The Guardsman Group Privacy Notice

Last updated: June 4, 2024

We are the Guardsman Group (“we”, “us” or “our”). Our registered office is at 107 Old Hope Road, Kingston 6, St. Andrew, Jamaica.

This notice has been developed to ensure our customers, website users and all other individuals whose personal data is processed under our control feel confident about the privacy and security of personal data, and to meet our obligations under the relevant Data Protection Law.  Under Data Protection Law, ‘personal data’ is information that identifies you as an individual or can do so

The Guardsman Group is a “Data Processor” and a “Data Controller” which means that we are responsible for processing and controlling data on behalf of our customers. We are required – under data protection legislation – to notify you of the information contained in this privacy notice.

What Personal Data Do We Collect?

This section explains the types of personal data we collect from you both through our website and while providing our products and services.

Personal Data Collected via Our Website

When you visit our website, we automatically collect certain information to help us understand how our site is used and to improve your experience. This includes:

  • IP Address: The unique address of your device on the internet.
  • Access Time: The date and time when you access our site.
  • Cookie Identification: Unique identifiers from cookies placed on your device.
  • Device Information: Recognition data of mobile devices you use to access our site.
  • Browser and System Data: Technical details about the browser and operating system of your device.

Personal Data Collected for Providing Products and Services

The list set out below are non-exhaustive and only indicative of the data we may hold about you. to offer you our products and services. The exact categories may change from time to time, Data may be gathered in relation to both you and other people (such as contact individual for account or emergency contact). Categories of personal information collected include:

    • Identification Data
    • Birth Information
    • Contact Details
    • Payment Information
    • Emergency Contact Info
    • Communication Records
    • Location Data
    • Address
  • Audio information (e.g., a recording of a customer service call).
  • Written signatures.

We collect this information to provide and improve our services, process payments, communicate with you, and for other purposes as detailed in our Privacy Policy.

How will we use your data?

Under Data Protection laws, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it.  

We will use your personal data to provide you with services and to allow us to manage your customer account and/or manage your employment. We may use your personal data for the following purposes:  

Purpose for which it is used Our legal basis for using it
  • Service Provision: To provide a quote, including making a decision as to whether we can provide a service to you; you with cover and at what price. Scheduling and providing required services. Assessing service quality and client satisfaction. Managing and monitoring access to facilities.
  • Legal Basis:  The processing is necessary for the performance of the contract to which you are party.
  • Account Management: This involves processing personal data for the purpose of account set up, monitoring, identity verification and processing payments. 
  • Legal Basis:  The processing is necessary for the performance of the contract which you are party to or to take specific steps prior to you entering a contract. 
  • Legal Basis: The processing is necessary to comply with our legal obligations   
  • Customer Support. To respond to queries and manage and investigate any complaints we are required to process your personal data. If you contact our team or if we contact you, we will use personal data such as account information and contact history. We may monitor and record such communications, email and other electronic communication to help investigate any complaints and for training purposes.  
  • Legal Basis:  The processing is necessary for the performance of the contract to which you are party to or to take specific steps prior to you entering a contract. 
  • Legal Basis: The processing is necessary to comply with our legal obligations 
  • Legal Basis: The processing is necessary for our legitimate interests to ensure the accuracy of instructions and investigate any complaints or queries regarding our service.  
  • Marketing and Promotional Activities: To inform clients about new services, offers, or updates. Conducting market research and client surveys.
  • Legal Basis:   Consent (where applicable) has been given.
  • Health and Safety Compliance: Ensuring the safety of employees and clients on-site. Complying with health and safety regulations.
  • Legal Basis: The processing is necessary for a legal Obligation & Vital Interests. 
  • Debt Management. To allow us to appropriately manage any debt issues if they were to occur.  
  • Legal Basis:  The processing is necessary for the performance of the contract which you are party to or to take specific steps prior to you entering into a contract. 
  • Legal Basis: The processing is necessary for our legitimate interests to manage a debt issue  
  • Regulatory & Licence: To meet our regulatory and licence requirements it is required to process personal data and provide information to the Regulatory Authorities and government departments 

 
  • Legal Basis: The processing is necessary to comply with our legal obligations 
  • Recruitment: If you submit a job application we will use your personal data for recruitment-related purposes only, which may include contacting you via email, telephone, or post.  
  • Legal Basis: The processing is necessary for our legitimate interests to recruit employees. 

