Last updated: 04/10/2025
1. Who we are
This Privacy Notice is issued by Shiftguard, a service operated by ShiftGuard Ltd, headquartered in the United Kingdom. Shiftguard provides intelligent workforce management tools for businesses seeking reliable shift scheduling, compliance oversight, and operational efficiency.
When we refer to "Shiftguard", "we", "our" or "us", we mean ShiftGuard Ltd and its affiliated services that operate under the Shiftguard brand.
For more about who we are, please visit our About Us or Contact pages.
2. Scope of this notice
This notice outlines how we handle personal data, which means any information that can directly or indirectly identify an individual. This may include names, email addresses, contact details, billing information, device identifiers, and user activity data.
It applies to personal data collected through our websites, mobile applications, and all other interactions relating to our services—including events, surveys, customer support, and marketing communications.
3. What this notice does not cover
This notice does not apply to personal data entered into Shiftguard by our customers (e.g., employers or administrators) about other individuals such as employees, contractors, or clients. In those instances, the customer acts as the data controller, and Shiftguard acts as a data processor, handling such data on their behalf in accordance with their instructions.
If you are an employee or third party and have questions about your data, please contact the organisation that invited you to use Shiftguard.
4. Data we collect and how
The personal data we collect depends on how you interact with us. We collect information through:
- Direct interactions, such as account creation, support requests, or form submissions.
- Automated technologies, such as cookies and application usage tracking.
- Third-party sources, including integration partners and service providers.
Categories of data we may collect:
- Identity and contact details (e.g. name, email, phone number, address)
- Account information (e.g. login credentials, user roles, subscription details)
- Payment data (e.g. billing information, transaction history)
- Communications (e.g. emails, support interactions, chat transcripts, call logs where consented)
- Marketing data (e.g. survey responses, communication preferences)
- Device data (e.g. IP address, browser type, device model)
- Service usage data (e.g. login history, navigation paths, feature use)
- Uploaded content (e.g. files, profile pictures)
- Sensitive data (e.g. optional health or compliance-related information, only when relevant and voluntarily submitted)
5. How we use your data
We process personal data for the following purposes:
- To provide and maintain our services, including account creation, subscription management, and customer support.
- To communicate with you, such as service announcements, updates, billing communications, and responding to enquiries.
- To ensure quality and training, through monitoring support interactions and improving internal processes.
- To secure our systems, including fraud prevention, access control, and incident response.
- To comply with legal obligations, such as tax or regulatory requirements.
- To enhance and develop our services, including research, analytics, and product improvement.
- For marketing and promotional purposes, where legally permitted or where you have given consent.
- To personalise content and recommendations, including targeted communications and user experience optimisation.
- To run surveys, competitions or events, where applicable.
- To manage or defend legal claims or disputes.
We process your data based on legal grounds including contractual necessity, legitimate interest, consent, and legal obligation.
6. Cookies and tracking
We use cookies and similar technologies to improve website functionality, measure service performance, and support personalised advertising. You can manage your cookie preferences through your browser settings or via our cookie management tool. For more information, refer to our Cookie Policy.
7. Data sharing
We may share your personal data with:
- Other entities within ShiftGuard Ltd, where needed to support service delivery.
- Third-party service providers, such as hosting providers, analytics services, email delivery platforms, and payment processors.
- Integration partners, at your direction or request.
- Regulators, law enforcement or legal entities, where required by law or to protect our rights or others' safety.
- Buyers or prospective buyers in the event of a merger, acquisition or business sale.
- Other parties, with your explicit consent or where legally permissible.
If you are an invited user under a business account, your activity within Shiftguard may be visible to the account administrator or employer.
8. Data retention
We retain personal data only for as long as is necessary to fulfil the purposes outlined in this notice, and to meet our legal or operational obligations. Once data is no longer required, we ensure it is securely deleted or anonymised.
9. Security
We take data security seriously. Shiftguard implements industry-standard technical and organisational measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction.
For further details on our approach to security, please contact us directly.
10. International transfers
Some of our service providers and data storage partners operate in countries outside your jurisdiction. When personal data is transferred internationally, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by relevant authorities.
11. Your rights
As an individual, you have rights in relation to your personal data, which may include:
- Accessing the personal data we hold about you
- Requesting corrections or deletions
- Restricting or objecting to processing
- Receiving a copy of your data in a portable format
- Withdrawing consent where applicable
- Lodging a complaint with a data protection authority
To exercise any of these rights, please contact us at support@shiftguard.co.uk
12. Changes to this notice
We may update this notice from time to time. Material updates will be communicated via email or prominent notices on our website or applications. We encourage you to review this page periodically for the latest information.
13. How to contact us
For privacy-related queries, data requests, or general information, please contact:
ShiftGuard Ltd
124 City Rd, London EC1V 2NJ
support@shiftguard.co.uk
14. Additional information for UK and EEA residents
For individuals based in the United Kingdom or European Economic Area:
- ShiftGuard Ltd is the controller of your personal data.
- We process data in accordance with the UK GDPR and EU GDPR, relying on legal bases including contractual necessity, consent, legitimate interest, and compliance with legal obligations.
- Where data is transferred outside the UK or EEA, we use appropriate safeguards such as Standard Contractual Clauses to ensure protection.