Your Data, Your Rights

Privacy Policy

How we collect, use, and protect your personal data.

Last updated: 10 February 2026

1. Who we are

GuardWise Ltd ("GuardWise", "we", "us", "our") is a company registered in England and Wales. We provide an Environmental, Health & Safety (EHS) management platform at guardwise.co.uk and app.guardwise.co.uk.

For the purposes of data protection law, we are the data controller. If you have any questions about this policy, please contact us at privacy@guardwise.co.uk.

2. What data we collect

We may collect and process the following personal data:

  • Account information - name, email address, company name, and password when you register for an account.
  • Contact form submissions - name, email address, company name, and any information you include in your message when you contact us via our website.
  • Usage data - information about how you use our platform, including pages visited, features used, and session duration.
  • Payment information - billing details processed securely via Stripe. We do not store your full card details on our servers.
  • EHS data - information you enter into the platform such as incident reports, risk assessments, training records, and personnel details. You are the data controller for this data and we process it on your behalf.

3. How we use your data

We use your personal data for the following purposes:

  • To provide and maintain our platform and services.
  • To process your account registration and manage your subscription.
  • To respond to your enquiries and support requests.
  • To send you important service updates and notifications.
  • To process payments via our payment provider, Stripe.
  • To improve our platform based on usage patterns.
  • To comply with legal obligations.

4. Legal basis for processing

We process your personal data on the following legal bases under UK GDPR:

  • Contract - processing necessary to provide our services to you.
  • Legitimate interests - to improve our platform and communicate with you about our services.
  • Legal obligation - where we are required to process data by law.
  • Consent - where you have given us explicit consent, such as for marketing communications.

5. Data sharing

We do not sell your personal data. We may share your data with the following third parties who help us deliver our services:

  • Stripe - for payment processing.
  • Amazon Web Services (AWS) - for cloud hosting and file storage.
  • SendGrid - for transactional email delivery.

All third-party providers are bound by data processing agreements and are required to protect your data in accordance with applicable law.

6. Data storage and security

Your data is stored on secure servers within the UK/EEA. We use industry-standard security measures including encryption in transit (TLS) and at rest, access controls, and regular security reviews to protect your data.

7. Data retention

We retain your personal data for as long as your account is active or as needed to provide our services. If you close your account, we will delete your data within 90 days, unless we are required to retain it for legal or regulatory purposes.

Contact form submissions are retained for up to 12 months.

8. Your rights

Under UK GDPR, you have the following rights:

  • Access - request a copy of the personal data we hold about you.
  • Rectification - request correction of inaccurate data.
  • Erasure - request deletion of your data ("right to be forgotten").
  • Restriction - request that we limit processing of your data.
  • Portability - request your data in a portable format.
  • Objection - object to processing based on legitimate interests.

To exercise any of these rights, please contact us at privacy@guardwise.co.uk. We will respond within 30 days.

9. Cookies

Our website uses essential cookies required for the platform to function correctly, such as authentication tokens. We do not currently use analytics or advertising cookies.

10. Children's data

Our platform is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children.

11. Changes to this policy

We may update this privacy policy from time to time. We will notify you of any significant changes by posting a notice on our website or sending you an email.

12. Complaints

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ico.org.uk/make-a-complaint

13. Contact us

If you have any questions about this privacy policy or our data practices, please contact us:

Email: privacy@guardwise.co.uk