Privacy policy

Smart Route Systems Ltd (company no. 16535037) is the data controller for personal data collected through this website. Registered office: Suite 102d2, 34–44 London Road, Morden, SM4 5BT. Contact: info@smartroutesystems.co.uk.

What we collect

• Quote and enquiry forms: name, company, phone, email, site postcode, service needed, dates, number of officers, hours of cover and your message.
• Job applications: name, contact details, town and postcode, role, experience, SIA licence type, number and expiry date, right-to-work answer and share code (if given), availability, driving licence, transport, first aid and NASDU answers, and the documents you upload (CV, SIA badge, right-to-work document and certificates).
• Shift forms (officers on duty): name, site, SIA licence number, book-on and book-off times, the location of the phone when the form is sent (if the officer allows it), photos taken on site, site reports and checklists, and the officer's signature.
• Officer onboarding (only for officers offered work): name, date of birth, contact details, home address, National Insurance number, emergency contact, nationality and right-to-work details, SIA licence details, training and certificates, K9 dog details, work preferences, photo and the documents you upload (SIA badge, right-to-work document and certificates).
• Documents attached to quote or security company enquiries, such as site plans, rotas or assignment instructions.

Why we use it

To reply to enquiries and prepare quotes (legitimate interests and steps before a contract), and to assess job applications, including checking SIA licences on the public SIA register (legitimate interests and steps before a contract). To onboard and deploy officers, including the right-to-work checks the law requires (contract and legal obligation). To record shift times and hours worked, keep officers safe while on duty and give clients reports of their sites (contract and legitimate interests).

How long we keep it

Enquiries: up to 2 years after our last contact. Unsuccessful applications: up to 12 months. If you work with us, your data is kept for as long as the law requires.

Who we share it with

Our website host and form provider, Netlify, which stores form submissions for us. Netlify may store data in the USA, under the safeguards that UK data protection law requires. We do not sell your data. When an officer is deployed to a site, we share their name, photo, SIA licence details and confirmation that we have checked their right to work with the client or partner security company for that site. If a client or partner needs more for screening or site access, such as copies of documents, we share only what they need, securely, and we tell the officer. We never share officers' bank details with clients.

Your rights

You can ask to see, correct or delete your data, or object to how we use it, by emailing info@smartroutesystems.co.uk. You can also complain to the Information Commissioner's Office (ico.org.uk).

Last updated: October 2026