Privacy Policy

Privacy Policy

Welcome to the Sesame Access Systems Ltd Privacy Policy. We appreciate you taking the time to read all our notices carefully.

Sesame Access Systems Ltd Limited (“Sesame”) is committed to protecting your privacy by ensuring that any personal data is collected and used lawfully and transparently.

When delivering our professional services such as supplying and maintaining wheelchair lifts, we are the Data Controller of the personal data that you supply to us under your contract with us. When you use any of our platforms we are deemed as a Data Processor.

This Privacy Notice explains:

• Who we are

• Personal data we collect

• Our legal basis for processing

• Who we may share information with and why

• Where we may transfer data to

• How we keep information secure and deal with security incidents

• How long we may keep your data for

• Your data privacy rights

• How to contact our Data Processing Officer (DPO) and the Information Commissioner’s Office (ICO)

If you are an employee of one of our clients looking for further information on how we handle your data, please read here.

Who is Sesame?

Sesame Access Systems Ltd Limited specialises in the provision of bespoke wheelchair access lifts to businesses within the UK, Ireland and worldwide. The company has global reach, providing a diverse range of clients with access to products and services covering a broad spectrum of products and services.

When providing these products and services, we take our responsibilities regarding data protection very seriously and are bound by all applicable data protection laws in respect of the handling, processing and collection of data. The company which handles personal and business data is fully trained to ensure that the data is processed in line with the General Data Protection Regulations 2018 (GDPR) as well as The Data Protection Act 2018 (DPA 2018).

Personal data we collect

The type and frequency of any personal data collected will always depend on how our website and services are used. If you do not wish to provide us with certain categories of personal data, you may not be able to use our services in their entirety.

Personal Data provided to us:

We use electronic contact forms and chat facilities across our websites. These forms will prompt users to input basic contact details so we can generate service quotes, provide newsletter updates and respond to enquiries. You may also provide data to us when registering an enquiry or when corresponding with us by phone, email, letter or social media. It is important that the personal data we hold about you is accurate and current. You should keep us informed if your personal data changes during your relationship with us.

Personal Data collected by us:

Where you ask us to provide services, we may be required to process additional categories of personal data relating to you or other parties to ensure the provision of informed advice. We may also collect additional data from you as part of our recruitment process, during your employment or when you visit our offices via CCTV. We may also ask to verify your identity in limited circumstances by providing valid photographic identification.

Personal Data from other sources:

We may receive information about you and/or your company from specific third parties such as business partners, sub-contractors, advertising networks, analytics providers, hosting providers and search information providers. Sesame also receives referrals from other clients and purchases marketing lists from external companies.

Online Identifiers:

When you visit our website, a record of your device’s IP address is retained which is used anonymously in order to determine website and page visitors.

For more information on how we use online identifiers or cookies please visit our cookies policy.

Our legal basis for processing

Before processing any personal data, we ensure that at least one lawful basis under GDPR is met. We will not disclose personal data for any purpose other than what the data was originally collected for; unless there is an overriding legal basis that enables this processing.

We may collect, hold, use and disclose the information collected to compile statistical data and to maintain our database; to develop or improve our website; respond to any queries; notify you of any upcoming marketing, training or other events that we think may be of interest to you; provide you with publications; manage quality control and compliance issues; manage systems administration; provide you or your organisation with advice; notify you about important changes or developments to our services; contact you for your views on our services or to determine the suitability for employment.

We may also process your personal data in the following circumstances:

To Perform Our Service Under the Contract:

We process information in order to support and maintain our existing or potential contractual relationships under the lawful basis ‘performance of a contract’. We may process personal data in order to provide various supporting client services, take payments and to make improvements to our website. The lawful basis which we often rely on to process data for the duration of servicing on your account and for the decision to enter an initial or any subsequent contract is under our ‘legitimate interests’.

Ensuring our administrative and IT systems are secure and robust against unauthorised access also falls under this basis.

To Process Sensitive Data:

In some cases, where the processing is deemed high risk or highly sensitive, we may ask for your ‘consent’ before we undertake the processing.

You may request a Non Disclosure Agreement (NDA). You will be entitled to withdraw that consent at any time as well as exercise your data privacy rights.

