Privacy Policy

PRIVACY & WORKFORCE DATA PROTECTION POLICY

Effective Date: 22 October 2026

GSN Safety Services Scotland Ltd (GSN) is dedicated to protecting and maintaining the privacy of your personal data.

This Privacy Policy explains how we collect, use, and protect your information when you visit our website at www.gsnsafety.co.uk (the ‘Website’) interact with our digital dashboards, or when we handle your workforce management and health and safety compliance records as an employee or independent subcontractor.

Our website contains links to external sites for your convenience. GSN is only responsible for the privacy and security practices of our own platform. We recommend checking the privacy policies of any other websites you visit.

1. Our Role & Data Controller Status

When you use our Website: GSN acts as the Data Controller under UK data laws for any personal details you submit directly to us through our online contact fields.

When you use our Workforce Dashboard: Where your data is uploaded into our health, safety, and compliance tracking systems, GSN acts strictly as a Data Processor on behalf of the hiring business (the Data Controller) that engages you.

2. The Information We Collect

We collect two main categories of information:

• Personal Data: Details you or your hiring company provide to us. This includes names, addresses, phone numbers, dates of birth, emails, National Insurance numbers, trade qualifications, CSCS credentials, training profiles, completed safety forms, toolbox talks and health surveillance records.
• Website Usage & Cookies: Our website and digital dashboards use essential, strictly necessary cookies and server logs to maintain secure user login sessions, manage dashboard access, and handle secure digital signatures via third-party sub processors. These functional cookies are exempt from prior consent requirements because they are strictly required to operate our platform securely. We do not deploy intrusive analytics tracking software, nor do we use targeted behavioural advertising pixels. 

We may occasionally supplement the records you provide with information from professional training registries, accredited qualification bodies, or principal site contractors to verify your credentials.

3. Why We Are Allowed to Use Your Data

Under the UK GDPR, we do not rely on generic or implied consent. When handling workforce compliance records on behalf of your hiring business, data is processed under these legal grounds:

• Contractual Necessity: To manage your operational contract.
• Legal Obligation: To meet mandatory UK statutory requirements and safety laws.
• Legitimate Business Interests: To verify trade qualifications, track certificate expiries, and provide authorised clients with proof of compliance.

4. How We Use Your Information

We use your details to support the services you interact with, specifically to:

• Verify and track your training records, trade qualifications, and competencies.
• Track certificate expiry dates and send automatic renewal reminders.
• Complete required health and safety logs and incident reports.
• Improve the quality, delivery, and digital security of our safety systems.

5. Who We Share Your Data With

Your information is only shared when authorised and legally necessary. We may share data with:

Your Hiring Business: The main company responsible for your operational contract.

Authorised Clients & Principal Contractors: When site managers request evidence of your training certificates, competencies, or toolbox talks to check compliance.

PandaDoc: Our contractually appointed electronic signature and document platform. PandaDoc acts as a secure sub-processor to distribute compliance forms and maintain tamper-evident digital audit trails.

Regulators & Law Enforcement: Authorities like the Health and Safety Executive (HSE) if we are legally required to report an incident or prevent fraud.

6. Secure Data Storage & International Transfers

Your data is protected by strict security measures. It is stored on secure, password-protected servers and is accessible only to a limited number of authorised employees under strict guidelines. We only keep records for as long as required by law and insurance purposes.

Activity log (audit trail): To protect the accuracy of compliance records, every addition, change or deletion made in our admin system is recorded automatically. The record shows who made it, when, what was changed (before and after), and the internet (IP) address it was made from. Only GSN's Site Administrator can see this log. We use it solely to keep records accurate, to correct mistakes and to show who made a change if a dispute arises. Log entries are reviewed every 12 months and are then kept, downloaded or deleted.

Because we use PandaDoc to manage digital document routing, some information is securely handled in the United States. GSN guarantees that these international transfers are fully protected using approved UK legal safeguards—such as the UK Extension to the EU-US Data Privacy Framework or official UK International Data Transfer Agreements (IDTAs)—to keep your records entirely safe and legal.

7. Website Integrity & Intellectual Property

All content, branding, layout, forms, and digital code hosted on www.gsnsafety.co.uk remain the exclusive intellectual property of GSN Safety Services Scotland Ltd and are protected under UK copyright laws. You may not scrape, copy, or commercially exploit any part of our digital platform without explicit written consent.

Our website tools and templates are provided as digital compliance aids; they do not constitute formal legal counsel. Any disputes arising from your use of our platforms shall be handled exclusively under the jurisdiction of the Scottish courts.

8. Your Legal Rights 

Under UK data protection law, you have the right to request a copy of the personal files we hold about you, correct any mistakes in your qualification records, or ask us to delete details if there is no longer a continuing legal or regulatory duty to keep them. You also have the right to file a formal complaint with the Information Commissioner’s Office (ICO).

9. How to Contact Our Team

If you have any questions about this policy, want to update your details, or wish to exercise your data rights, please reach out to us:

Email: enquiries@gsnsafety.co.uk

Telephone: 01738 828905

Postal Address:

Data Protection Contact
GSN Safety Services Scotland Ltd
Dunmore, Stanley, Perth, PH1 4PP 

_______________________________________________________________________________________________________________

GSN Safety Services Scotland Ltd | www.gsnsafety.co.uk 
Main Trading Address: Dunmore, Stanley, Perth, PH1 4PP | T: 01738 828905 
Registered in Scotland: SC479619 | Registered Office: 6th Floor, Gordon Chambers, 90 Mitchell Street, Glasgow, G1 3NQ