Valley Fire & Security Ltd
TERMS AND CONDITIONS
(the "Conditions")

1. DEFINITIONS

In these Conditions, the following expressions have the meanings assigned:

• Conditions: These Terms and Conditions, the Quotation, the Specification, the Customer’s order for the Valley F&S System, and the Customer Acceptance.

• Valley F&S System: The system or equipment described in the Quotation and/or the Specification.

• Company: Valley Fire & Security Ltd.

• Customer: The person or organisation named in the Quotation and/or Specification.

• Premises: The postal or installation address set out in the Quotation.

• Quotation: The Company’s written terms of supply for the Valley F&S System.

• Specification: The Company’s specification for the Valley F&S System.

• Normal Working Hours: 08:30–17:00, Monday to Friday, excluding bank and public holidays.

• Handover: The date the Company commissions the Valley F&S System.

• Warranty Period:

  • (a) Supply, install, commission, and service: 12 months from Handover.

  • (b) Supply, install and commission: 90 days from Handover + 12-month parts warranty.

  • (c) Supply only: 12-month parts warranty from delivery date.

2. WORKING CONDITIONS

• Installation, commissioning, and warranty repairs will be during Normal Working Hours unless agreed otherwise.

• The Company does not undertake building works or other extraneous tasks.

• Charges may apply for out-of-hours work, delays caused by the Customer, or changes to the Specification.

3. THE CUSTOMER’S OBLIGATIONS

The Customer agrees to:

• Obtain and pay for necessary consents (e.g., listed building consent).

• Provide access to the Premises at reasonable times.

• Inform the Company about hidden services (pipes, cables, etc.).

• Accept delivery and risk of the system; ownership passes only after full payment.

• Notify the Company of layout or operational changes affecting the system.

• Immediately report any defect during the Warranty Period.

• Pay invoices in full within 30 days.

• Indemnify the Company against liability for:

  • Injury or death due to Customer negligence.

  • Damage to Company property.

  • Third-party claims due to Customer negligence.

4. THE COMPANY’S OBLIGATIONS

The Company will:

• Supply, install, and/or commission the system within a reasonable time.

• Repair or replace defective equipment notified during the Warranty Period, unless due to external causes (e.g., misuse, accidental damage).

This warranty is in addition to statutory rights.

5. COMPANY LIABILITY

The Company and Customer agree:

• Customer Insurance: Strongly recommended to cover loss due to system failure.

• Liability Limits:

  • (i) Death or personal injury caused by the Company’s negligence.

  • (ii) Breach of title obligations.

  • (iii) Consumer statutory rights upheld (limited to £10,000 for non-consumers).

  • (iv) £50,000 max for Company negligence causing Premises/property damage.

  • (v) £10,000 max for other claims (e.g., misrepresentation).

• Exclusions:

  • No liability for consequential or indirect loss, loss of profit, or misrepresentation (unless in writing).

  • Maximum liability: £10,000 per claim or event (except where otherwise stated).

6. GENERAL TERMS

• Payment: Time is of the essence; failure may result in suspension, repossession, or termination.

• Repossession Rights: The Company may recover unpaid equipment.

• Interest: 8% above the Bank of England base rate on late payments.

• Handover Certificate: Issued post-commissioning and deemed conclusive.

• Interim Invoices: May be issued and payable within 30 days.

• Subcontractors: The Company may use subcontractors.

• Specification Changes: May be made to improve performance or resolve supply issues.

• Force Majeure: No breach if caused by uncontrollable events.

• Entire Agreement: Supersedes all prior agreements.

• Waivers: No waiver unless in writing.

• Remedies: Not exclusive; more than one may apply.

• Severability: Invalid provisions do not affect the rest of the Agreement.

• Notices: Must be properly addressed and sent by post.

• Customer Terms: Do not apply unless expressly agreed in writing.

• Jurisdiction: Governed by English law; non-exclusive jurisdiction of English courts.

• Scanned Contracts: May be used in court as valid copies.

• Third Parties: No rights under the Contracts (Rights of Third Parties) Act 1999.

