KNE Fire Protection Limited
 

KNE Fire Protection Ltd (“we”, “us”, “our”) is committed to protecting personal data provided in connection with our fire protection maintenance services. This Privacy Notice explains how we collect, use, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

⸻
 

1. Data Controller

Company Name: KNE Fire Protection Limited

Our Data Protection Officer and data protection representatives can be contacted directly at:

Contact Email: admin@knefireprotection.co.uk

Telephone:07399925317

Registered Address: 126, Upper Wickham Lane, Welling, Kent, DA16 3DP
 

⸻

2. Personal Data We Process

In relation to maintenance contracts, we may process the following personal data:

• Names and contact details of clients, occupiers, Responsible Persons, or site contacts

• Property and site addresses

• System locations and identifiers (e.g. panel locations, zone references)

• Maintenance records, test results, defect reports, and service history

• Log book entries and compliance-related documentation

• Billing and payment information

• Communications relating to maintenance visits and findings

We do not intentionally process special category (sensitive) personal data.

⸻

3. How Personal Data Is Collected

Personal data is collected when:

• A maintenance agreement is entered 

• Maintenance visits are carried out

• Information is provided by the Client or site representatives

• We communicate regarding access, findings, or reporting

• Records are created to meet legal or contractual obligations

⸻

4. Purpose of Processing

Personal data is processed strictly for purposes related to maintenance services, including:

• Delivering contracted inspection, testing, and servicing

• Maintaining accurate service and audit records

• Producing maintenance reports and recommendations

• Managing access, scheduling, invoicing, and payments

• Meeting legal, regulatory, and insurance requirements

• Defending or pursuing legal claims where necessary

We do not use maintenance data for unrelated purposes.

⸻

5. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Contractual necessity – to perform maintenance services under a maintenance agreement

• Legal obligation – to comply with fire safety, health & safety, and financial regulations

• Legitimate interests – to manage our business, maintain service records, and demonstrate due diligence

Where consent is required (e.g. optional communications), this will be obtained separately.

⸻

6. Data Sharing

Personal data may be shared only where necessary with:

• Employees and vetted subcontractors carrying out maintenance services

• Professional advisers (insurers, accountants, solicitors)

• Regulatory or enforcement authorities where legally required

All third parties are required to process personal data securely and lawfully.

⸻

7. Data Retention

Data related to maintenance contracts is retained as follows:

• Maintenance and service records: up to 6 years

• Financial records: in line with HMRC requirements

• Compliance documentation: as required by insurers or legislation

Data is securely deleted once retention periods expire.

⸻

8. Data Security

We implement appropriate technical and organisational measures to safeguard personal data. Access is limited to authorised personnel and data is protected against unauthorised access, loss, or misuse.

⸻

9. Your Rights

You have the right to:

• Access your personal data

• Request correction of inaccurate information

• Request erasure (where legally applicable)

• Restrict or object to processing

• Request data portability

• Withdraw consent where processing relies on consent

Requests should be submitted using the contact details above.

⸻

10. Complaints

If you believe your data has been handled improperly, you may complain to KNE Fire Protection Limited or Information Commissioner’s Office (ICO).

Website:www.knefireprotection.co.uk

Email:admin@knefireprotection.co.uk

Telephone:07399925317

Website: www.ico.org.uk

Telephone: 0303 123 1113

⸻

11. Updates to This Notice

This Privacy Notice may be updated to reflect changes in legislation or business practices. The most current version will apply to all maintenance contracts.