We do not use automated decision making or automated profiling in the processing of your personal data

Sharing your Information

We will not share your personal data with others, unless:

  • We are under a duty to disclose or share your personal details to comply with any legal obligation or to enforce or apply our rules.
  • Our business enters a joint venture with – or is sold to or merged with – another business. We may then share your personal details with our new business partners or owners.
  • It is necessary as part of our contract with you.

Whenever we disclose your personal data to third parties, we will only disclose that amount of your personal data necessary to meet such business need or legal requirement. Third parties that receive your personal data from us must satisfy us as to the measures taken to protect the personal data such parties receive, in accordance with Data Protection Law and as stated in this Declaration. Appropriate measures will be taken to ensure that all such disclosures or transfers of your personal data to third parties will be completed in a secure manner and pursuant to contractual safeguards.

Where do we store your personal data?

  • Our secure on-site server, located in our offices 
  • Secure cloud-based servers that we use to access our cloud based third party systems. Information held on our cloud-based servers is encrypted, can only be accessed by authorised users (using MFA) and is tracked and monitored for suspicious logins and activity.

How long do we retain personal data sent to us by you?

We only keep your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data – and whether we can achieve those purposes through other means – and the applicable legal requirements.

How secure is your data?

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Transfer of data outside of Jamaica  

Your personal data is processed within Jamaica, or in a third country pursuant to contractual clauses, and in accordance with Data Protection Law. We continue to monitor all developments regarding the legal bases for the international transfer of personal data and shall update its processes as necessary

What are your data protection rights?

We recognize that the personal data that we process belong to you and we are continually making efforts to ensure that you have control over your personal data. Based on the existing legislation governing the processing of personal data, you have the right to submit various requests regarding the personal data that we process

Based on the law, you have the following rights in relation to your personal data:

  • Right to access: You have the right to be informed, as well as the right to receive a copy of the data that we hold about you. A copy of the data is usually provided free of charge. We can provide you with a copy of your data in print or electronic form.
  • Right to rectification: We take reasonable measures to ensure that the information that we hold about you is accurate. Nevertheless, if you believe that certain information about you is incorrect or it is not up to date, you have the right to ask us to correct the inaccurate information about you as well as the right to complete same.
  • Right to restriction: You have the right to request the restriction of the processing of your data in certain cases, including where the accuracy of the personal data is contested for a period enabling us to verify the accuracy of the personal data or where the data is no longer necessary to be held by us or our subsidiaries but you wish for the data to be retained for the purposes of a legal claim or where you exercise your right of restriction pending your request.
  • Right to object: You have the right at any time to object to the processing of your personal data. For instance, you have the right to object to processing for direct marketing purposes where such processing is based on our legitimate interests. If you make an application for the exercise of your right to object, processing will cease unless we are able to show a superior legitimate interest or if such data is required in order to support legal claims. If you object to the processing of your personal data for direct marketing, we will stop processing your data for this purpose within a reasonable time after receiving your objection and we will stop contacting you for the purpose of marketing our products.
  • Right to withdraw consent: You have the right to recall or withdraw the consent you have given to us for the processing of your data. Nevertheless, please note that the withdrawal of consent does not affect the lawfulness of processing that used to be based on consent prior to its withdrawal. In some cases, the withdrawal of your consent to the processing of your data may mean that we will not be in a position to serve you in view of the fact that the processing of certain data is inextricably linked to the provision of the service that we offer to you.

Right to file a complaint: You have the right to file a complaint with the relevant Authority within your relevant jurisdiction if you have a complaint about the processing of your personal data that is carried out by us

Cookies?

The use of cookies on our website is regulated in our Cookie Policy, where you will find information about the use of cookies and may choose to accept cookies and change which categories of cookies you accept.

Changes to our privacy policy

We keep our privacy policy, website user policy and cookie policy under regular review and any updates will be posted on our website.

If you have any questions about this privacy notice or how we process your personal information, please contact us at [email protected].