data-protection matters.
2. The data we collect
| Context | Categories of data | Source |
|---|---|---|
| Website contact form | Name, email, chosen service, free-text message | Direct from you |
| Telephone or email enquiry | Caller ID, email address, information you provide | Direct from you |
| On-site paperwork | Visitor name, organisation, vehicle registration, purpose of visit | Direct from you |
| CCTV footage | Still/moving images, date & time stamp, incident logs | Recorded automatically |
| Analytics & cookies | IP address, browser type, pages viewed, device IDs | Google Analytics, Microsoft Clarity |
We do not collect special-category data (e.g. health, biometric or religious data) through the website, nor do we deliberately collect data relating to children under 13.
3. How we collect data
- Online forms completed by visitors.
- Telephone calls, voicemail and ordinary email.
- Paper sign-in sheets or electronic visitor-management apps.
- CCTV cameras at client sites, operated by FSB London under contract.
- Cookies and similar technologies for analytics, performance and security.
Fields marked “required” on any form must be completed; failing to supply them means we cannot process your enquiry. All other fields are optional.
4. Why we use your data and our legal bases
| Purpose | Details | UK GDPR legal basis |
|---|---|---|
| Responding to initial enquiries | Email/phone follow-up, preparing proposals or quotations | Steps necessary to enter into a contract |
| Service delivery | Guarding schedules, access lists, CCTV installation, incident reporting | Performance of a contract |
| Service updates | Operational notices, maintenance windows, rota changes | Legitimate interests |
| Marketing | Occasional bulletins on new services or industry news | Consent (opt-in) |
| CCTV surveillance | Deterring and investigating unauthorised entry, vandalism, theft | Legitimate interests |
| Legal compliance | Accounting records, tax returns, SIA audit requirements | Legal obligation |
We rely on legitimate interests only where those interests are not overridden by your rights and freedoms. A balancing test is available on request.
5. Data sharing
| Recipient / category | Purpose of disclosure | Location |
|---|---|---|
| Website host – Flywheel (WP Engine) | Secure hosting, back-ups, performance monitoring | EU data centre |
| Email & productivity – Google Workspace | Business email, document storage | United Kingdom |
| Analytics – Google Analytics, Microsoft Clarity | Understanding website usage, improving performance | Global (pseudonymised) |
| Professional advisers | Accounting, insurance, legal advice | United Kingdom |
| Law-enforcement bodies | Crime prevention or investigation, lawful requests | United Kingdom |
We do not sell or lease personal data to third parties.
6. International transfers
FSB London does not routinely transfer personal data outside the United Kingdom or European Economic Area. If an exceptional transfer is required (e.g. a client engagement abroad), we will use an approved safeguard such as the UK International Data Transfer Agreement or Standard Contractual Clauses and update this notice accordingly.
7. Retention periods
| Data type | Retention period | Rationale |
|---|---|---|
| Website enquiry records | 6 months from last contact | Allows reasonable follow-up or dispute resolution |
| CCTV footage | Up to 12 months (unless the client specifies otherwise) | Industry standard for incident investigation |
| Client contracts and incident reports | 1 year after contract end | Insurance and legal defence |
| Financial records (invoices, bank statements) | 7 years | HMRC statutory requirement |
| Marketing consent logs | Until withdrawal of consent + 2 years | Proof of lawful marketing |
At the end of each period we securely delete or anonymise the data.
8. Security measures
- TLS encryption on all external web and email traffic.
- Firewalls, malware scanning and intrusion-prevention systems on servers.
- Role-based access and multi-factor authentication for staff accounts.
- Data stored on encrypted disks in ISO 27001 certified data centres.
- Confidentiality clauses in all employee and contractor contracts.
- Annual staff training in data protection, incident response and phishing awareness.
- Regular internal audits and vulnerability assessments.
9. Cookies and similar technologies
Cookies used on fsb.london fall into three groups:
- Strictly necessary cookies – keep the site secure and functional.
- Analytics cookies – provided by Google Analytics and Microsoft Clarity, measure traffic patterns.
- Preference cookies – remember your cookie choice.
Our cookie banner allows you to reject non-essential cookies. Full details appear in our standalone Cookie Policy.
10. Your data-subject rights
You have the right to:
- Access a copy of your personal data.
- Request correction of inaccurate data.
- Request erasure where data are no longer needed.
- Object to processing based on legitimate interests or direct marketing.
- Restrict processing in certain circumstances.
- Receive your data in a portable format.
To exercise any right please email info@fsb.london or use the contact form at fsb.london/contact. We may request proof of identity before acting on your request. We will respond within one calendar month.
11. Complaints
If you believe we have not handled your data properly, please contact us first so we can put things right. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.
12. Changes to this policy
We review this notice annually or whenever our processing activities change. Any updates will appear on this page. Continued use of our services after an update means you acknowledge the revised terms.
13. Contact us
For any questions about this notice or your personal data, email info@fsb.london, write to Federal Services Bureau Ltd, 14a Mary Rose Mall, London E6 5LX, or call +44 (0)20 3713 5893.