PRIVACY POLICY

Close Safety Systems Ltd
Company Number: 16677751
Last Updated: 28 November 2025

Close Safety Systems Ltd (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store and share your data when you use our website, contact us, engage with our pilot programmes, or interact with our hardware and cloud services.

We operate in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

1. Who We Are

Close Safety Systems Ltd
Registered Office: 38 Well Orchard, Bamber Bridge, Preston, PR5 8HJ, United Kingdom
Company Number: 16677751

We are the data controller for all personal data collected through:

our website www.closesafetysystems.com
our contact forms
hardware pilot deployments
SaaS platform accounts (when launched)
email correspondence
investor and partnership enquiries

2. What Data We Collect

We may collect the following categories of information:

2.1 Data You Provide Directly

Name
Company name
Email address
Phone number
Message content submitted via contact forms
Investor enquiries
Information relating to partnership, licensing or pilot discussions

For early pilots or product evaluations, we may additionally collect:

Site information
E-Stop usage patterns
Technical support queries
Safety reporting requirements

2.2 Automatically Collected Data (Website)

Through Squarespace, Cloudflare and analytics providers, we may collect:

IP address
Browser type and version
Device identifiers
Pages viewed
Time spent on pages
Referring website
Cookie and tracking data

This data is anonymised wherever possible.

2.3 Hardware & Cloud Platform Data (Future SaaS Platform)

When using our patent-pending Emergency Stop Indicator hardware modules and cloud platform, we may collect:

Telemetry & Diagnostics

E-stop activation events
Timestamped hardware logs
Battery/voltage diagnostics
Wireless communication metrics (range, packet loss, RSSI values)

Operational Data

Multi-site analytics
Safety event frequency
Downtime indicators
Environmental metadata (where applicable)

Account Data
For SaaS dashboard users:

Full name
Work email
Authentication details
User preferences
Audit logs

Enterprise & API Integrations
If integrating with third-party systems:

API keys
System identifiers
Cross-system event logs

2.4 Special Category Data

We do not intentionally collect special category data (such as biometric or health data).
If such information is provided voluntarily (e.g., in a message), we will delete or anonymise it.

3. How We Use Your Data

We process your data under lawful bases defined in the UK GDPR:
Contract, Legitimate Interest, Consent, and Legal Obligation.

We use your data to:

Respond to enquiries
Provide product information
Arrange pilot deployments
Manage licensing discussions
Improve our hardware and cloud services
Analyse system reliability and safety-event patterns
Provide access to the SaaS analytics platform
Maintain security and prevent misuse
Meet investor, auditing and regulatory obligations

For telemetry from hardware/SaaS:

Generate analytics dashboards
Measure wireless performance
Support insurers in risk assessment models
Improve firmware and hardware reliability
Produce site-level compliance reporting

We do not sell your data.

4. Lawful Bases for Processing

4.1 Legitimate Interests

Business operations and analytics
Security and fraud prevention
Responding to contact requests
Product development
Pilot evaluations
Internal R&D

4.2 Contract

Used when:

You enter a pilot agreement
You create a SaaS account (future)
You request technical integration assistance

4.3 Consent

Marketing communications
Cookie usage where required
Beta programme participation

4.4 Legal Obligations

Accounting and tax compliance
Regulatory safety documentation
Responding to legal requests

5. Sharing Your Data

We only share information when necessary and lawful.

We may share data with:

Cloud hosting providers
Pilot deployment partners
Manufacturing / licensing partners (as part of due diligence)
Insurance partners (aggregated event data only)
Professional advisors (legal, accounting)
IT security providers
Analytics platforms (anonymised where possible)
Law enforcement if legally required

We do not share your personal data with third parties for marketing.

Telemetry data from hardware/SaaS is anonymised wherever possible.

6. International Data Transfers

Our hosting providers (including Squarespace, Cloudflare and future SaaS systems) may store or process data outside the UK.

We ensure all international transfers are protected using:

UK GDPR-approved Standard Contractual Clauses (SCCs)
Adequacy decisions
Contractual safeguards

7. Data Retention

Website & contact enquiries: 24 months

Investor conversations: 5 years

Telemetry logs (SaaS): 12–36 months depending on your plan

Pilot deployment data: retained only as long as required for testing

Legal records: 6 years (accounting & tax obligations)

You may request deletion at any time.

8. Your Rights

Under the UK GDPR, you have the right to:

Access your personal data
Request correction or deletion
Object to processing
Restrict processing
Port your data
Withdraw consent
Lodge a complaint with the ICO (Information Commissioner’s Office)

9. Cookies

For details on cookie usage, please refer to our separate Cookie Policy
(we will write this next).

10. Security

We use:

Encrypted data transfer (HTTPS)
Access controls
Firewall & DDoS protection via Cloudflare
Regular security auditing
Secure deletion processes
Encrypted storage for SaaS platform accounts

No system can be 100% secure, but we take all reasonable steps to protect your data.

11. Changes to This Policy

We may update this policy to reflect legal or operational changes.
The revision date will always be shown at the top.

12. Contact Us

If you have any questions about this Privacy Policy:

Close Safety Systems Ltd
Email: info@closesafetysystems.com
Company No: 16677751
Registered in England & Wales