When you apply for a vacancy:

You provide several pieces of data to us directly during the recruitment exercise. In some cases, and to facilitate our ‘Legitimate Interests’ we will collect data about you from third parties, such as employment agencies and former employers when gathering references or credit reference agencies. Should you be successful in your job application, we will gather further information from you, for example, your bank details and next of kin details, once your employment begins. We have a Legal Obligation to ensure you have a right to work in the UK and make reasonable adjustments for you if you have a disability. The ongoing lawful basis we rely on to process your data will be under our legal obligations or legitimate interests which may include assessments made on salary.

For Marketing Purposes:

You can opt out of group marketing by emailing us at:

[email protected]

As part of our business-to-business sales strategy we may contact companies and individuals of companies about our products and services. To do this, we rely on our shared ‘legitimate interests’ in doing business together. This lawful basis also applies to any purchased data we may use from our various lead sources and when we share your data across our group databases.

Data sharing & international transfers

Personal data will only be disclosed on a confidential basis to external service providers in exceptional circumstances. Sesame would aim to obtain your permission before this data is shared. If we share data with an external third party; these operations are governed by a Data Processing Agreement (DPA) and we perform regular due diligence on any external companies we work with to ensure that high levels of data integrity are maintained.

Any transfers taking place outside the EEA are only permitted with the provision of an Adequacy decision, Standard Contractual Clauses (SCC’s) or any other lawful transfer mechanism. Where necessary, we may need to share data with external organisations such as law enforcement, regulatory bodies, fraud prevention agencies, partners or advisors. Before any data is shared, we ensure that all technical and organisational controls are firmly in place and a data protection impact assessment is undertaken, where applicable, if the sharing or transfer is considered high risk. We do not sell your data to any third parties.

Data retention

Sesame will only keep your data for as long as necessary, unless there is an overriding legal ground. We will not retain data if it is deemed unlawful to do so. Data may be held for purposes relating to the historic supply and maintenance of lifts. Data is typically retained for seven years.

Some data may be deleted before this time period depending on the category of that

data in line with our commercial legitimate interests and retention schedule, for

example, data provided to us in the course of an unsuccessful job application will be

retained no longer than 6 months after the recruitment exercise.

Personal data that is no longer necessary is deleted securely in line with Sesame’s Data

Disposal Policy. Our Data Retention and Data Disposal policies are available upon


Your data privacy rights

All data subjects have individual rights. On a case by case basis, you have the following

rights in relation to your personal data processed by Sesame:

• The right to be informed about how your personal data is collected and used

• The right to request access to a copy of any personal data that we hold about


• The right to rectify personal data we may hold which is identified as incorrect or


• The right to erasure of any personal data; also known as ‘the right to be


• The right to restrict further processing of your personal data

• The right to data portability where technology allows us to send personal data

onto a new controller

• The right to object to the processing or certain processing activities

• Rights in relation to automated decision-making including profiling.

As an organisation we do not operate any automated decision-making systems. Please

be aware that the rights listed in this section only apply to individuals and cannot be

used to request data relating to business entities. Please be aware that your rights of

access do not entitle you to physical or digital copies of any documentation we hold.

Queries & complaints

Sesame has a dedicated representative who can be approached for any questions,

comments and requests regarding this privacy policy or our Data Privacy Management

System. Frequently asked questions about or GDPR compliance can be accessed here.

Registered in England & Wales 3259843 | VAT # 730954334

Our Data Protection officer welcomes communication around our policies and practices

and they can be directly contacted on the details below, which are also publicly available

on the ICO register.

You can also write them at:

Sesame Data Protection Officer

Unit 1 Cumberland Works

Wintersells Business Park



KT14 7LF

[email protected]

If you’re not satisfied with our response, or believe we’re not processing your personal

data in accordance with the law, you can approach the UK regulator for further guidance


This version was last updated and reviewed in January 2023.

We regularly review and monitor regulatory guidance for any industry changes which

may impact our business operations or your rights and freedoms.

In this privacy notice, “personal data” means any information relating to an individual

who can be identified, directly or indirectly, in particular by reference to an identifier

such as a name, an identification number, location data or an online identifier.

We are legally known as Sesame Access Systems Limited, and our registered office is

Sesame Access Systems Ltd, Unit 1 Cumberland Works, Wintersells Business Park

Byfleet, Surrey, KT14 7LF