Your Privacy – Tech Guarding

Privacy

Tech Guarding Ltd (Tech Guarding) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, store, share, retain and delete personal data when you use our website, onboarding hub, TechGuard mobile app, guard operations systems, account services, and support channels.

Important information and who we are

Purpose of this Privacy Policy

This privacy policy aims to give you information on how Tech Guarding collects and processes your personal data through your use of our public website, Hub onboarding platform, TechGuard mobile app, operational dashboards, application forms, support channels, account deletion workflows, and related services.

The website, Hub and TechGuard app are not intended for children, and we do not knowingly collect data relating to children.

You must read this privacy policy and any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Controller

Tech Guarding Ltd is the controller and responsible for your personal data (collectively referred to as Tech Guarding, "we", "us" or "our" in this privacy policy).

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

Contact details

If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager in the following ways:

Full name of legal entity: Tech Guarding Ltd
Email address: [email protected]
Account deletion and app support email: [email protected]
Postal address: 32 Eyre Street, Sheffield, S1 4QZ
Telephone number: 01147004052

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 03/05/2026.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party Links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, and last name, company / business name.
Contact Data includes email address and phone number.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website, Hub, app and services.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Account and Authentication Data includes account identifiers, login records, authentication tokens, multi-factor authentication status, trusted device records, session records, audit logs, account deletion requests and account support records.
Onboarding and Screening Data includes applicant profile data, date of birth, place of birth, National Insurance number, preferred work areas, identity and right to work documents, SIA licence details, address history, employment and education history, referees, DBS and criminal record declarations, financial integrity declarations, Companies House directorship information, sanctions, politically exposed person and regulatory screening information, declarations, review notes and compliance evidence.
Guard Operations Data includes shift check-in and check-out records, patrol records, photo proof images, proof codes, incident reports, incident attachments, welfare checks, panic alarm records, shift exports, manager review activity, notes and operational status updates.
Location Data includes GPS latitude, longitude, accuracy, address labels derived from coordinates, location unavailable reasons, and location data included in shift, patrol, panic alarm, welfare, incident and photo proof records where the relevant feature is used and permission is granted or operationally required.
Camera, Photo and File Data includes photos captured or uploaded for shift proof, patrol proof, incident evidence and onboarding documents, plus file names, file types, file sizes, storage paths, thumbnails and related metadata.
Device, Storage and Offline Data includes app and browser storage used for authentication state, redirect state, cookie preferences, cached location data, queued offline shift actions, diagnostic data and similar information stored in localStorage, sessionStorage, cookies or IndexedDB.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

Some information we process may be sensitive or receive additional protection under data protection law. This includes identity documents, right to work evidence, DBS and criminal record declarations, sanctions and fraud screening information, financial integrity information, panic alarm and welfare information, location data, and incident evidence. We only collect and use this information where it is needed for employment screening, security operations, legal or regulatory compliance, safeguarding, contractual obligations, legitimate business interests, or where you have provided consent.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How is your personal data collected?

We use different methods to collect data from and about you, including through:

Direct interactions: You may give us personal data by filling in website, Hub, onboarding, support, account deletion or mobile app forms; creating an account; signing in; uploading documents; taking or uploading photos; submitting shift, patrol, welfare, panic alarm or incident records; corresponding with us by email, telephone, post, social media or support channels; or giving us feedback.
Automated technologies or interactions: As you interact with our website, Hub or app, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see the Cookies section of this policy for further details.
App permissions and local device features: The TechGuard app may request camera, location and notification permissions. Camera access is used for proof photos and incident evidence. Location access is used for shift, patrol, alarm, welfare and incident records. Offline shift actions may be stored locally and synced when your device reconnects.
Third parties or publicly available sources: We may receive personal data from referees, previous employers, education providers, clients, site managers, regulators, public registers, SIA licence checks, right to work checks, Companies House, sanctions and watchlist sources, DBS or DBS partner workflows, credit or financial screening providers, cloud hosting and storage providers, authentication providers, email delivery providers, CAPTCHA or bot protection providers, geocoding providers, analytics providers and other service providers that support our website, Hub, app, screening and security operations.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal obligation.
Where processing is necessary to perform a contract with you, a client, an employer or a prospective employer, or to take steps before entering into a contract.
Where processing is necessary to protect vital interests, including responding to panic alarms, welfare checks, urgent safety incidents or emergency situations.
Where you have consented to us processing your data.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below:

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To manage our relationship with you which will include: Notifying you about changes to our terms or privacy policy. Asking you to leave a review or take a survey. To communicate with you, respond to questions and otherwise provide customer support. To respond to trust and safety issues that may arise.	Identity Contact Profile Marketing and Communications	Necessary to comply with a legal obligation. Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services).
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	Identity Contact Technical	Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise). Necessary to comply with a legal obligation.
To deliver and develop relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.	Identity Contact Profile Usage Marketing and Communications Technical	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy). Consent.
To deliver advertising and marketing updates including those regarding our platform, launch date etc.	Identity Contact Usage Marketing and Communications Technical	Consent.
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.	Technical Usage	Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).
To make suggestions and recommendations to you about goods or services that may be of interest to you.	Identity Contact Usage Marketing and Communications Profile Technical	Necessary for our legitimate interests (to develop our products/services and grow our business). Consent.
To confirm your country location to determine whether we are able to provide you our Services.	Technical	Necessary for our legitimate interests (for running our business and ensure we are servicing the right customers). Consent.
To create, authenticate and manage accounts across the Hub, TechGuard app and related services, including login, cross-domain authentication, multi-factor authentication, session management, account recovery and account deletion requests.	Identity Contact Account and Authentication Technical Usage	Necessary for performance of a contract or pre-contract steps. Necessary for our legitimate interests in account administration and security. Necessary to comply with legal obligations.
To administer onboarding, employment screening and BS 7858-aligned compliance workflows, including identity, right to work, SIA licence, address, employment, education, referee, DBS, criminal record, financial integrity, Companies House, sanctions, PEP, fraud and declaration checks.	Identity Contact Profile Onboarding and Screening Camera, Photo and File Technical	Necessary for performance of a contract or pre-contract steps. Necessary to comply with legal and regulatory obligations. Necessary for legitimate interests in recruitment, screening, compliance and fraud prevention. Consent where required for specific checks.
To operate the TechGuard mobile app, including shift check-in and check-out, patrol proof, photo proof, offline action queueing, shift history, session activity, exports and operational reporting.	Identity Contact Guard Operations Location Camera, Photo and File Device, Storage and Offline Technical	Necessary for performance of a contract or operational service. Necessary for our legitimate interests in workforce, site and security management. Consent where device permissions are requested by the operating system.
To respond to panic alarms, welfare checks, urgent incidents, security events and operational safety workflows, including notifying authorised control room, management or client personnel where required.	Identity Contact Guard Operations Location Camera, Photo and File Technical	Necessary to protect vital interests in urgent safety situations. Necessary for performance of a contract or operational service. Necessary for legitimate interests in security, safeguarding and incident response. Necessary to comply with legal obligations where applicable.
To protect our systems, users, clients and business, including fraud prevention, abuse prevention, audit logging, role-based access control, data integrity checks, troubleshooting, testing, maintenance and support.	Identity Contact Account and Authentication Technical Usage Device, Storage and Offline	Necessary for our legitimate interests in security, fraud prevention and service administration. Necessary to comply with legal obligations.
To process access, correction, restriction, portability, objection, withdrawal of consent, account deletion and erasure requests, and to apply legal, employment, regulatory, safeguarding, security, dispute or audit holds where required.	Identity Contact Account and Authentication Onboarding and Screening Guard Operations Technical	Necessary to comply with legal obligations. Necessary for legitimate interests in record keeping, security and dispute resolution.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. Consent may be withdrawn at any time. When you give consent, details on how to change your mind will be provided, and you can also contact us to change records of your consent.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us to stop sending you marketing messages at any time by using any available marketing preference settings, following the opt-out links on any marketing message sent to you, or contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us due to a product/service purchase, warranty registration, product/service experience or other transactions.

Cookies

We use essential cookies and similar technologies for security, authentication, account sessions, preferences, cookie consent, cross-subdomain sign-in and service reliability. Where optional analytics or marketing technologies are used, we will seek consent where required. The TechGuard app and Hub may also use browser or device storage, including localStorage, sessionStorage and IndexedDB, for authentication state, redirect state, cookie preferences, cached location context and offline shift actions. You can set your browser to refuse all or some cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies or local storage, some parts of the website, Hub or app may become inaccessible or may not function properly.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table [Purposes for which we will use your personal data] above. · External Third Parties as set out in the ‘Glossary’ section.

Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

Some of our external third parties are based outside the UK, so their processing of your personal data will involve transferring data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.

Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights include:

Request access to your personal data
Request correction of your personal data
Request erasure of your personal data
Object to processing of your personal data
Request restriction of processing your personal data
Request transfer of your personal data
Right to withdraw consent

If you wish to exercise any of the rights set out above, please contact us. For TechGuard account deletion requests, you can also use https://hub.techguarding.com/delete-account.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Glossary

Lawful Basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

Third Parties

External Third Parties:

Service providers acting as processors based in specific regions (such as Europe) who provide IT and system administration services.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
Cloud hosting, database, storage, authentication, email, CAPTCHA, geocoding, analytics, monitoring, support and security providers who help us operate the website, Hub, TechGuard app and related systems.
Screening, verification and compliance providers, including providers used for SIA licence checks, right to work checks, Companies House checks, DBS or DBS partner workflows, credit or financial screening, sanctions, fraud and watchlist checks.
Referees, previous employers, education providers, clients, site managers, control room staff and authorised managers where this is needed for onboarding, employment screening, security operations, incident response, welfare checks or contractual service delivery.

Your Legal Rights

You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

If you want us to establish the data's accuracy.
Where our use of the data is unlawful but you do not want us to erase it.
Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.