Registered Office:
1 Bobbin Close, Golcar, Huddersfield, HD7 4DQ
Terms & Conditions Dated: 23/07/2024

Company Accessibility Policy

Policy Brief & Purpose
Valley Fire & Security Ltd is committed to creating an inclusive and accessible environment for all. This policy outlines our provisions to ensure that individuals with disabilities can access our premises, services, products, and equipment with dignity, independence, and equality of opportunity.

Scope

This policy applies to:

• All current and prospective employees

• Contractors, suppliers, and service providers

• Visitors to our premises
  who may have any form of disability that restricts their physical, sensory, cognitive, or mental functions.

Policy Elements

We have taken measures to ensure that individuals with disabilities can safely and comfortably navigate and use our facilities. This includes, but is not limited to, people with:

• Mobility impairments (e.g. requiring wheelchairs, walkers, or other mobility aids)

• Physical conditions that limit everyday tasks (e.g. using stairs, opening doors)

• Sensory disabilities (e.g. visual, hearing, or speech impairments)

• Cognitive, neurological, or mental health conditions

• Medical conditions requiring regular assistance or care

Other conditions will be assessed on a case-by-case basis, at the discretion of the company.

Accessibility Provisions

We currently offer the following accommodations:

• Step-free access to the building via an accessibility ramp

• Disabled-access restroom facilities

• Designated parking spaces in a private car park with appropriate spacing

We also fully support the use of:

• Assistive devices

• Registered service animals

• Support persons (as needed for access, care, or communication)

Feedback & Reporting

We encourage all individuals to report any accessibility issues, equipment malfunctions, or barriers to access. Concerns should be directed to an immediate supervisor or a member of the HR team, who will respond promptly and respectfully.

Anti-Bribery & Anti-Corruption Policy

Note: This policy should be read in conjunction with Toolbox Talks regarding Competition Law and Corruption Law.

1. Policy Coverage

1.1 This Anti-Bribery & Anti-Corruption Policy outlines the responsibilities of Valley Fire & Security Ltd and those who work with us in maintaining our zero-tolerance stance on bribery and corruption.

1.2 It also provides guidance and information to help employees identify, prevent, and report bribery and corruption.

2. Policy Statement

2.1 Valley Fire & Security Ltd is committed to ethical, fair, and honest business conduct. We enforce systems to prevent bribery and corrupt activity at every level.

2.2 We uphold all applicable anti-bribery and corruption laws, including the UK Bribery Act 2010, both within the UK and internationally.

2.3 Bribery and corruption are serious offences. Conviction may result in up to ten years' imprisonment and/or unlimited fines, as well as reputational damage and exclusion from public contracts.

3. Scope of the Policy

3.1 This policy applies to all individuals associated with the company, including:

• Permanent, temporary, and fixed-term staff

• Contractors, consultants, interns, volunteers, agency workers

• Third parties, subsidiaries, officers, trustees, committee members

• Any individuals or organisations representing Valley Fire & Security Ltd

3.2 A "third party" includes actual or potential customers, clients, suppliers, distributors, business partners, agents, advisers, government and public bodies, officials, politicians, and representatives.

3.3 All third-party arrangements must include contractual terms requiring compliance with this policy.

4. Definition of Bribery

4.1 Bribery is the act of offering, promising, giving, accepting, or soliciting anything of value to gain a commercial, contractual, or personal advantage.

4.2 It is illegal whether you give or receive a bribe, directly or indirectly.

4.3 Employees must not:

• Offer or accept bribes

• Engage in passive bribery

• Use third parties to facilitate bribery

• Bribe foreign public officials

• Accept gifts or hospitality that could be perceived as bribes

When in doubt, contact the Compliance Manager.

5. What Is and Isn’t Acceptable

5.1 Overview:

This applies to the following areas:

• Gifts and hospitality

• Facilitation payments

• Political contributions

• Charitable contributions

5.2 Gifts and Hospitality

Gifts and hospitality are acceptable only when they:

• Are not intended to influence business decisions

• Are not linked to expectations of return favours

• Comply with local laws

• Are given in the name of the company

• Do not involve cash or cash equivalents

• Are appropriate in value, type, and timing

• Are declared and given openly

• Are not selectively given to influence an individual

• Do not exceed £100 unless authorised

• Are not given to or received from political or government officials without prior approval

Where culturally inappropriate to refuse a gift, it must be reported to the Compliance Manager.

