28 October 2026

Privacy Policy

This policy explains how Venguard Ltd uses personal data. It covers venguard.co.uk and the Venguard platform. That includes the Admin Centre, Staff Console, public reporting pages, Public App, Staff App and TV Display.

Who we are

Venguard Ltd is registered in England and Wales. Company number 17464914.

We work from North-East Lincolnshire, United Kingdom.

Email: info@venguard.co.uk

ICO registration number: ZC273078.

Who this policy is for

You might use Venguard in more than one way.

Website visitor. You read the site or send us an enquiry.

Customer staff. Your venue or organisation has an account. You sign in to run safety work.

Public reporter. You scan a tag or use the Public App to report a concern at a venue. You do not need an account.

Who is responsible for your data

Website enquiries. Venguard Ltd is the controller. We decide why we use that information.

Customer accounts and venue records. Your organisation is the controller. They decide what to keep on the platform. Venguard Ltd is the processor. We run the system for them.

Public concerns. The venue organisation is the controller of the report. Venguard Ltd is the processor. We pass the report to that venue and store it so staff can act and keep a record.

If you are unsure, email info@venguard.co.uk.

What we collect from the website

When you register interest we ask for full name, venue or business name, role, town or area, venue type, approximate capacity, email, phone if you give it, and any message you write.

The form sends that text to info@venguard.co.uk using Amazon Web Services in the UK, region eu-west-2. The form itself does not keep a copy. Your enquiry is kept in our Microsoft 365 email inbox.

Our hosting logs the date, the page you asked for, your IP address and browser type. Those logs are kept for 30 days.

The site loads fonts from Google. Google may see your IP address when the page loads.

We do not use advertising tools on the website.

What we collect from the platform

If you are customer staff we may hold your name, email and phone number, organisation, venue and role, sign-in data from our identity provider Clerk, a PIN hash if you approve alerts, training records and uploaded evidence, actions you take with time, IP address and browser type, messages you send on a concern, and photos you upload as evidence.

Staff can sign in with an email and password, or with a Microsoft, Google or Apple account. We get the verified email from that sign-in, then check that your organisation has approved you. If Apple hides your email, we cannot match you to your organisation, so we ask you to share it.

If you use the Staff App, we hold a push token for your phone, the phone model and the app version. We also record which venue you are at while the app is open there. We keep a daily total of minutes on site for each person at each venue. We use it to check that a venue is staffed before it can send alerts to the public.

Customers may also add details of other people, such as emergency contacts for a venue. That can include a name, phone number, organisation and role. Venue records can include Security Industry Authority (SIA) registration details.

If you are a public reporter we may hold the concern type you chose, the zone you chose or that the zone was not known, a description if you wrote one, and a photo or video if you sent one. We remove extra camera data such as GPS from photos. We do not remove it from videos. A video may include the place your phone recorded it. We also hold chat messages you send after you report, and a concern reference.

The Public App holds an installation record with a push token, the phone type and the app version, so we can send alerts to that phone. It may also create a short-lived record that the installation is at a venue. That is used only to send the right alert. The Public App does not send your raw GPS to us. It does not keep a history of venues you visit.

We do not ask public reporters for a name or email.

TV Display installations hold a pairing record for that screen. They do not identify a person.

If your organisation pays for a plan, Stripe holds the billing details. We see the card brand and invoices, not the full card number.

What we do not collect

We do not sell personal data. We do not use the platform to track members of the public around a venue. We do not ask children for an account.

We do not track staff around a venue. We only record that a staff member was at the venue, and for how long each day.

Why we use personal data

Website enquiries. To reply to you and talk about Venguard for your venue. Lawful basis: legitimate interests, or a step before a contract if you ask for a quote.

Customer accounts. To provide the service, keep the account secure, and meet our contract. Lawful basis: contract, and legitimate interests for security logs.

Staff time on site. To check that a venue is really staffed before it can alert the public. Lawful basis: legitimate interests in stopping false public alerts.

Billing. To take payment for a plan. Lawful basis: contract.

Public concerns. To deliver the report to the venue and keep an audit trail. The venue relies on its own lawful basis. We process that data on the venue's instructions.

Legal duties. We may keep records if the law requires it.

We use other companies to run the service.

Amazon Web Services. Hosting and file storage in the UK, region eu-west-2.
Microsoft 365. Our email inbox, where website enquiries arrive.
Clerk. Sign-in for staff, including Microsoft, Google and Apple sign-in.
Stripe. Payments and invoices.
Apple and Google. Push notifications to phones, when you use the apps. We send them through Amazon Web Services.
Google Fonts, unpkg and jsDelivr. Fonts, styles and icons for the website and platform pages. They see your IP address when a page loads.
OpenStreetMap. Map images on venue map screens. It sees your IP address when the map loads.

This list is also our list of sub-processors for customer data. We tell customers before we add a new one, as set out in our Data Processing Agreement.

We do not sell your data. We only share it with a venue's own staff who have permission, with a supplier who needs it to run the service, or if the law requires it.

A venue can export its records for a regulator or an insurer.

A small number of Venguard staff can open a customer's account to give support or fix a problem. We log each time this happens.

Where data is stored

Platform data is stored in the United Kingdom on AWS, region eu-west-2.

Clerk and Stripe are US companies. Staff sign-in data is stored in the US. Billing details may be sent to the US.

Both are certified under the UK Extension to the EU-US Data Privacy Framework, also called the UK-US data bridge. UK law treats that as a safe way to send data to them. If it stops applying, their contracts use the UK International Data Transfer Addendum instead.

Requests to Google Fonts, unpkg, jsDelivr and OpenStreetMap may leave the UK.

How long we keep data

Website hosting logs: 30 days.

Website enquiries: while we need them to reply, and for a short time after, unless you ask us to delete them.

Platform logs: up to 14 days.

Platform records: for as long as the organisation's account needs them for safety and compliance. If the organisation's plan ends, it has 90 days to export its records. We then delete its data, unless the law says we must keep it.

If an organisation starts to sign up but does not pay within 7 days, we delete what it entered.

Concern photos, videos and chat stay with the concern record until the organisation deletes them or the account ends.

Daily staff time on site, audit logs and sign-in logs stay until the account ends.

Venue presence records expire after a few minutes.

Your rights

You can ask to see your data, correct it, delete it, limit how we use it, or object to some uses. You can also ask for a copy to take elsewhere.

If we are the processor, we will pass your request to the organisation that controls the data, or tell you who to contact.

Email info@venguard.co.uk.

You can complain to the Information Commissioner's Office at ico.org.uk.

Children

The website and staff tools are for organisations, not for children. A young person at a venue might still use a public reporting tag. We do not ask them for an account or extra personal details.

How we keep data safe

We use encrypted connections, role-based access, and audit logs. Concern photos have extra camera data removed. Only someone with the private link from the report can open its chat. Public reporting does not require an account. Raw GPS from the Public App stays on the device.

No system is perfect. If a breach is likely to put people at risk, we will tell the ICO and affected people when the law requires it.

Changes

We will update this page when the service or the law changes. The date at the top will change.