Data Handling Policy

Principles

• We access only the systems a client has authorised, for the purposes agreed.
• We collect the minimum needed to deliver the service and produce the reports.
• Access is named and role-based. Shared credentials are not used.
• Records are retained for the agreed period and then deleted.

Camera access

Access is granted by the client through an approved method such as a client-created user account on their recorder or cloud platform, or another secure route agreed in writing. Credentials are held under the controls described in the Security and Confidentiality Policy.

Recorded footage

Recorded footage remains on the client's own system and under the client's control. Netex Security does not operate as the client's video archive. Where authorised, limited incident screenshots or short clips may be attached to a report to document a specific event.

Monitoring records and reports

Operator logs, incident reports, and periodic summaries are generated as part of the service. Retention periods are agreed with each client and are set to match their own retention requirements, including any regulatory obligation they are subject to.

Access within Netex Security

• Operators can access only the client systems assigned to them.
• Access is removed when a person leaves an engagement or the engagement ends.
• Activity in client platforms is attributable to a named user.

Data the client controls

For most engagements the client is the controller of personal data captured by their cameras and systems, and Netex Security processes it on their documented instructions. Responsibility for signage, staff notification, lawful basis, and responding to individual rights requests sits with the client, with our support.

Deletion and end of engagement

At the end of an engagement, access is revoked, credentials issued to us are disabled by the client, and records are deleted or returned according to the agreed schedule.

Incidents affecting data

If we become aware of unauthorised access to a client's systems or records through our access, we notify the client without undue delay and support their response.

This policy was last reviewed in July 2026.