Privacy Policy

1. Introduction

Workforce Guardian ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our health and safety management platform.

We are registered in England and Wales and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Register for an account
• Use our mobile or web applications
• Contact us for support
• Subscribe to our newsletter

This may include your name, email address, phone number, company name, job title, and location data when using safety features.

Usage Data

We automatically collect certain information when you access our platform, including your IP address, browser type, operating system, access times, and pages viewed.

Location Data

Our mobile app may collect precise location data for geofence-based check-in/check-out functionality. This is only collected when the app is in use and with your explicit consent.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our platform
• Enable safety monitoring and check-in features
• Generate compliance reports and evidence packs
• Process transactions and send related information
• Send administrative notifications and updates
• Respond to inquiries and provide customer support
• Improve our products and services
• Comply with legal obligations

4. Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract: Processing necessary to perform our contract with you
• Legitimate Interests: Processing necessary for our legitimate business interests
• Legal Obligation: Processing necessary to comply with UK health and safety regulations
• Consent: Where you have given explicit consent for specific processing

5. Data Sharing and Disclosure

We may share your information with:

• Your Organisation: With administrators within your company account
• Service Providers: Third parties that help us operate our platform
• Regulatory Bodies: When required by law or to comply with HSE requirements
• Business Transfers: In connection with any merger or acquisition

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Access controls and authentication measures
• Staff training on data protection

7. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. For safety records and compliance documentation, we may retain data for up to 40 years as required by UK construction regulations.

8. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Rectify inaccurate personal data
• Request erasure of your personal data
• Restrict processing of your personal data
• Data portability
• Object to processing
• Withdraw consent at any time

To exercise these rights, please contact us at privacy@workforceguardian.co.uk.

9. Cookies

We use cookies and similar tracking technologies to track activity on our platform and store certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. For more information, please see our Cookie Policy.

10. International Transfers

Your data is primarily stored and processed within the UK. Where we transfer data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated.