Terms of Service

1. Who these terms apply to

These Terms of Service ("Terms") govern access to and use of GuardLink, a security workforce management platform provided by GuardLink ("GuardLink", "we", "us"). They apply to the company that creates a GuardLink account ("Customer", "you") and to individual users the Customer authorises to access the account, including administrators, office staff, and guards using the guard portal.

By creating an account or using GuardLink, you agree to these Terms on behalf of yourself and, where applicable, the company you represent. If you don't have authority to bind that company, don't create an account.

2. What GuardLink is

GuardLink provides shift scheduling, SIA licence and training compliance tracking, patrol checkpoint logging, attendance and timesheet recording, incident reporting, and payroll-support tooling for security companies. GuardLink is a software tool: it does not perform security services, vetting, or SIA licensing itself, and it does not replace the Customer's own legal obligations as an employer or as an SIA-approved contractor.

3. Accounts and responsibilities

You're responsible for:

• The accuracy of information entered into GuardLink, including employee compliance records.
• Keeping login credentials confidential and controlling who on your team has access.
• Ensuring you have the legal right to process the personal data of employees, contractors, and clients you add to the platform.
• Complying with UK employment law, SIA licensing requirements, and data protection law in how you use GuardLink.

GuardLink is multi-tenant: your company's data is logically isolated from every other company on the platform, and we don't share it across accounts.

4. Subscriptions, trials, and billing

Paid plans are billed per user, monthly or annually, as shown on the Pricing page at the time of purchase. Free trials run for the period stated at signup and require no payment card; nothing is charged automatically at the end of a trial unless you actively subscribe.

You can cancel a paid subscription at any time; cancellation takes effect at the end of the current billing period, and we don't provide refunds for partial periods except where required by law.

5. Acceptable use

You agree not to:

• Use GuardLink to store or process data you don't have a lawful basis to hold.
• Attempt to access another tenant's data or bypass account isolation.
• Reverse-engineer, resell, or white-label the platform without a separate written agreement.
• Use the platform in a way that disrupts its availability or security for other customers.

6. Data ownership

You own the data you put into GuardLink — employee records, schedules, incident reports, and everything else. We process it on your behalf to provide the service, as described in our Privacy Policy. If you cancel, you can export your data before your account is closed.

7. Service availability

We aim to keep GuardLink available and reliable, but we don't guarantee uninterrupted access. Planned maintenance, third-party infrastructure issues, or events outside our reasonable control may cause temporary downtime. We aren't liable for losses arising from such interruptions beyond what's required by law.

8. Limitation of liability

To the maximum extent permitted by law, GuardLink's total liability for any claim arising from these Terms or use of the service is limited to the amount you paid us in the 12 months before the claim arose. We aren't liable for indirect or consequential losses, including lost profits or lost data, except where liability can't be excluded under English law (for example, death or personal injury caused by negligence, or fraud).

9. Termination

Either party may terminate if the other materially breaches these Terms and doesn't fix it within 30 days of being told. We may suspend or terminate an account immediately if it's being used unlawfully or in a way that risks the security of the platform or other customers.

10. Changes to these Terms

We may update these Terms from time to time. If a change is material, we'll notify account administrators by email before it takes effect. Continuing to use GuardLink after a change takes effect means you accept the updated Terms.

11. Governing law

These Terms are governed by the laws of England and Wales, and any dispute is subject to the exclusive jurisdiction of the courts of England and Wales.

12. Contact

Questions about these Terms can be sent to support@guardlink.app.