The SentrySIS commitment to personal privacy (As of the 3rd November 2023)
Who is SentrySIS?
SentrySIS (Sentry Secure Intelligence System Limited) is a company limited by shares registered in England under company number 08804805 whose registered office is at 15 Queens Square, Leeds, West Yorkshire, LS2 8AJ.
To speak with SentrySIS about Data Protection or any issues around GDPR, please contact info@sentrysis.com and address your email RE: DATA PROTECTION REQUEST.
What does SentrySIS do?
SentrySIS provide multiple software systems that manage, monitor, prevent and detect crime or criminal processes and behaviour. In addition to this, SentrySIS offers the ability for crime to be reported online to the police and for crime partnerships and businesses improvement districts and their members to manage criminal activity in their geographic location.
Legal Information
This privacy policy helps you understand how data within the SentrySIS software is being used and what for:
1. The lawful basis for processing your data
2. Categories of data processed
3. What SentrySIS does with your personal data
Your rights under the Data Protection Act are as follows:
1. The right to be informed about the data SentrySIS might hold on you
2. The right to access the data SentrySIS might hold on you
3. The right to rectify any data SentrySIS might hold on you
4. The right to erase any data SentrySIS might hold on you
5. The right to restrict the processing of any data SentrySIS might hold on you
6. The right to data portability
7. The right to object any data SentrySIS might hold on you
8. Rights in relation to automated decision making and profiling.
Your Rights to access the data SentrySIS might hold on you
You have the right to submit a Subject Access Request and this can be done by clicking here. In order for SentrySIS to provide you with any data SentrySIS might hold about you within the SentrySIS software, SentrySIS will need to obtain proof of your identity first.
You can seek more information about all the information highlighted within this privacy policy by contacting the information commissioners office at this website: www.ico.org.uk
Who SentrySIS collects data on
SentrySIS processes different types of personal data. Depending on who you are and what relationship you have with SentrySIS has bearing in the types of data SentrySIS holds.
These groups are as follows:
SentrySIS Users:
These are individuals who are authorised to access the SentrySIS software from the following groups: a) SentrySIS business subscribers who are members of a crime partnership or business improvement district, b) Local authorities, c) Crime partnerships or business improvement districts and c) Police constabularies.
Subjects of Interest:
These are individuals who are reasonably suspected of carrying out unlawful acts who have been uploaded into the SentrySIS software by authorised SentrySIS users from the following groups. a) SentrySIS business subscribers who are members of a crime partnership or business improvement district, b) Local Authorities, c) Crime partnerships or business improvement districts and c) Police constabularies.
Members of the Public:
These are members of the public who are willingly reporting a crime or criminal behaviour to the police (a victim of crime) or who are supplying the police with information associated with crime or unlawful acts (a witness).
General Enquiries:
These are individuals who contact SentrySIS through the SentrySIS website, company email or by phone for general information. This also includes users who subscribe to the SentrySIS newsletter.
Website Cookies:
SentrySIS may use cookies from time to time to improve the user experience of the SentrySIS website. An explanation on how SentrySIS use your data through cookies can be found below.
SentrySIS Users:
When individuals who register to access the SentrySIS software or other services SentrySIS provide, SentrySIS ask them to provide basic information about themselves to ensure that they can be identified.
The information SentrySIS holds on its users are as follows:
1. Their Name
2. Their Position at the place of their employment
3. Their Department at their place of employment
4. Their Work ID (if from a business subscriber) or their collar number (if from a police constabulary)
5. Their Email address
6. Their telephone number
This information is need to enable SentrySIS technical staff to trace activity and usage within the SentrySIS platform for compliance, reporting and system security purposes. The lawful basis for processing your data is that you have provided consent to SentrySIS to do so.
SentrySIS will not share your personal data with any third-parties over and above the business subscriber within SentrySIS who you are already employed by, a crime partnership or business improvement district you are already a member of, a local authority you already work for, a police constabulary you already work for or our email marketing software provider, Mailchimp. The Mailchimp privacy policy can be found here. The mailchimp datacentres are located in the US, which means your very basic information such as Name and email address will be transferred out of the EEA. Mailchimp are certified as compliant with the EU-US privacy shield framework, ensuring that your data is properly protected at all times. You can always 'opt-out' of any email communications with us by unsubscribing to communication we send over email.
Your personal data (excluding the above basic Mailchimp points) will not be transferred outside of the UK.
SentrySIS will use your name and email address to notify you of important system notifications, alerts or other system critical communication.
SentrySIS may also keep you informed of important information that you might be interested in with regard to the SentrySIS system and the services SentrySIS provide in the form of a email newsletter, which you have the right to opt out of if you wish.
