Privacy Policy
Last updated: 20 October 2026
Simple Safety Advice is committed to protecting your privacy and handling personal information responsibly.
This Privacy Policy explains how we collect, use, share and protect personal information when you visit our website, contact us or use our health and safety consultancy, training and related services.
1. Who We Are
In this policy, “Simple Safety Advice”, “we”, “us” and “our” refer to:
Legal entity: [Insert confirmed legal company name]
Business address: No. 8 Scandia-Hus Business Park, Felcourt Road, East Grinstead, West Sussex, RH19 2LP
Email: office@simplesafetyadvice.co.uk
Telephone: 01342 836 314
Website: www.simplesafetyadvice.co.uk
We act as the data controller where we decide why and how your personal information is used.
Where we process information on behalf of a client and under their instructions, we may act as a data processor. Our role depends on the service and the processing involved.
2. Information We Collect
The information we collect depends on your relationship with us and the services we provide. It may include:
Your name, job title, company and contact details.
Enquiries, correspondence and meeting records.
Contract, billing and payment information.
Training attendance, assessment results and certificate records.
Information within risk assessments, method statements, audits and inspection reports.
Site photographs, observations and records of workplace activities.
Information relating to accidents, incidents and investigations.
Information about employees, subcontractors, visitors and other people relevant to our work.
IP addresses, browser details, device information and website activity.
Cookie preferences and marketing preferences.
Some information provided during our work may include health information or other sensitive personal information. We only process this where necessary and where an appropriate legal basis and any additional conditions apply.
Please avoid providing personal information that is not needed for your enquiry or the service being delivered.
3. How We Collect Information
We may collect information directly from you through:
Website forms.
Emails, telephone calls and meetings.
Quotations, contracts and onboarding.
Training bookings and attendance.
Site visits, inspections, audits and consultancy work.
We may also receive information from your employer, our clients, contractors, professional advisers or other organisations involved in a project.
Where relevant, we may obtain business contact information from publicly available sources, such as company websites and professional directories.
4. How We Use Your Information
We use personal information to:
Respond to enquiries and discuss your requirements.
Prepare quotations, proposals and contracts.
Deliver health and safety advice and consultancy.
Carry out audits, inspections and workplace assessments.
Support construction projects, including Principal Designer and CDM services.
Prepare and review safety documentation.
Arrange training, record attendance and issue certificates.
Support accident and incident investigations.
Manage client relationships, payments and administration.
Maintain appropriate professional records.
Protect our business, systems and legal rights.
Send relevant updates and marketing where permitted.
Where information is needed to enter into a contract or deliver a service, we will explain this when relevant. If necessary information is not provided, we may be unable to proceed with some or all of the requested work.
5. Our Lawful Bases
We rely on the following lawful bases, depending on the circumstances:
Contract: Where processing is necessary to enter into or perform a contract with you.
Legitimate interests: Where processing is necessary to respond to enquiries, provide services to business clients, manage professional relationships, maintain records, protect our systems or establish and defend legal claims. We consider your rights and interests before relying on this basis.
Legal obligation: Where processing is necessary to meet a legal requirement that applies to us.
Consent: Where you have agreed to a particular use of your information and consent is the appropriate basis.
Where we process health information or other special category data, we also require an applicable additional condition under data protection law. The condition depends on the circumstances and may include explicit consent, employment-related legal obligations or the establishment, exercise or defence of legal claims.
Where necessary, we provide additional privacy information for a particular service or activity.
6. Information We Handle for Clients
Our clients may provide personal information about their employees, subcontractors or other individuals so that we can deliver agreed services.
Where we act as a data processor, we use this information under the client’s documented instructions and our contractual obligations.
If your information has been provided to us by your employer or another organisation, you can contact that organisation for details of its processing. You may also contact us, and we will explain our role and help direct your request appropriately.
7. Marketing Communications
We may send information about our services, training, events and relevant health and safety developments where permitted by applicable marketing rules.
Depending on the circumstances, we rely on consent or legitimate interests.
You can object to direct marketing at any time by using the unsubscribe option in a message or emailing office@simplesafetyadvice.co.uk.
We may keep a limited record of your objection so that we can respect your preferences. We do not sell personal information.
8. Cookies and Website Analytics
Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website use and measure marketing performance.
Where consent is required, optional technologies will only operate after you have agreed to them.
Further details, including how to manage your choices, are available in our Cookie Policy and website cookie settings.
9. Who We Share Information With
Where necessary for the purposes described in this policy, we may share information with:
Authorised staff, consultants and trainers involved in delivering our services.
Clients and authorised project representatives receiving agreed reports or records.
Training or certification organisations where relevant to a course.
Providers of hosting, IT, email, storage, accounting and business administration services.
Professional advisers, including accountants, insurers and legal advisers.
Regulators, enforcement bodies or other authorities where disclosure is required or lawful.
We limit sharing to what is necessary. Where suppliers process personal information on our behalf, we require appropriate contractual, confidentiality and security arrangements.
10. International Transfers
Some service providers may process personal information outside the United Kingdom.
Where a transfer is restricted under UK data protection law, we use an appropriate transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, together with any additional measures required.
You can contact us for further information about safeguards relevant to your information.
11. How Long We Keep Information
We retain personal information for as long as necessary for the purpose for which it was collected.
We determine retention periods by considering:
The nature and duration of our relationship with you.
The service or project involved.
Relevant legal, accounting and regulatory requirements.
Professional, insurance and contractual requirements.
Whether information may be needed for a complaint, investigation or legal claim.
The sensitivity of the information and risks associated with retaining it.
Safety, construction and incident records may require different retention periods from routine enquiries or marketing records.
Where we act as a data processor, retention is governed by our agreement with the client and their lawful instructions.
When information is no longer required, we securely delete it or anonymise it.
12. How We Protect Your Information
We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access is restricted to people who need the information for their work and who are subject to appropriate confidentiality obligations.
We assess suspected personal data breaches and notify affected individuals and the relevant regulator where legally required.
13. Your Rights
Depending on the circumstances, you may have the right to:
Access your personal information.
Correct inaccurate or incomplete information.
Request deletion.
Restrict processing.
Object to processing.
Receive or transfer information in a portable format.
Withdraw consent where we rely on it.
You have the right to object to the use of your personal information for direct marketing at any time.
Withdrawing consent does not affect processing carried out lawfully before withdrawal.
Some rights depend on the purpose and lawful basis of the processing. To make a request, email office@simplesafetyadvice.co.uk.
We may need to verify your identity. We normally respond within one month, subject to any extensions or exceptions permitted by law.
14. Other Websites and Digital Services
Our website may link to external websites or services, including QR Safety tools.
Please review the privacy information provided for the relevant service, as its processing may differ from the consultancy activities covered by this policy.
15. Complaints
If you have concerns about how we handle your personal information, please contact:
Email: office@simplesafetyadvice.co.uk
Telephone: 01342 836 314
Address: No. 8 Scandia-Hus Business Park, Felcourt Road, East Grinstead, West Sussex, RH19 2LP
You also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator, at www.ico.org.uk. You do not need to contact us before doing so.
16. Changes to This Policy
We may update this policy to reflect changes to our services, processing activities or legal requirements.
The latest version will appear on this page with its updated date.