Privacy policy

 

Privacy Notice
Last updated: 15 October 2026

1. Who we are
Amida Fire Ltd ("Amida", "we", "us") installs and maintains fire alarm and nurse call and panic alarm systems. We are the controller of the personal data described in this notice.
Item    Detail
Registered address    Unit 4 Stanford Farm, Stanford, Biggleswade, Beds, SG18 9JD
Company number    10034234
Email    info@amidafire.com
Telephone    01767 667724

2. What personal data we collect
Depending on your relationship with us, we may collect:
•    Customer and site contact details: name, job title, company, address, email address and telephone number.
•    Site access information: key holder details and the arrangements needed to carry out work safely.
•    Job and service records: details of installations, maintenance visits, faults, callouts, engineer notes and photographs of equipment.
•    Communications: emails, calls, and text or image messages you send to us, including through our on-call messaging system.
•    Financial and account information: invoices, payment records and purchase order references.
We do not collect special category data, such as health information, about the people who use the buildings where we work.
3. How we use your personal data and our lawful basis
Purpose    Lawful basis
Providing quotes, carrying out installations and maintenance, and responding to callouts    Performance of a contract, or steps before entering a contract
Keeping fire safety and service records, as required by the Regulatory Reform (Fire Safety) Order 2005 and related guidance    Legal obligation
Issuing invoices, statements and payment reminders    Performance of a contract, and legal obligation for accounting records
Responding to enquiries and maintaining our business relationship    Legitimate interests
Keeping accounts and records for audit and tax purposes    Legal obligation
Promoting our services (see section 6)    Legitimate interests, and consent where required

4. Who we share your data with
We do not sell personal data. We share it only where necessary:
•    Service providers acting on our behalf, under written data processing agreements: Google (email, Gmail), Dropbox (file storage), Xero (accounting) and ServiceM8 (job management).
•    Subcontractors and suppliers, where needed to complete work at your site, limited to the information they need.
•    Professional advisers and auditors, where required.
•    Regulators and authorities, where the law requires it.
Some of our service providers store or process data outside the United Kingdom. Where this happens, we rely on the standard contractual terms those providers offer, in line with UK data protection law. We can provide details of these safeguards on request.
5. How long we keep your data
Data    Retention period
Customer and site contact details    A minimum of 6 years, plus the whole period you remain a customer
Job, service and fire safety records    A minimum of 6 years, plus the whole period you remain a customer
Invoices and accounting records    6 years from the end of the financial year
Messages and images received through our on-call system    A minimum of 12 months

When the retention period ends, we securely delete or destroy the data.
6. Photographs, social media and marketing
Photographs and social media
We sometimes photograph or film our completed work to promote our services on social media and in other marketing. We do not show identifiable people, and we blur or obscure building names, addresses and other location details before anything is published.
If you would prefer that we do not take photographs or video of your site for this purpose, please tell us at any time, either before work begins or afterwards, and we will not do so. You can contact us at info@amidafire.com or on 01767 667724.
Where we have taken photographs before you opted out, we will remove them from our channels on request.
Marketing
We send marketing messages only to existing customers about services similar to those they have bought from us, and to people who have opted in to marketing through our website. Every marketing message includes a way to opt out, and we act on opt-outs immediately.
7. How we protect your data
•    Named user accounts and multi-factor authentication on our business systems
•    Access limited to staff who need it for their role
•    Written agreements with our service providers
•    Data protection training for all staff
8. Your rights
Under UK data protection law, you have the right to:
•    access the personal data we hold about you
•    have inaccurate data corrected
•    have your data erased in certain circumstances
•    restrict or object to our processing in certain circumstances
•    withdraw consent where we rely on it
•    object to direct marketing at any time
To exercise any of these rights, contact us at info@amidafire.com. We will respond within one month and may need to verify your identity first.
9. Complaints
If you have concerns about how we handle your data, please contact us first so we can put things right. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, telephone 0303 123 1113).
10. Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed. The current version is always published on our website.