Privacy policy

Shield & Protect is part of Servable Ltd. This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, contact us, make an enquiry, discuss our services or work with us as a customer, supplier, partner or professional contact.

1. Who we are

Shield & Protect provides technology-led services for housing associations, supported housing providers, local authorities, care and support organisations, landlords, property managers and other organisations responsible for safe, compliant and well-managed environments.

Shield & Protect
Part of Servable Ltd
Vulcan House
Foundry Street
Brighouse, West Yorkshire
HD6 1LT
United Kingdom

Email: hello@shieldandprotect.org
Telephone: +44 0113 519 3883

2. Scope of this policy

This policy applies to personal information collected through this website and through normal business contact with Shield & Protect or Servable Ltd.

It does not cover personal information processed under a separate customer contract, data processing agreement, project agreement or managed service agreement. Where we process personal data on behalf of a customer as part of a contracted service, the customer will usually be the data controller and Servable Ltd may act as a processor. The relevant contract will explain those responsibilities.

3. Personal information we may collect

Depending on how you interact with us, we may collect:

• your name;
• job title and organisation;
• work email address and telephone number;
• postal address or site address where relevant to an enquiry;
• details you provide in enquiry forms, emails, calls or meetings;
• information about your organisation’s property portfolio, service requirements, operational challenges, safeguarding priorities or technology needs;
• records of communications, proposals, quotes, meetings and follow-up actions;
• technical information such as IP address, browser type, device type, pages visited and approximate location derived from website analytics or server logs;
• marketing preferences and consent records where relevant;
• supplier, partner or contractor contact details where we work with third parties.

We do not intentionally collect special category personal data through this website. Please do not submit health information, resident case records, safeguarding reports, criminal offence data or other highly sensitive information through general website forms.

4. How we collect personal information

We may collect personal information when you:

• complete a website enquiry form;
• email or telephone us;
• request a consultation, proposal or service information;
• attend a meeting, webinar or business discussion with us;
• interact with us through LinkedIn or other professional channels;
• become a customer, supplier, partner or referrer;
• visit our website, where basic technical and analytics data may be collected;
• provide information during discovery, onboarding, implementation or support discussions.

5. Why we use personal information

We use personal information for the following purposes:

• to respond to enquiries;
• to understand your organisation’s needs and assess whether our services may be suitable;
• to arrange calls, meetings, demonstrations, site reviews or consultations;
• to prepare proposals, quotes, statements of work and service documentation;
• to deliver agreed services and manage customer relationships;
• to provide support, account management and service communications;
• to manage suppliers, subcontractors and professional partners;
• to keep appropriate business, accounting and compliance records;
• to improve our website, services, content and customer experience;
• to send relevant business updates where lawful and appropriate;
• to protect our website, systems, data and business from misuse, fraud or security threats;
• to comply with legal, regulatory, tax, accounting and contractual obligations.

6. Lawful bases for processing

UK data protection law requires us to have a lawful basis for using personal information. Depending on the situation, we may rely on:

• Contract: where we need to use personal information to take steps before entering into a contract or to perform a contract with you or your organisation.
• Legitimate interests: where we use business contact information to respond to enquiries, manage customer relationships, promote relevant B2B services, improve our website, protect our systems and operate our business, provided those interests are not overridden by your rights and freedoms.
• Consent: where you have actively agreed to something, such as receiving certain marketing communications or accepting non-essential cookies.
• Legal obligation: where we must use or retain information to comply with the law, such as tax, accounting, regulatory or legal record-keeping obligations.

7. Marketing and service updates

We may send relevant business-to-business communications about Shield & Protect services, property technology, managed connectivity, environmental monitoring, safeguarding-focused solutions, compliance visibility and related services where we are legally allowed to do so.

You can ask us to stop sending marketing communications at any time by contacting us using the details on this page or by using any unsubscribe option included in the communication.

Service messages relating to an existing enquiry, contract, support matter, proposal, implementation or account relationship are not marketing and may still be sent where necessary.

