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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).
Commercial electronic message means an email, SMS or other electronic message that offers, advertises or promotes goods, services, or business or investment opportunities, sent as part of our marketing activities.
Marketing contact means a contact who has agreed to receive, or who we may lawfully contact with, our marketing communications, as set out in "Email, SMS and Telemarketing" below.
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.
- Where you take part in a call, meeting, or training session with us, we may also collect audio, video and AI-generated transcripts of that session — see "AI-Assisted Meeting Notes" below.
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 — used for verification purposes such as employment applications, not to build marketing contact lists (see "Email, SMS and Telemarketing" below).
- 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 — see "Cookies and
Tracking Technologies" below.
You have the right to refuse to provide personal data, but doing so may prevent us from offering our services effectively.
4.1 Subject to the Customer paying the Fees in accordance with clause 7 and complying with, and ensuring its Users comply with, the provisions of this Agreement, Guardhouse grants to the Customer a non-exclusive, non-transferable, revocable licence to use the Software during the Term for the sole purpose of accessing and using the Software for the Customer’s internal business purposes, in accordance with this Agreement (
The resulting recording and transcript is stored by Fireflies on our behalf and is used for internal record-keeping, training, and service improvement. It is not used to make any automated decision about you. You can ask us not to record a particular session, or to have a specific recording or transcript deleted, by contacting our Privacy Officer (see "Contacting Us" below).
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, in accordance with our "Email, SMS and Telemarketing" section below, 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.
Under the UK GDPR and, for Irish data subjects, the EU 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 — this is typically our basis for direct marketing to existing customers, alongside meeting the separate PECR/ePrivacy Regulations consent requirements described below.
- Consent, which can be withdrawn at any time.
Guardhouse only sends commercial electronic messages (email or SMS) to individual subscribers with their consent, or under the narrow "soft opt-in" permitted by Regulation 22 of PECR and, in Ireland, the ePrivacy Regulations 2011 — meaning an existing customer relationship with Guardhouse Europe Ltd, similar goods or services, and a clear opportunity to opt out given both at collection and in every message. Corporate subscribers may be contacted without prior consent but are always given a free, simple way to object, and any objection is honoured immediately. You also have the right under UK GDPR and, where applicable, the EU GDPR to object to direct marketing at any time.
We do not send marketing communications to contacts sourced only from a scraped, purchased, or unverified list where there is no prior relationship or direct contact, and we do not treat inclusion on such a list as consent.
Every commercial electronic message we send clearly identifies Guardhouse as the sender and includes a functional, free way to unsubscribe, actioned without undue delay.
Marketing calls we or a party acting on our behalf make are subject to Regulation 21 of PECR and, in Ireland, the ePrivacy Regulations 2011. If you receive a marketing call from us and would like it to stop, you can ask us at any time and we will action that request without charge.
Any external party we engage to conduct marketing on our behalf — by any channel — is contractually required to meet this same standard before any campaign begins, and Guardhouse remains responsible for marketing conducted in its name regardless of the platform, vendor, or domain used to send or make it.
If you believe you have received a marketing communication from us that does not meet this standard, please contact our Privacy Officer (see "Contacting Us" below) and we will investigate.
9.1 Upon termination of this Agreement:
(a) Guardhouse will cease providing the Services;
(b) the Software Licence will be terminated;
(c) each party must return to the other party any Confidential Information, property and/or materials obtained in the course of the Agreement; and
(d) the Customer will:
(i) be liable to pay the Fees payable under this Agreement; and
(ii) if terminated by Guardhouse under clause 8.1 or 8.2, pay Guardhouse any additional costs incurred by Guardhouse
from or in connection with early termination.
If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the ICO and, where relevant, the Irish Data Protection Commission, without undue delay, and will notify you directly where the breach is likely to result in a high risk to you, in accordance with the UK GDPR and, where applicable, the EU GDPR.
10.2 The Customer must and must ensure each of its Users will:
(a) comply with Privacy Laws and the Guardhouse Privacy Policy;
(b) obtain all required consents and make all the required disclosures and notifications to ensure that it has the right to use, collect, provide and disclose to Guardhouse any Personal Information contained in the Data.
10.3 The Customer acknowledges that it will:
(a) implement sufficient procedures and virus checks (including anti-virus and other security checks) to satisfy the Customer’s particular requirements for the accuracy of data input and output; and
(b) ensure that any information or data the Customer or a User input into the Software is free of viruses or anything else that may interfere with or damage the operations of the Software or the User’s computer or mobile device.
We may share your data with:- Our employees and service providers, including HubSpot (our customer relationship management and email marketing platform) and Fireflies (our AI meeting recording and transcription provider).
- Google and other analytics providers, and social media platforms such as LinkedIn and Facebook, for advertising and audience insights.
- 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.
We primarily store personal data in the UK. Where we transfer personal data outside the UK — including to the United States, where some of our service providers such as HubSpot and Fireflies are based — we ensure that:
- The country provides adequate protection (as determined by the UK government), or
- We implement appropriate safeguards such as Standard Contractual Clauses.
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.
Under the UK GDPR and, where applicable, the EU 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.
- Request the transfer of your data to another organisation, in certain circumstances (data portability).
- Withdraw consent at any time.
- Lodge a complaint with the Information Commissioner's Office (ICO) in the UK (ico.org.uk), or, if you are based in Ireland, the Data Protection Commission (DPC) (dataprotection.ie).
To exercise your rights, contact our Privacy Officer (see "Contacting Us" below).