5.3 Facilitation Payments & Kickbacks

• Strictly prohibited under this policy

• Includes unofficial payments made to expedite routine services

In the event of personal risk:

• Keep payments to a minimum

• Request a receipt

• Record the details

• Report the incident to a manager

5.4 Political Contributions

No political donations or support (cash or kind) are allowed.

5.5 Charitable Contributions

Permitted when:

• Legal and ethical under local law

• Not used to conceal bribery

• Approved by the Compliance Manager

6. Employee Responsibilities

6.1 Employees must read, understand, and comply with this policy and related training.

6.2 Everyone is responsible for detecting and reporting bribery and corruption.

6.3 Suspected bribery or corruption must be reported to the Compliance Manager.

6.4 Breaches of this policy may result in disciplinary action or dismissal.

7. Raising a Concern

7.1 How to Raise a Concern:

Report concerns early to:

• Your line manager

• The Compliance Manager

• A Company Director

7.2 If You're a Victim:

Immediately inform the Compliance Manager if:

• Offered a bribe

• Asked to make a bribe

• Witness or suspect bribery

7.3 Protection from Reprisal:

• You are protected if you report in good faith

• No employee will suffer detrimental treatment for refusing a bribe or reporting concerns

• Detrimental treatment includes dismissal, disciplinary action, threats, or unfair treatment

• Report any such treatment to your manager or the Compliance Manager

8. Training & Communication

8.1 Policy training is part of new employee induction and is refreshed annually.

8.2 The policy will be communicated to all relevant third parties and business partners.

8.3 Additional training will be provided where roles pose higher bribery risks.

9. Record Keeping

9.1 We will maintain:

• Accurate financial records

• Records of hospitality and gifts

• Supporting documentation for payments and donations

10. Monitoring & Review

10.1 The Compliance Manager is responsible for:

• Monitoring the policy’s effectiveness

• Reviewing its implementation

• Recommending improvements

10.2 Internal systems are audited regularly.

10.3 Employees are encouraged to suggest improvements to the policy.

10.4 This policy does not form part of an employment contract and may be amended to remain effective.

Code of Ethics Policy

Policy Brief & Purpose
Our professional code of ethics provides employees with clear guidelines on our business ethics and how to navigate controversial matters. While we trust our team to use sound judgment, this policy offers a framework to fall back on in situations where you're unsure how to act—such as conflicts of interest. It also outlines the consequences of violating our ethical standards.

Scope

This policy applies to everyone we employ or engage in business with, including:

• Employees, interns, and volunteers

• Business entities such as vendors, enterprise clients, and venture capital companies

Note: This Code of Ethics differs from our Code of Conduct. While the Code of Conduct covers practical workplace expectations (e.g. dress code, social media use), the Code of Ethics addresses legal and morally significant issues. Both are closely aligned.

What Is a Code of Professional Ethics?

Professional ethics are principles that guide behaviour in a business context. They are essential for:

• Upholding the law

• Creating a respectful and fair workplace

• Supporting our company’s mission

Our code outlines standards specific to Valley Fire & Security Ltd.

Why Do We Have a Code of Ethics?

A written code reinforces our ethical expectations—not because we distrust our team, but because:

• It provides clarity in grey areas

• Some standards align with laws you must follow

• It guides actions when judgment is clouded

• It defines the disciplinary consequences for violations

We advise all employees to read this document carefully and consult with a manager or HR if uncertain.

Core Principles of Our Code of Ethics:

• Respect for others – Treat others how you'd want to be treated.

• Integrity and honesty – Be truthful and avoid wrongdoing.

• Justice – Be objective and fair.

• Lawfulness – Know and follow the law.

• Competence and accountability – Take responsibility and work diligently.

• Teamwork – Collaborate and support each other.

Detailed Overview of Ethics Components

1. Respect for Others

All individuals must be treated with kindness, dignity, and fairness. Violence, harassment, or victimisation of any kind is strictly prohibited and will result in termination.
If someone acts in an offensive or threatening manner—whether a customer, colleague, or stakeholder—report it immediately to HR or your manager.