If you wish for all your personal data to be removed from the SentrySIS software, SentrySIS can close your account and/or amend your data. SentrySIS will however require to retain your details for a period of time for audit purposes and possible legal retention purposes relating to incidents submitted to the police, a crime partnership, local authority or business improvement district you are either a member of or are employed by.
Your Rights under the Data Protection Act can be found above.
Subjects of Interest (SOIs)
For the purposes of the prevention of crime and detection of unlawful acts, SentrySIS holds personal data about Subjects of Interests. SentrySIS does not ask Subjects of interest for consent to process their personal data as this prejudice these purposes.
SentrySIS users, including police personnel upload information about Subjects of Interest only when that individual is reasonably suspected of crime or unlawful acts.
The uploading of Subjects of Interest is strictly controlled and any SentrySIS user who uploads any data which is not compliant and in line with the SentrySIS EULA and other documentation, could be subject to fines or censure by the SentrySIS business subscribers, the crime partnership, the local authority, the police constabulary or business improvement district they are employed by or are members of. They could also be subject to fines or censure from the Information Commissioners Office.
SentrySIS Users are data controllers of all the data they upload within the SentrySIS system. SentrySIS helps facilitate the sharing of Subject of Interests’ personal data between SentrySIS Users, Business Subscribers, Local Authority Personnel and The Police, through acting as the data processor.
Subject of Interests’ personal data comprises of the following:
1. Their Name
2. Their Gender
3. Their Ethnicity (Special Category Data)
4. Their Date of Birth
5. Their Eye Colour
6. Their Physical Build
7. Any other names they might be known as
8. Any distinctive marks or appearance they may have
9. Images of their face (Special Category Data)
10. Images of their body
11. Dates and times of incidents they have been suspected to have been involved in
12. The incident crime category which they have been suspected to have been involved in
In order for SentrySIS to achieve the above, SentrySIS believes that the above personal information is adequate, relevant and necessary for sharing between its authorised SentrySIS users as mentioned above. SentrySIS along with SentrySIS Users lawfully process the above personal data because collectively SentrySIS and its users are able to demonstrate that it is in the Substantial Public Interest for SentrySIS to do so.
SentrySIS operates under the following GDPR articles.
Article 6.1 (e,f) - Lawfulness of processing (prevention or detection of crime, legitimate interests pursued by the controller)
Article 9.2 (g) - Processing of necessary special category data (Race / Ethnic Origin and Biometric data)
Article 10 - Processing of personal data relating to criminal offences
You can read a summarised list of your rights under the Data Protection Act above.
Members of the Public
These are members of the public who are willingly reporting crime and/or criminal behaviour or who are supplying the police with information associated with unlawful acts.
When a member of the public contacts the police to report a crime, criminal activity or to supply the police with information associated with unlawful acts, they are willingly sharing their personal data with the police and SentrySIS. This personal data is required by the police for them to carry out police duties and to contact the member of the public in the future if they wish to do so. This personal data is kept securely within the SentrySIS software and is not shared with any other third party over and above the police constabulary you are reporting a crime to or sharing information about a crime or criminal behaviour and the Witness Service who may offer you support if you have been involved in a crime and are a victim of crime.
Once information has been transmitted to the Police, your personal data may become part of a police investigation or enquiry and is therefore controlled by the police. For this reason, SentrySIS cannot respond to Subject Access Requests directly and require police assistance in this matter.
You can read a summarised list of your rights under the Data Protection Act above.
General Enquiries
SentrySIS will retain your personal data if you complete any forms on the SentrySIS website requesting information or contact SentrySIS via telephone. SentrySIS do this so that SentrySIS can contact you to follow up any information that you have requested.
If you have opted into the SentrySIS services by subscribing to the SentrySIS newsletter or similar marketing communication, SentrySIS will retain your email address, name and other basic information for marketing purposes. This information is not shared with any third party over and above Mailchimp, who we use for email marketing (please see above point).
You can opt out of marketing emails and request that your personal data is deleted. To do this, please email info@sentrysis.com alternatively, you can can click the unsubscribe link that can be found in the foot of all SentrySIS marketing emails.
You can also use our Subject Access Request form here
Changes to the Privacy Notice
From time to time SentrySIS may amend the way in which it processes personal data that is collected on its website or through its software. This could result in changes in how personal information is collected or used.
Periodically, SentrySIS may make changes to the terms of this Privacy Policy and will endeavour to notify you if and when this happens. SentrySIS would like you to check this page frequently for changes to the terms of this policy, as your subsequent use of this website or submission of personal information to SentrySIS following any changes will be deemed to signify your acceptance to the changes made.
Other Websites
The SentrySIS website contains links to other websites where SentrySIS are not in control or responsible for the privacy policies, practices and / or the content of these websites which are linked to the SentrySIS website.