Privacy notice for Canada

Effective: 29 October 2026

This notice covers the Hub at hub.techguarding.com and the TechGuard app, for organisations and people in Ontario, British Columbia and Alberta. Our UK privacy policy covers everyone else.

Who we are

Tech Guarding Ltd is a company registered in England and Wales. We provide the Hub, an onboarding and compliance platform, and TechGuard, a workforce app for security guards. Our customers are security companies, called “your organisation” in this notice. We have no office or staff in Canada.

Who is responsible for your information

• Your organisation decides what it collects about you to onboard, employ and manage you, and decides on your application. For those records, we act as its service provider and handle them only on its instructions. They include onboarding evidence, licences and credentials, employment status, shifts, time records and incident reports.
• Tech Guarding is responsible for what we collect to run your account: your sign-in details, security settings and support requests, plus billing details for organisation contacts.
• Questions about your organisation's records, and requests to access or correct them, go first to your organisation's privacy contact. You can always contact our Data Protection Officer too. We will help you, or pass your request to your organisation.

What we collect

Some of this information is sensitive, such as identity documents and location. We collect sensitive information only with your express consent.

We don't currently run criminal record, credit, sanctions or other third-party background checks for Canadian organisations, and we don't check licences with provincial registries. If that changes, we will update this notice and ask for your consent first.

Why we use it

• To let your organisation onboard you and assess your suitability for work by reviewing your evidence. People at your organisation make the decision. Our software organises evidence and highlights items for review; it makes no automated decision about you.
• To keep your licence and credential records current, and to remind you and your organisation before they expire.
• To run the TechGuard features your organisation uses: scheduling, time, patrols, incidents and safety alerts.
• To run, secure and support your account, including preventing fraud and misuse.
• To bill organisations for the service.
• To meet our legal obligations, and to establish or defend legal claims.

We don't sell personal information, and we don't use it for advertising.

Your consent

• We ask for your express consent before you submit your onboarding information. We record which version of the consent text you accepted, and when.
• You can withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawing may mean your organisation can't continue your onboarding, or that some TechGuard features stop working for you. We will tell you what withdrawing means before it takes effect.
• To withdraw consent, contact your organisation or our Data Protection Officer.

Who we share it with

• Your organisation, and any other organisation on the platform that you choose to join.
• Our service providers, listed below. They may use your information only to provide their service to us.
• Tech Guarding staff in the United Kingdom who operate and support the service. Their access is limited to their role and needs two-step verification.
• Courts, regulators and law enforcement, where the law requires it, or where it is needed to protect someone's safety.
• A buyer or successor of our business, which must protect your information to the same standard.

Where your information is stored and processed

We store your organisation's data with our hosting provider in the European Union (AWS, Ireland), and our UK team operates the service. Some service providers process limited data in other countries; they are listed below.

Where we use service providers outside Canada, your information may be processed there and may be accessible to courts, law enforcement and national security authorities of that country under its laws.

Alberta: service providers outside Canada

Your organisation uses Tech Guarding Ltd, a company in the United Kingdom, to run its onboarding and workforce platform. Tech Guarding and its service providers collect, store and process your personal information outside Canada. Our primary host is Supabase on Amazon Web Services, provided through Lovable Cloud, in Ireland. Other service providers process limited information in the United Kingdom, the European Union, the United States and, for Cloudflare's network, other countries, only for the purposes listed in the table above.

This notice is our written information about our policies and practices for service providers outside Canada. You can also email [email protected]. The Data Protection Officer, Tech Guarding Ltd, can answer your questions about how service providers outside Canada collect, use, disclose or store your personal information.

How long we keep it

• Onboarding and screening evidence, licence and credential records, employment-status history and billing records: 7 years.
• Account and sign-in details: while your account is open.
• If you close your account, we disable it and remove your contact and sign-in details. We keep the records listed above for the rest of their retention period, because your organisation may need them to meet its legal obligations.
• Database backups are kept for up to 14 days, then overwritten.
• When a retention period ends, we delete or anonymise the records.

How we protect it

• Information is encrypted in transit and at rest.
• Each organisation sees only its own records. Reviewers and staff must use two-step verification.
• Documents are stored privately and opened through short-lived links.

Your rights

You can:

• see the personal information we hold about you, and get a copy;
• ask us to correct it;
• withdraw your consent;
• ask how we use it, who we have shared it with, and where it is processed;
• close your account;
• complain to us, and then to a regulator.

Use Privacy requests in your Hub account, or email our Data Protection Officer. We may need to confirm your identity first. We reply within 30 days. If we need longer, we will tell you why and when to expect an answer, within the limits the law allows.

We may refuse or limit access only where the law allows: for example, where it would reveal another person's information, is legally privileged, or is confidential commercial information. If we do, we will tell you why.

If you're not satisfied with our answer, you can complain to:

• the Office of the Privacy Commissioner of Canada;
• in British Columbia, the Office of the Information and Privacy Commissioner for British Columbia;
• in Alberta, the Office of the Information and Privacy Commissioner of Alberta.

Privacy breaches

If a breach of our security safeguards creates a real risk of significant harm to you, we will tell you and the regulators as the law requires. We will work with your organisation to do so. We keep a record of every breach for at least 24 months.

Cookies

We use cookies needed for sign-in and security. We use analytics cookies only if you accept them. Our cookie policy explains them.

Contact

Data Protection Officer, Tech Guarding Ltd
Email: [email protected]
Post: 32 Eyre Street, Sheffield, S1 4QZ, United Kingdom

Changes to this notice

We will post changes here with a new effective date. Before a significant change takes effect, we will tell you in the Hub.