Colian Security
Last updated: 15 October 2026
Colian Security respects your privacy and is committed to protecting your personal information.
This Privacy Notice explains how we collect, use, store, share and protect personal information when you visit our website, contact us, request information about our services, make an enquiry or otherwise interact with our business.
We are committed to handling personal information fairly, lawfully and transparently in accordance with applicable United Kingdom data protection legislation.
Please read this notice carefully to understand how we handle your information and the rights available to you.
Colian Security is a trading name of Janasa Limited.
Legal entity: Janasa Limited
Trading name: Colian Security
Company registration number: 06895998
Email: admin@coliansecurity.co.uk
Website: https://coliansecurity.co.uk/
For the purposes of applicable data protection legislation, Janasa Limited is the data controller where it determines the purposes and means of processing your personal information.
Data protection contact: admin@coliansecurity.co.uk
Where we process personal information solely on behalf of another organisation, our responsibilities may differ. In those circumstances, the relevant organisation may be the data controller.
Depending on how you interact with us, we may collect the following categories of personal information.
Identity and contact information
Your name, job title, organisation, telephone number, email address and other contact details you choose to provide.
Enquiry and correspondence information
Information included in contact forms, emails, telephone conversations, requests for quotations and correspondence relating to our services.
Business and service information
Information about a proposed event, premises, venue, security requirements, service arrangements and relevant business contacts.
Technical and website information
Your internet protocol address, browser type, device information, website usage information, technical logs and cookie preferences, where collected through our website and associated technologies.
Recruitment and personnel information
Where applicable, information provided in connection with employment, personnel registration or applications to provide security services. This may include professional qualifications, licences, employment history, eligibility to work and information necessary to assess suitability.
Additional privacy information may be provided where we undertake more detailed recruitment, screening or personnel administration.
Other information
Any other personal information you voluntarily provide to us or that we lawfully obtain in connection with a legitimate business purpose.
We ask that you do not submit sensitive personal information through our general website contact form unless it is necessary and we have specifically requested it.
We may collect information:
Directly from you when you complete a website form, contact us or communicate with our business.
When you request a quotation, consultation or security service.
Through correspondence with clients, prospective clients, suppliers and professional contacts.
Through website technologies, server logs and cookies, where applicable.
From organisations that lawfully provide information relevant to a proposed or existing business relationship.
Through recruitment and personnel application processes, where applicable.
Where we receive personal information from another source, we will provide appropriate privacy information in accordance with applicable legal requirements, unless an exemption applies.
We only use personal information where we have a valid lawful basis.
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and requests for quotations | Legitimate interests or steps taken before entering into a contract |
| Preparing and delivering contracted security services | Performance of a contract, where the individual is a contracting party, or legitimate interests |
| Managing client, supplier and professional relationships | Legitimate interests or performance of a contract |
| Maintaining business records, financial administration and compliance | Legal obligation, contract or legitimate interests, depending on the activity |
| Protecting our website, systems and business against misuse or security threats | Legitimate interests and, where applicable, legal obligation |
| Handling complaints, disputes and legal claims | Legitimate interests or legal obligation |
| Recruitment and personnel assessment | Steps before entering into a contract, legitimate interests or legal obligation, as applicable |
| Sending marketing communications | Consent or legitimate interests, where permitted by applicable direct marketing rules |
| Operating optional website cookies and similar technologies | Consent or an applicable statutory exception, as appropriate |
Our legitimate interests may include responding to business enquiries, operating and improving our services, maintaining effective client relationships, preventing fraud, protecting our systems and managing our commercial activities.
Where we rely on legitimate interests, we consider the necessity of the processing and its impact on individuals.
We will not rely on consent where another lawful basis is more appropriate.
Before publication: The lawful bases in this section must be checked against the actual processing activities undertaken by Colian Security.
Certain activities, particularly recruitment, personnel screening and security related services, may involve information requiring additional legal protection.
Where we process special category personal information, such as health information, we will identify an appropriate lawful basis under Article 6 of the UK GDPR and a separate condition under Article 9.
Where we process criminal offence information, we will ensure that an appropriate legal condition and any required safeguards apply.
We will only collect such information where it is necessary, proportionate and legally justified.
Where appropriate, additional privacy information will be provided to the individuals concerned.
We may share personal information where reasonably necessary and lawful with:
Authorised employees, personnel and contractors who require access to perform their duties.
Website hosting, information technology, email and technical support providers.
Professional advisers, including accountants, solicitors and insurers.
Payment and financial service providers, where relevant.
Clients, venues, suppliers and other parties where information sharing is necessary for an agreed service.
Regulatory bodies, law enforcement agencies, courts and public authorities where disclosure is legally required or otherwise lawful.
Other service providers acting on our documented instructions or under their own lawful responsibilities.
We do not sell personal information.
Where third parties process information on our behalf, we take appropriate steps to ensure suitable contractual, confidentiality and security arrangements are in place.
Our website and business systems may use external technology and service providers.
Where personal information is transferred outside the United Kingdom, we will ensure that the transfer is permitted under applicable data protection legislation.
Depending on the circumstances, this may involve an applicable adequacy regulation, recognised contractual safeguards or another lawful transfer mechanism.
Where required, we will assess the protections available for the information being transferred.
You may contact us for further information about relevant international transfers and applicable safeguards.
International transfer details: [CONFIRM WHETHER PERSONAL INFORMATION IS TRANSFERRED OR ACCESSIBLE OUTSIDE THE UK, IDENTIFY RELEVANT COUNTRIES AND SAFEGUARDS]
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including any applicable legal, accounting, regulatory or contractual requirements.
Our retention periods depend on the type of information and the reason it is held.
