1. Introduction

Jay Security Limited is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect personal data when you use our mobile application, including guard tracking, reporting, and incident management features.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Jay Security Limited is the Data Controller responsible for your personal data.

📧 Contact: admin@jaysecuritylimited.co.uk

3. Personal Data We Collect

A. Account Information

• • Name
• • Email address
• • Phone number
• • Login credentials (securely stored)

B. Operational Data (Security Services)

• • Incident reports
• • Activity logs
• • Notes and written reports
• • Uploaded images or photos
• • Time and attendance data

C. Location Data (GPS Tracking)

• • Real-time location of security personnel
• • Location history during working hours

Location tracking is used only for operational and safety purposes and may be active during shifts.

D. Technical Data

• • Device type and operating system
• • IP address
• • App usage data
• • Log files (including errors and activity)

E. Identity & Vetting Data (High-Sensitivity Data)

As part of recruitment, onboarding, and compliance processes, we may collect and process identity verification documents, including:

• • Passport copies
• • Driving licence copies
• • Proof of address (e.g. utility bills, bank statements)
• • Right to Work documentation

This data is collected for the purpose of:

• • Identity verification
• • Right to Work checks
• • Compliance with legal and regulatory requirements
• • Employment and security industry vetting

This information is classified as highly sensitive and is handled with enhanced security measures.

4. How We Collect Your Data

We collect data:

• • Directly from users (account setup, reports, forms)
• • Automatically via the app (GPS, usage logs)
• • From employers or contractors (staff setup details)

5. Lawful Basis for Processing

We process personal data under:

• • Contractual necessity (employment/service delivery)
• • Legal obligations (compliance and reporting)
• • Legitimate interests (security operations and monitoring)
• • Consent (for location tracking where required)
• • Legal obligation – for identity verification, Right to Work checks, and regulatory compliance

6. How We Use Your Data

We use personal data to:

• • Manage user accounts and authentication
• • Monitor guard activity and location for safety and operational control
• • Record and manage incidents and reports
• • Store evidence such as photos and logs
• • Improve app functionality and performance
• • Ensure compliance with legal and contractual obligations

7. Data Sharing

We may share data with:

• • Clients (for reporting purposes)
• • Regulatory authorities where required
• • IT hosting and cloud service providers
• • Professional advisers

We do not sell personal data.

8. Data Security

Jay Security Limited implements strict technical and organisational measures to protect personal data, including:

• • End-to-end encryption where applicable
• • Secure cloud storage environments
• • Role-based access control (only authorised personnel can access sensitive data)
• • Multi-factor authentication (where implemented)
• • Secure upload and storage of identity documents
• • Regular system monitoring and security reviews

Identity and vetting documents are restricted to authorised management personnel only.

9. Data Retention

We retain data only as necessary:

• • Account data: while active
• • Incident reports and logs: up to 6 years
• • Location data: retained based on operational requirements

10. Your Rights

You have the right to:

• • Access your data
• • Request correction
• • Request deletion (where applicable)
• • Restrict or object to processing
• • Data portability

Requests can be made via email.

11. Location Tracking Transparency

Our app uses GPS tracking to:

• • Monitor guard movements
• • Ensure safety and accountability
• • Verify attendance and patrols

Location tracking may occur in the background during working hours.

Users will be informed and, where required, asked for permission.

12. Data Breaches

We will notify the Information Commissioner's Office (ICO) within 72 hours of any notifiable data breach and inform affected individuals where required.

13. Complaints

You may contact:

Information Commissioner's Office (ICO)