2. Integrity and Honesty

Act in line with the company’s mission. Be honest and transparent, especially when your actions impact others.
Dishonesty, malicious conduct, or stealing will result in disciplinary action or termination, depending on severity.

3. Conflict of Interest

Avoid situations where your personal interests conflict with the company’s best interests.
Examples include:

• Using your role for personal gain

• Diverting resources for private benefit

• Using unethical methods to gather competitor intel

Unintentional conflicts will be managed case by case. Repeated or deliberate actions will result in termination.

4. Justice

Treat all individuals fairly and equally:

• Avoid exploiting others' work or mistakes

• Make objective decisions in hiring, promoting, or disciplinary actions

• Avoid unconscious bias; use tools or HR support where needed

• Ensure transparency and fairness in decision-making

• Do not discriminate under any circumstances (e.g. Equality Act 2010)

5. Lawfulness

Comply with all relevant laws, including:

• Data protection and confidentiality

• Fraud, bribery, and corruption laws

• Workplace safety and employment laws

Consult HR when unsure of legal obligations.

6. Competence and Accountability

Perform your duties diligently and seek improvement through training and self-development.
Own up to mistakes and work proactively to resolve them. Consistent failure to take responsibility may result in termination.

7. Teamwork

While individual accountability is vital, collaboration is key to our success.

• Share expertise

• Offer and request support

• Seek out opportunities to collaborate and contribute to shared goals

Corporate Social Responsibility Policy

Valley Fire & Security Ltd
Policy Version: V1
Date Issued: 17/06/2024
Next Review Due: 16/06/2025

Policy Brief & Purpose

At Valley Fire & Security Ltd, we recognise our responsibility toward the environment, our people, and society as a whole. As a business, we are part of a broader system encompassing people, values, organisations, and nature. Our Corporate Social Responsibility (CSR) policy reflects our commitment to giving back to the world in the same way it supports us.

What is Corporate Social Responsibility?

CSR refers to a company’s commitment to managing the social, environmental, and economic effects of its operations responsibly and in line with public expectations.

Scope

This policy applies to Valley Fire & Security Ltd and all its subsidiaries. It may also extend to our suppliers, partners, and other stakeholders.

Policy Elements

We aim to conduct business to the highest standards of ethics and professionalism. Our CSR falls into two key categories:

• Compliance – our commitment to operating within legal and ethical standards.

• Proactiveness – our voluntary initiatives to make a positive impact.

1. Compliance

1.1 Legality

We will:

• Comply with all applicable laws and regulations

• Honour our internal policies

• Ensure transparent, lawful operations

• Maintain open and ethical business relationships

1.2 Business Ethics

We are committed to:

• Integrity and respect for human rights

• Fair and safe working conditions

• Anti-bribery and anti-corruption practices

• Honest and respectful treatment of customers and stakeholders

1.3 Protecting the Environment

We pledge to:

• Follow best practices for waste management and chemical handling

• Avoid environmental harm through responsible operations

• Promote stewardship of natural resources

1.4 Protecting People

We are committed to:

• Ensuring the health and safety of employees and the community

• Avoiding any harm to local populations

• Supporting diversity, equity, and inclusion

1.5 Human Rights

As an equal opportunity employer, we support and uphold:

• Fair labour practices

• Non-discriminatory employment

• A workplace free from exploitation

2. Proactiveness

2.1 Donations & Aid

We may allocate a CSR budget for donations to:

• Educational, artistic, and community-based initiatives

• Programmes supporting those in need

2.2 Volunteering

We actively encourage employee volunteering, either:

• Through company-organised events

• In support of external initiatives we sponsor

2.3 Environmental Sustainability

Our voluntary eco-initiatives may include:

• Recycling programmes

• Energy conservation strategies

• Promoting fuel-efficient driving and transport

2.4 Community Engagement

We may:

• Partner with vendors on local infrastructure projects

• Support non-profits that promote cultural and economic development

• Invest in educational and community-based programmes

2.5 Learning & Improvement

We encourage feedback, innovation, and continuous improvement across all CSR activities.

Policy Review

This policy will be reviewed at least every two years as part of the Quality Management System to ensure relevance and compliance.

