Privacy Policy

1. Who this applies to, and our two roles

GuardLink acts in two different roles under UK GDPR, and this policy covers both:

• As a data controller for the account details of the company that signs up (business contact name, email, billing information) and for this website's own visitor analytics.
• As a data processor for the personal data a Customer enters about its own employees, guards, and clients — SIA licence numbers, DBS/BS7858 screening status, schedules, attendance and check-in records, and incident reports. The Customer remains the data controller for that data and is responsible for having a lawful basis to process it; GuardLink processes it only on the Customer's instructions, as set out in our Terms of Service.

2. What we collect

Depending on how GuardLink is used, we process:

• Account data: name, work email, phone number, company details.
• Employee/guard records: name, contact details, SIA badge number and expiry, DBS/BS7858 screening status and expiry, training certificates, employment type and pay rate.
• Operational data: shift schedules, clock-in/out times, patrol checkpoint completions, check-call logs, leave requests, incident reports.
• Device and location data: where a guard uses the mobile portal to clock in or complete a checkpoint, we record the time and, where enabled, the device's location at that moment — used only for attendance and patrol verification.
• Billing data: handled by our payment processor; GuardLink does not store full card numbers.
• Usage data: standard web analytics (pages visited, browser type) for the marketing site.

3. Why we process it

• To provide the scheduling, compliance, attendance, and payroll features a Customer has signed up for (performance of a contract).
• To secure accounts and prevent misuse (legitimate interest).
• To send service and billing communications (contract/legal obligation).
• To send optional product updates, where you've opted in (consent, withdrawable at any time).

4. Who we share it with

We don't sell personal data. We share it only with the infrastructure providers that make GuardLink work, each bound by their own data processing terms:

• A cloud database and authentication provider that hosts all application data.
• A payment processor for subscription billing.
• An email delivery provider for transactional and account emails.
• A push notification provider for mobile alerts, where enabled.

A full, current list of sub-processors is available on request at support@guardlink.app.

5. Where data is stored

Data is stored with infrastructure providers that may process data outside the UK/EEA. Where that happens, we rely on the UK's approved transfer mechanisms (such as the UK International Data Transfer Addendum or an adequacy decision) to keep the transfer lawful.

6. How long we keep it

We retain data for as long as a Customer's account is active. Employee compliance records (SIA, DBS/BS7858) are commonly kept for the periods recommended by SIA and employment-record-keeping guidance, at the Customer's configuration. After account closure, data is deleted or anonymised within a reasonable period, except where we're required to retain it for legal or accounting reasons.

7. Your rights

Under UK GDPR, individuals can:

• Request access to the personal data held about them.
• Ask for inaccurate data to be corrected.
• Ask for data to be deleted, where there's no overriding legal reason to keep it.
• Ask for processing to be restricted or object to it.
• Request a portable copy of their data.

If you're an employee of a company using GuardLink, start with that company (the data controller for your employment records). If you're a Customer administrator, contact us directly.

8. Security

Data is isolated per company at the database level, transmitted over encrypted connections, and access to administrative tooling is restricted to authorised personnel. No system is completely immune to risk, and we'll notify affected customers without undue delay if a breach affecting their data occurs, as required by law.

9. Cookies

The GuardLink web app uses only the cookies/local storage necessary to keep you signed in and remember your interface preferences (such as light/dark mode). We don't use third-party advertising trackers.

10. Changes to this policy

We'll update this page if how we handle personal data changes materially, and update the "last updated" date above.

11. Contact

For any privacy question or to exercise a data right, contact support@guardlink.app. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ico.org.uk).