The following periods must be confirmed before this notice is published.
| Information | Retention period |
|---|---|
| General website enquiries | 2 Years |
| Quotations and prospective client enquiries | 2 Years |
| Client contracts and service records | 7 Years |
| Financial and accounting records | 7 Years |
| Recruitment applications | 7 Years |
| Personnel screening and compliance records | 7 Years |
| Website server and security logs | 2 Years |
| Marketing preferences and suppression records | 2 Years |
When deciding retention periods, we consider the purpose of processing, legal obligations, potential disputes, the sensitivity of the information and whether continued retention remains necessary.
At the end of the applicable retention period, information will be securely deleted, anonymised or otherwise handled in accordance with applicable law.
We take appropriate technical and organisational measures to protect personal information against unauthorised access, unlawful processing, accidental loss, destruction and damage.
These measures may include access controls, secure systems, staff confidentiality obligations, software maintenance, appropriate authentication, restricted access to sensitive information and arrangements for managing information security incidents.
We review our security arrangements in light of the information we process and the risks involved.
Although we take reasonable precautions, no method of internet transmission or electronic storage can be guaranteed to be completely secure.
Our website may use cookies and similar technologies to support essential website functions, maintain security, remember preferences and, where enabled, understand how visitors use the website.
Some technologies are necessary for the operation of the website. Others may require your consent before they are used.
Where consent is required, we will provide appropriate information and a means of giving or refusing consent before the relevant technology is activated.
Where an applicable legal exception permits a technology to operate without consent, we will comply with any associated requirements, including providing a simple means of objecting where required.
You can manage relevant preferences using [INSERT COOKIE SETTINGS LINK OR DESCRIPTION OF COOKIE CONTROL].
Website technologies to confirm:
Essential WordPress and Elementor cookies.
Any website analytics services.
Any embedded videos, maps or social media content.
Any advertising or tracking technologies.
Any third party contact forms or integrations.
A separate Cookie Notice or cookie information table may be provided to explain the specific technologies used, their purposes, providers and durations.
Important: This section must be completed following an audit of the cookies and similar technologies actually used on the website.
We may contact individuals about our services where we have a lawful basis to do so and where the communication is permitted under applicable electronic marketing rules.
Where consent is required, we will obtain it before sending the relevant communications.
You may ask us to stop sending marketing communications at any time by contacting admin@coliansecurity.co.uk or by using an unsubscribe facility where one is provided.
We may retain limited information necessary to respect your marketing preferences and prevent unwanted future contact.
Depending on the circumstances and the applicable lawful basis, you may have the following rights:
Right to be informed
To receive clear information about how your personal information is collected and used.
Right of access
To request confirmation of whether we hold your personal information and to obtain a copy, subject to applicable legal provisions.
Right to rectification
To request correction of inaccurate personal information or completion of incomplete information.
Right to erasure
To request deletion of your personal information in circumstances where the law provides this right.
Right to restrict processing
To request that we limit the use of your personal information in certain circumstances.
Right to data portability
To receive certain personal information in a structured, commonly used and machine readable format, and to request its transfer where applicable.
Right to object
You have the right to object to processing based on legitimate interests in certain circumstances.
You have the right to object at any time to the processing of your personal information for direct marketing purposes.
Rights relating to automated decision making
You may have rights in relation to certain decisions made solely through automated processing that produce legal or similarly significant effects.
Right to withdraw consent
Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal will not affect processing already carried out lawfully before consent was withdrawn.
These rights are not absolute and may be subject to exemptions or restrictions under applicable legislation.
To exercise a right, please contact admin@coliansecurity.co.uk.
We may need to verify your identity before responding. We will respond within the time limits required by law and explain where an extension or exemption applies.
Where applicable, we will explain the nature of the processing, the information used, the significance of the decision and the rights and safeguards available.
This section must reflect the actual systems and decision making processes used by the business.
Certain personal information may be necessary for us to respond to your enquiry, prepare a quotation, enter into a contract or provide an agreed service.
Other information may be required to comply with applicable legal or regulatory obligations.
Where information is necessary, we will explain the requirement where appropriate.
If required information is not provided, we may be unable to respond fully to an enquiry, assess an application, enter into an agreement or deliver a particular service.
Providing information through a general website enquiry form is otherwise voluntary.
Our website may contain links to websites and online services operated by other organisations.
We are not responsible for the privacy practices or content of third party websites.
We recommend that you review the privacy information provided by those organisations before submitting personal information.
Our website and services are primarily intended for adults and organisations seeking professional security services.
We do not intentionally use the website to collect personal information directly from children.
Where information relating to children is necessarily processed in connection with our services, we will apply appropriate legal safeguards and provide relevant privacy information where required.
If you have a concern about how we have handled your personal information, please contact us in the first instance.
Email: admin@coliansecurity.co.uk
We have a process for handling complaints about personal information. We will acknowledge receipt of a data protection complaint within 30 days, make appropriate enquiries without undue delay, keep you informed of progress and communicate the outcome of our investigation. We will explain our decision and any action taken, where appropriate.
You also have the right to complain to the Information Commissioner’s Office, the United Kingdom’s independent data protection regulator.
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
You may contact the Information Commissioner’s Office if you remain dissatisfied with our handling of your personal information or believe your data protection rights have been infringed.
We may update this Privacy Notice from time to time to reflect changes in legislation, regulatory guidance, our services or how we process personal information.
The latest version will be published on our website with an updated revision date.
Where a change materially affects how we use personal information, we will take appropriate steps to inform affected individuals.
For questions about this Privacy Notice, the handling of your personal information or the exercise of your data protection rights, please contact:
Email: admin@coliansecurity.co.uk
Privacy Notice effective date: 15 October 2026
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