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Privacy Policy

Guard Checker — SIA Workforce Compliance Platform

Effective date: 11 March 2026

1. Introduction

Guard Checker Ltd (“Guard Checker”, “we”, “us”, or “our”) is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share information when you use our website at www.guardchecker.co.uk and the Guard Checker platform (collectively, the “Service”).

This policy is issued in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read it carefully.

2. Who We Are

Guard Checker Ltd is the data controller for personal data processed through the Service. If you have any questions about this policy or how we handle your data, please contact us at:

Guard Checker Ltd
Email: privacy@guardchecker.co.uk
Website: www.guardchecker.co.uk

3. What Data We Collect

3.1 Account and Company Data

When you register for Guard Checker, we collect:

  • Your name and email address
  • Company name and contact details
  • Billing information (processed securely via our payment provider — we do not store card numbers)
  • Your chosen subscription plan

3.2 Workforce Data

When you use the licence register, you provide:

  • Names of security operatives
  • SIA licence numbers
  • Licence sector (e.g. Door Supervision, CCTV, Close Protection, Security Guard)
  • Roles or job titles you assign within the platform

3.3 SIA Register Data

Guard Checker queries the official SIA public register on your behalf to retrieve:

  • Licence validity and status (active, expiring, expired, revoked)
  • Licence expiry dates
  • Licence sector and type

This data originates from the Security Industry Authority's publicly available register, maintained under section 12 of the Private Security Industry Act 2001.

3.4 Usage and Technical Data

We automatically collect data when you use the Service, including:

  • IP address and browser type
  • Pages visited and features used
  • Device and operating system information
  • Log data and error reports

3.5 Communications Data

If you contact us or sign up for alerts, we collect:

  • Email address (all plans)
  • Mobile phone number (Professional and Enterprise plans, for SMS alerts)
  • Content of support requests or correspondence

4. How We Use Your Data

We process personal data for the following purposes and legal bases:

  • Providing the Service — performing our contract with you (UK GDPR Art. 6(1)(b))
  • SIA licence verification — performing our contract with you and to comply with legal obligations
  • Sending expiry alerts by email or SMS — performing our contract with you
  • Billing and subscription management — performing our contract with you
  • Improving the Service — our legitimate interests in developing and maintaining the platform
  • Communicating service updates or security notices — our legitimate interests
  • Complying with legal or regulatory obligations — legal compliance
  • Fraud prevention and platform security — our legitimate interests

5. Automated Daily Checks

Guard Checker performs automated checks of each licence in your register against the SIA public register. These checks occur:

  • Every 24 hours (Starter plan)
  • Every hour (Professional plan)
  • In real-time (Enterprise plan)

This processing is necessary to deliver the core function of the Service. No automated decisions with legal or similarly significant effects are made about individuals based solely on these checks.

6. Sharing Your Data

We do not sell your data. We may share it only in the following circumstances:

  • Service providers — trusted third-party processors who help operate the Service (e.g. cloud infrastructure, payment processing, email delivery). All processors are bound by data processing agreements.
  • SIA register — licence number queries are submitted to the official SIA register to retrieve status data.
  • Legal obligations — where required by law, court order, or regulatory authority.
  • Business transfers — in the event of a merger, acquisition, or sale of assets, your data may be transferred to the successor entity.

7. Data Storage and Security

Your data is stored on secure infrastructure provided by Supabase, operating in accordance with SOC 2 Type II standards. All data is:

  • Encrypted at rest using AES-256 encryption
  • Encrypted in transit using TLS 1.2 or higher
  • Accessible only to authorised personnel

While we implement industry-standard security measures, no method of transmission or storage is 100% secure. We will notify you of any breach as required by law.

8. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Specifically:

  • Account and billing data: retained for 7 years following account closure, in line with financial record-keeping obligations
  • Workforce register data: deleted within 30 days of account closure upon written request
  • Usage logs: retained for up to 12 months
  • Support correspondence: retained for up to 3 years

You may request deletion of your data at any time (see Section 10).

9. International Transfers

Guard Checker processes data primarily within the United Kingdom and European Economic Area. Where data is transferred outside these regions (for example, to cloud sub-processors), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent mechanisms approved under UK law.

10. Your Rights Under UK GDPR

As a data subject, you have the following rights:

  • Right of access — request a copy of the personal data we hold about you
  • Right to rectification — request correction of inaccurate or incomplete data
  • Right to erasure — request deletion of your data in certain circumstances
  • Right to restriction — request that we limit how we process your data
  • Right to data portability — receive your data in a structured, machine-readable format
  • Right to object — object to processing based on legitimate interests
  • Rights related to automated decision-making — not to be subject to solely automated decisions with significant effects

To exercise any of these rights, please contact us at privacy@guardchecker.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.

11. Cookies

Guard Checker uses cookies and similar technologies to operate the platform and improve your experience. Cookies we use include:

  • Essential cookies — required for the platform to function (e.g. authentication session tokens)
  • Analytics cookies — to understand how users interact with the Service (e.g. page views, feature usage)
  • Preference cookies — to remember your settings

You can control cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality. We do not use cookies for advertising purposes.

12. Third-Party Links

Our website may contain links to third-party websites, including the official SIA website. We are not responsible for the privacy practices of those websites and encourage you to review their policies.

13. Children's Privacy

Guard Checker is a business-to-business platform intended for use by organisations and professionals. We do not knowingly collect personal data from individuals under the age of 18.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email and post the updated policy on our website with a revised effective date. Continued use of the Service after changes constitutes acceptance of the updated policy.

15. Contact Us

For any questions, requests, or complaints relating to this Privacy Policy:

Guard Checker Ltd
Data enquiries: privacy@guardchecker.co.uk
Support: support@guardchecker.co.uk
Website: www.guardchecker.co.uk