8. Safeguarding, residents and sensitive information

Shield & Protect works in environments where safeguarding, resident welfare, compliance and risk management matter. However, this website is not intended to collect resident case information, emergency incident reports or urgent safeguarding concerns.

If you are a customer and a service requires the processing of resident, tenant, staff or vulnerable person information, this will be handled under the relevant customer agreement, data processing terms and agreed operational procedures.

Urgent safeguarding concerns, emergency repairs, immediate risks to life or safety, criminal matters or resident welfare incidents should be reported through your organisation’s approved safeguarding, emergency or incident reporting route. Website forms are not monitored as an emergency channel.

9. Cookies, analytics and technical data

Our website may use cookies, server logs and similar technologies to make the site work, understand how visitors use it, improve performance and protect the site from misuse.

Essential cookies may be used because they are necessary for the website to function. Non-essential cookies, such as analytics or marketing cookies, should only be used where appropriate consent has been obtained.

More information is available in our Cookie Policy.

10. Who we may share personal information with

We may share personal information where necessary with:

• employees, contractors and authorised representatives of Shield & Protect or Servable Ltd;
• trusted technology suppliers, hosting providers, email providers, CRM systems, analytics providers and support platforms;
• professional advisers, including accountants, insurers, consultants and legal advisers;
• subcontractors, installation partners or specialist providers involved in delivering services;
• payment, billing and accounting service providers where relevant;
• regulators, public authorities, law enforcement or courts where required by law;
• prospective buyers, investors or advisers if our business or assets are restructured, sold or transferred.

We do not sell personal information.

11. International transfers

Some suppliers we use may process personal information outside the United Kingdom. Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place, such as UK-approved contractual protections or other lawful transfer mechanisms.

12. How long we keep personal information

We keep personal information only for as long as necessary for the purpose it was collected and for legitimate business, legal, accounting, tax, insurance or compliance reasons.

As a general guide:

• website enquiry records may be kept for up to 24 months after the last meaningful contact, unless they become part of a customer or supplier relationship;
• customer, supplier, proposal, contract and account records may be kept for up to 7 years after the relationship ends, unless a longer period is required for legal, insurance, dispute or compliance reasons;
• marketing preference records may be kept for as long as needed to respect your communication choices;
• server logs and security records are usually kept for shorter operational periods unless needed to investigate misuse, security incidents or legal claims.

These periods may vary depending on the nature of the relationship, contractual requirements, legal duties and operational need.

13. How we protect personal information

We use appropriate technical and organisational measures to protect personal information. These may include access controls, secure hosting, encryption where appropriate, user permissions, system monitoring, backups, supplier checks, staff awareness and secure administrative processes.

No website, email system or online service can be guaranteed to be completely secure. Please avoid sending highly sensitive information through general website forms or standard email unless we have agreed a suitable secure method.

14. Your data protection rights

Depending on the circumstances and lawful basis, you may have the right to:

• ask for a copy of your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your personal information;
• ask us to restrict how we use your personal information;
• object to certain processing, including some direct marketing and some processing based on legitimate interests;
• ask for information to be transferred to another organisation or to you, where data portability applies;
• withdraw consent at any time, where we rely on consent.

These rights are not absolute and may not apply in every situation. If you make a request, we may need to confirm your identity and clarify what you are asking for.

15. Right to object to marketing

You have the right to object to direct marketing at any time. If you ask us to stop sending marketing communications, we will do so.

16. How to make a data protection request

To make a data protection request, contact us using:

Email: hello@shieldandprotect.org
Telephone: +44 0113 519 3883

Please include enough information for us to identify you and understand your request. We will respond in line with applicable data protection law.

17. Complaints

We would prefer the chance to resolve any concern first. Please contact us if you are unhappy with how we have handled your personal information.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Information Commissioner’s Office
Website: ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

18. Links to other websites

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices, content or security of those websites. You should read their privacy information before submitting personal information to them.

19. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will be published on this page. Where changes are significant, we may take additional steps to bring them to your attention.

Last updated: May 2026.