Commercial Occupancy Sensors UK 2026: Privacy-First Buying Guide

Privacy-first sensor technologies and architecture

A privacy-first solution typically combines technology choices and architecture:

• Camera-free sensors (thermal or radar) that do not capture identifiable imagery.
• On-device (edge) processing so raw sensor signals never leave the sensor.
• Aggregated outputs (counts, occupancy zones, motion flags) rather than raw streams.
• Minimal retention: store only what’s needed, for the shortest period.
• Strong encryption for any telemetry or aggregated data that is transmitted or stored.
• Role-based access controls and audit logs.

These design choices align with data minimisation and purpose limitation under UK GDPR.

What to evaluate when buying commercial occupancy sensors

Technical and performance

• Accuracy: typical occupancy count error rates under real-world conditions.
• Coverage: area per sensor, mounting height limits, and blind spots.
• Detection latency: responsiveness for lighting and HVAC control.
• Environmental robustness: performance in varying temperatures, airflow and obstructions.
• Power and connectivity: PoE, DC power, battery options; Ethernet, Wi‑Fi or LPWAN choices.

Privacy and security

• Sensor modality: confirm camera-free if privacy is a priority.
• Processing location: is raw data processed locally (edge) or sent to cloud?
• Outputs: are outputs aggregated or anonymised and can the vendor guarantee no PII capture?
• Retention and export: default retention windows and ability to purge data on demand.
• Encryption, authentication and firmware update processes.

Compliance and governance

• Does the vendor support DPIA preparation and provide documentation?
• Data controller versus processor responsibilities and model in contract.
• Breach handling, logs and auditability.
• Local data residency options if required.

Integration and analytics

• Open protocols and APIs for BMS, BAS, room booking systems and analytics platforms.
• Export formats, real-time telemetry and batch reporting.
• Support for occupancy-based automation and historical analytics.

Cost and lifecycle

• Hardware cost, installation, cabling and mounting.
• Software licensing, cloud fees and analytics modules.
• Maintenance, warranty and expected lifetime.
• Calibration or periodic re-validation costs.

Service and support

• On-site versus remote commissioning.
• SLAs for replacement and firmware updates.
• Training and documentation availability.

Procurement checklist: questions to ask vendors

• What sensing modality do you use and can you prove it is camera-free?
• Where is raw sensor data processed and stored? Can you demonstrate edge processing?
• What aggregated outputs do you provide? Are any outputs reversible to identify individuals?
• What default data retention period do you apply and can it be configured?
• How do you secure data in transit and at rest? Which encryption standards are used?
• Do you provide DPIA templates, privacy documentation and deployment guidance?
• How do you handle data subject access requests or deletion requests?
• Can the sensors integrate with our BMS and room-booking systems? Which protocols are supported?
• What are expected accuracy and coverage metrics for our ceiling heights and floorplans?
• What are installation, recurring and support costs over a 5-10 year lifecycle?
• What SLAs and incident response processes do you commit to contractually?

Red flags to watch for

• Vendor cannot demonstrate that raw sensor data is never stored centrally.
• Reliance on visual cameras or vendor claims that avoid specifying modality.
• No DPIA support or unwillingness to include contractual privacy guarantees.
• Output data that includes device identifiers or personal identifiers by default.
• Closed, proprietary systems that prevent independent verification or integration.

Deployment best practices

• Start with a pilot: test representative areas such as open offices, meeting rooms and corridors.
• Conduct a DPIA early and involve legal, IT security and HR.
• Run ground-truth tests to validate accuracy under expected occupancy patterns.
• Install signage and staff communications to build trust and transparency.
• Configure minimal retention and strict access controls before going live.
• Monitor performance and regularly re-validate accuracy as layouts or usage patterns change.

Legal and compliance steps

• Perform a DPIA and document risk mitigations.
• Define data controller and processor roles and include privacy obligations in contract terms.
• Ensure transparent communications to building users such as policies, signage and FAQs.
• Limit access to aggregated dashboards and implement least-privilege access controls.
• Maintain records of processing activities and be ready to respond to ICO guidance.

Measuring success and ROI

• Energy savings in kWh or percentage reduction from occupancy-driven HVAC and lighting control.
• Space utilisation improvements to identify underused areas and reduce real estate cost.
• Improved occupant comfort and reduced complaints.
• Operational efficiencies such as optimised cleaning schedules based on real occupancy patterns.

Vendor selection and example provider note

When comparing vendors, prioritise transparency, verifiable privacy claims, integration capabilities and proven accuracy. Request technical evidence and contract-level privacy commitments. Example provider: Butlr (privacy-first, camera-free thermal people sensing).

Final checklist

• Identify objectives: energy, space, safety or analytics.
• Choose privacy-first modalities such as camera-free sensors and edge processing.
• Run a DPIA and get stakeholder buy-in from legal, HR and IT.
• Pilot sensors in representative areas and validate accuracy.
• Confirm integration requirements and lifecycle costs.
• Negotiate privacy and security terms into the contract.
• Communicate transparently with building users and operate with minimal data retention.

Conclusion

Buying commercial occupancy sensors in the UK in 2026 requires balancing technical performance with privacy and legal obligations. Prioritise camera-free, edge-processed solutions, insist on transparent vendor practices, and run a measured pilot with a documented DPIA. Done right, privacy-first sensing reduces risk, accelerates adoption and delivers measurable energy and space efficiencies.