Privacy Policy
Ultima FM Ltd is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect personal data when you interact with our website or services.
1. Who We Are
Ultima FM Ltd is a UK-based security-led facilities services provider.
For the purposes of data protection legislation, Ultima FM Ltd is the data controller responsible for your personal data.
2. What Information We Collect
We may collect and process the following information:
- Contact details such as name, email address, telephone number, and company details
- Information submitted through our website contact form
- Information provided when registering interest in employment or future opportunities
- Technical information such as IP address, browser type, and usage data
3. How We Use Your Information
We use personal data for the following purposes:
- To respond to enquiries relating to our services
- To assess and manage service enquiries and business relationships
- To review recruitment or registration-of-interest submissions
- To meet legal, regulatory, and contractual obligations
- To improve our website and services
4. Recruitment Data
Where individuals register their interest in working with us, personal data may be collected via third-party systems, including Microsoft Forms.
Recruitment-related data is reviewed only for suitability and is retained securely in line with our data protection obligations.
5. Lawful Basis for Processing
We process personal data under one or more of the following lawful bases:
- Legitimate interests
- Performance of a contract or steps taken prior to entering a contract
- Legal or regulatory obligations
- Consent, where applicable
6. Data Sharing
We do not sell personal data to third parties.
Personal data may be shared with trusted service providers or professional advisers where necessary for operational, legal, or compliance purposes, and only where appropriate safeguards are in place.
7. Data Retention
Personal data is retained only for as long as necessary for the purposes for which it was collected, or to meet legal and regulatory requirements.
8. Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse.
9. Your Rights
Under UK data protection legislation, you have rights including:
- The right to access your personal data
- The right to request correction or deletion
- The right to restrict or object to processing
- The right to lodge a complaint with the Information Commissioner’s Office (ICO)
10. Cookies
Our website may use cookies to improve functionality and user experience. You can manage or disable cookies through your browser settings.
11. Contact
If you have any questions about this Privacy Policy or how your data is handled, please contact us via the details provided on our website.
12. Updates to This Policy
This Privacy Policy may be updated from time to time. Any changes will be published on this page.
