Guardhouse Privacy Policy

Definitions and Terms

Guardhouse refers to Guardhouse Europe Ltd a company registered and operating in the United Kingdom. In this policy, “we”, “us” or “our” refers to Guardhouse Europe Ltd.

Personal Data means any information relating to an identified or identifiable natural person (“data subject”). This includes names, email addresses, identification numbers, location data, online identifiers, or other factors specific to the identity of that person.

Special Category Data refers to sensitive personal data, such as information relating to racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetics, biometrics, health, or sexual orientation.

Employees includes all individuals working for Guardhouse and our clients, regardless of their employment status (e.g. permanent, contract, casual).

The kinds of personal information we collect

We may collect the following categories of personal data:
- Identity and contact details: Name, address, email, phone number, gender, and date of birth.
- Financial details: Bank account information for payroll and payments.
- Employment data: CVs, references, emergency contacts, and right-to-work documentation.
- Technical data: IP address, browser type, device IDs, login data, app and website usage statistics.
- Verification data: Copies of government-issued photo ID.
- Communication and support information: Messages, support queries, feedback.
- Marketing and analytics: Data collected through tracking pixels and cookies.

How We Collect Your Personal Data

We collect personal data from:
- Direct interactions (e.g. forms, emails, support requests).
- Use of our website or applications.
- Employment applications or onboarding.
- Social media interactions (LinkedIn, Facebook).
- Public sources such as job boards or professional directories.
- Third parties (e.g. references, identity verification providers) with your consent.

We may also collect data automatically via cookies and similar technologies when you visit our website.

You have the right to refuse to provide personal data, but doing so may prevent us from offering our services effectively.

How We Use Your Personal Data

We use your personal data to:
- Provide and support workforce management services (e.g. scheduling, payroll, compliance).
- Respond to enquiries and provide support.
Communicate with you about our services.
Improve and personalise our services and website.
Manage billing and accounting processes.
Conduct marketing, with the option to opt-out at any time.
Evaluate job applications.

We will only process Special Category Data with your explicit consent or when legally permitted.

Lawful Bases for Processing

Under the UK GDPR, we rely on the following lawful bases to process your personal data:
- Performance of a contract (e.g. delivering services or managing employment).
- Compliance with legal obligations.
- Legitimate interests, provided these are not overridden by your rights.
- Consent, which can be withdrawn at any time.

Disclosures of Your Personal Data

We may share your data with:
- Our employees and service providers (IT, payroll, legal, marketing, analytics).
- Payment processors, insurers, and banks.
- Business partners and prospective buyers in case of sale or merger.
- Public authorities or courts, if legally required.

We do not sell your personal data or disclose it for unrelated third-party marketing.

International Transfers

We primarily store personal data in the UK. If we transfer personal data outside the UK (e.g. to the USA), we ensure that:
- The country provides adequate protection (as determined by the UK government), or
- We implement appropriate safeguards such as Standard Contractual Clauses.

Data Security and Retention

We use appropriate technical and organisational measures to protect your personal data from unauthorised access, misuse, or disclosure.

Data is retained only as long as necessary for the purposes collected, or as required by law. When no longer needed, data is securely deleted or anonymised.

Your Rights

Under the UK GDPR, you have the right to:
- Request access to your personal data.
- Request correction or deletion of your data.
- Object to or restrict certain processing.
- Withdraw consent at any time.
- Lodge a complaint with the Information Commissioner’s Office (ICO).

To exercise your rights, contact our Privacy Officer (see below).

Cookies and Tracking Technologies

We use cookies and third-party tracking tools (e.g. Facebook Pixel, LinkedIn Insight Tag) to:
- Analyse website usage.
- Personalise marketing and improve user experience.

You can control cookies via your browser settings. Disabling cookies may impact your experience.

Contacting Us

For questions, requests, or complaints about this policy, please contact our:

Privacy Officer
Phone: +44 (0)480 032 209
Email: info@guardhousehq.com
Address: 5-7 The Crescent, Newquay, TR7 1DT  

Changes to this Policy

We may update this Privacy Policy periodically. The latest version will be available at www.guardhousehq.com. We encourage you to review it regularly.