Cyber Security Policy

Policy Brief & Purpose
This policy outlines our guidelines for protecting the security of company data and technology infrastructure. As our reliance on digital systems grows, so does our vulnerability to cyber threats such as data breaches, malware, and human error.

To mitigate these risks, Valley Fire & Security Ltd has implemented a range of cybersecurity measures and staff responsibilities, all of which are outlined in this document.

Scope

This policy applies to all employees, contractors, volunteers, and anyone with temporary or permanent access to company systems and hardware.

Policy Elements

1. Confidential Data

Confidential data is considered secret and valuable. Examples include:

• Unpublished financial information

• Customer, partner, and vendor data

• Patents, formulas, and proprietary technologies

• Customer lists (current and prospective)

All employees must protect this data and follow the policy guidance to prevent breaches.

2. Protecting Personal and Company Devices

To safeguard both personal and company-issued devices, employees must:

• Keep devices password protected

• Use up-to-date antivirus software

• Avoid leaving devices unattended

• Install system and browser security updates promptly

• Access company accounts only via secure, private networks

Employees must not use other people's devices to access internal systems or share their own devices. Company-issued devices must be used in accordance with IT instructions. Contact the Compliance Manager if unsure.

3. Email Security

To prevent phishing, scams, and malware:

• Avoid opening suspicious attachments or links

• Be wary of clickbait subject lines

• Verify sender email addresses and names

• Look for red flags (e.g. grammar errors, excessive capital letters, or exclamation marks)

If unsure, contact Arcus Technology—our IT support provider.

4. Password Management

Passwords must be:

• At least 8 characters with a mix of uppercase, lowercase, numbers, and symbols

• Confidential—never written down unless securely stored

• Shared only when necessary and preferably via phone with verified personnel

• Changed regularly

5. Secure Data Transfers

When transferring sensitive data:

• Only do so when absolutely necessary

• Use secure company systems—not public Wi-Fi

• Confirm the recipient is authorised and uses secure systems

• Contact Arcus Technology for help with large data transfers

6. Reporting Security Issues

Report any suspected threats, phishing attempts, breaches, or suspicious activity immediately to Arcus Technology. They will investigate, resolve issues, and notify the company when needed.

7. Additional Security Measures

Employees must also:

• Lock screens when away from desks

• Report stolen or damaged equipment to their manager immediately

• Change all passwords if a device is lost or stolen

• Report any perceived threats or system weaknesses

• Avoid downloading unauthorized or suspicious software

• Comply with the company’s social media and internet usage policy

Arcus Technology is responsible for:

• Installing firewalls, anti-malware, and access controls

• Conducting employee security training

• Updating staff about new cyber threats

• Investigating and responding to incidents

8. Remote Employees

Remote workers must:

• Follow the same security protocols

• Use secure, encrypted connections

• Ensure their home networks are protected

• Contact Arcus Technology for support when needed

Disciplinary Action

Breaches of this policy will be reviewed on a case-by-case basis:

• First-time, unintentional, low-risk breach: Verbal warning and training

• Intentional, repeated, or high-risk breach: Disciplinary action up to and including termination

Even if no breach has occurred, employees who disregard security protocols may enter a performance improvement plan or face disciplinary action.

Take Security Seriously

Our clients, partners, and employees expect their data to be protected. Every member of the organisation plays a part in maintaining that trust. Stay vigilant and make cybersecurity part of your daily routine.

1. Data Protection Principles

The Company is committed to processing personal data in accordance with its responsibilities under the UK GDPR.

In line with Article 5 of the GDPR, personal data shall be:

• Processed lawfully, fairly, and in a transparent manner in relation to individuals.

• Collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes. (Further processing for archiving in the public interest, scientific or historical research, or statistical purposes is permitted.)

• Adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed.

• Accurate and, where necessary, kept up to date. Every reasonable step must be taken to ensure inaccurate personal data is erased or rectified without delay.

• Kept in a form which permits identification of data subjects for no longer than necessary. Data may be retained longer for archiving in the public interest, scientific or historical research, or statistical purposes with appropriate safeguards in place.

• Processed securely, including protection against unauthorised or unlawful processing, accidental loss, destruction, or damage, using appropriate technical or organisational measures.

2. General Provisions

• This policy applies to all personal data processed by the Company.

• The Responsible Person shall oversee the Company’s ongoing compliance with this policy.

• This policy shall be reviewed at least annually.

• The Company shall register with the Information Commissioner’s Office (ICO) as an organisation that processes personal data.

3. Lawful, Fair, and Transparent Processing

• The Company shall maintain a Register of Systems to ensure its data processing is lawful, fair, and transparent.

• The Register shall be reviewed annually.

• Individuals have the right to access their personal data, and any such requests will be handled promptly.

4. Lawful Purposes

• All data processed must have a lawful basis, such as:
  Consent, Contract, Legal Obligation, Vital Interests, Public Task, or Legitimate Interests (see ICO guidance).

• The appropriate lawful basis shall be recorded in the Register of Systems.

• Where consent is used, records of opt-in consent shall be maintained.

• Communication based on consent must include a clear opt-out mechanism, and systems must reflect revocations accurately.

5. Data Minimisation

• The Company shall ensure that personal data is adequate, relevant, and limited to what is necessary for processing purposes.

6. Accuracy

• Reasonable steps shall be taken to ensure that personal data is accurate and up to date, especially where required for the lawful basis.

7. Archiving and Removal

• The Company shall maintain an archiving policy for each area of data processing, reviewed annually.

• The policy shall outline:

  • What data must be retained

  • For how long

  • The justification for retention

8. Security

• Personal data shall be stored securely using modern, up-to-date software.

• Access shall be limited to personnel who need it, with safeguards against unauthorised sharing.

• When deleted, personal data must be removed safely and irrecoverably.

• Back-up and disaster recovery systems shall be in place.

9. Breach

• In the event of a breach resulting in the destruction, loss, alteration, unauthorised disclosure of, or access to personal data, the Company shall:

  • Promptly assess the risk to individuals’ rights and freedoms

  • Report the breach to the ICO if appropriate (see ICO guidance for more information)

Privacy Notice

Valley Fire & Security Ltd – CP33 V1
Notice Created: 19/06/2024
Next Review Date: 18/06/2025
Person Responsible: Steve Atkinson

Our Contact Details

Company Name: Valley Fire & Security Ltd
Registered Address: 1 Bobbin Close, Golcar, Huddersfield, West Yorkshire, HD7 4DQ
Phone Number: 07786 548765
Email: enquiries@valleyfireandsecurity.co.uk

Data Protection Contact:
Name: Steve Atkinson
Email: enquiries@valleyfireandsecurity.co.uk

What Type of Information We Hold

We collect and process the following personal data:

• Personal identifiers (e.g. name)

• Contact information (e.g. email, phone number)

How We Get the Information and Why We Have It

Most personal information is provided directly by you for the following reasons:

• To activate services on your behalf

• To enter into or fulfil a contract for services

Lawful Bases for Processing Under GDPR:

• (a) Consent (You may withdraw consent at any time by contacting us)

• (b) Contractual obligation

• (c) Legal obligation

• (d) Legitimate interest

What We Do With the Information

We use your data to:

• Fulfil legal obligations

• Notify you about relevant events and products (with opt-out available)

• Set up any 3rd party services (e.g. independent monitoring)

We may share your data with:

• HMRC

• Alarm Receiving Centres

How We Store Your Information

• Data is stored securely on password-protected electronic systems with access restrictions

• Physical data is temporarily stored in locked containers until transferred electronically

• Once transferred, physical documents are shredded

• Data is retained for the duration of your contract and one year after, unless legally required otherwise or upon your request for deletion

Your Data Protection Rights

You have the right to:

• Access – Request copies of your personal data

• Rectification – Correct inaccurate or incomplete data

• Erasure – Request deletion of your data in certain circumstances

• Restriction – Limit how we use your data in certain circumstances

• Object – Object to data processing in certain scenarios

• Data Portability – Request transfer of your data to another organisation

There is no charge for exercising these rights. We will respond within one month.
To make a request, contact:
📧 info@sssystems.co.uk
📍 SS Systems Ltd, Milton House, 77 Sheffield Road, Rotherham, South Yorkshire, S60 1DA

How to Complain

If you are dissatisfied with how we’ve handled your data, you may contact the Information Commissioner’s Office (ICO):
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk