Privacy notice
Last updated: 30 August 2026
This notice explains what personal data Vigilance Ltd collects through this staff portal, why we hold it, who can see it, and what rights you have over it. It applies to job applicants and to current and former staff.
Who we are
Vigilance Ltd is the data controller for the information described here. We are registered with the Information Commissioner's Office (ICO), registration number ZB953873.
For anything about your data, contact privacy@vigilanceltd.co.uk.
What we collect
When you apply
- Your full legal name, any previous names, and date of birth
- Contact details - email address and phone number
- Your addresses for the last five years
- Gender
- National Insurance number
- Right to work status, Home Office share code and its expiry
- Passport number and expiry
- Bank account name, sort code and account number
- SIA licence number, licensed activities and expiry, and other qualifications
- An explanation of any gaps in employment, overseas periods, cash-in-hand work or education
- The name of anyone who referred you to us
- Documents you upload: CV, passport, two proofs of address, HMRC employment history, SIA licence images, DBS certificate, qualification certificates and any additional identity document
- Administrator verification records, including screenshots or PDFs from the official SIA register and prescribed right-to-work check
While you work for us
- Your work record - start date, employee number, access role and engagement type
- Next of kin name and phone number
- Shifts assigned to you and whether you accepted them
- Leave and absence requests, management decisions and dates when you are unavailable
- Portal notifications and records of whether a shift or leave email was sent
- Optional app-notification subscription details for each device you enable, such as its encrypted push endpoint and browser-generated keys
- Clock-in and clock-out time and location, including location accuracy
- Site briefing acknowledgements, patrol checkpoint times and shift handovers
- Periods when you tell us you are unavailable for work
- Uniform, keys and equipment issued to or returned by you
- Screening and vetting status, exceptions and management review records
- Rest and fatigue warnings, including the reason recorded when an administrator overrides a warning
- Job deployment records, control-room entries, debriefs and client operational updates that identify you
- Alarm-response dispatch, arrival and outcome records where you are the responder
- Payslips issued to you
- Pay discrepancy reports, expected and received pay figures, payroll investigation notes and outcomes
- Expense and mileage claims, journey details, business purpose, staff passenger names, receipts or journey evidence, approval decisions and payment references
- Updates you make to licences, right to work details or bank details
The portal requests your device location only when you choose to clock in or clock out. It does not continuously track your location. Patrol checkpoint scans record the checkpoint and time, but do not collect your device location.
Welfare check records will only be collected if Vigilance Ltd later enables a tested, actively monitored welfare service. That service is currently disabled; the portal does not present itself as an emergency or SOS service.
Security records
The portal keeps an audit log of significant actions - approvals, role changes, bank detail changes, and refused attempts to access or alter data. This records who did what and when. We keep it because the portal holds payroll and identity data and we need to be able to detect and investigate misuse.
Why we collect it, and our legal basis
| What for | Legal basis (UK GDPR) |
|---|---|
| Assessing your application and managing your employment | Article 6(1)(b) - necessary for a contract with you, or to take steps before entering one |
| Right to work checks, tax and National Insurance, statutory employment records | Article 6(1)(c) - legal obligation |
| Verifying SIA licences and qualifications for regulated security work | Article 6(1)(c) - legal obligation under the Private Security Industry Act 2001 |
| Paying you | Article 6(1)(b) - necessary for your contract |
| Reviewing, reimbursing and auditing authorised business expenses and mileage | Articles 6(1)(b), 6(1)(c) and 6(1)(f) - contract administration, tax and accounting obligations, and preventing duplicate or false claims |
| Audit logging and preventing fraud or unauthorised access | Article 6(1)(f) - our legitimate interest in protecting staff data and preventing payroll fraud |
| Scheduling, attendance, site safety, control logs, alarm response, patrol assurance, equipment custody and incident follow-up | Articles 6(1)(b), 6(1)(c) and 6(1)(f) - contract administration, workplace safety duties and our legitimate interests in delivering and evidencing security services |
Special category and criminal records data
DBS certificates and any disclosure of criminal convictions are criminal offence data under Article 10 UK GDPR. We process these under Schedule 1 of the Data Protection Act 2018 because it is necessary for assessing your suitability for regulated security work. We maintain a separate Appropriate Policy Document explaining how we handle this data, available on request.
Who can see your data
Access inside the portal is restricted by role, and enforced by the database itself rather than only by what the screen shows:
- You can see your own record, documents, licences, shifts and payslips. You cannot see other people's.
- Administrators can review applications, compliance evidence and staff records. For a prescribed online right-to-work check they can access the person's date of birth and share code. They cannot see National Insurance numbers or bank details.
- Payroll administrators can see the payroll and identity fields above, because they need them to pay you.
Bank detail changes cannot be made directly by anyone, including you. A change is a request that only takes effect once payroll approves it, and both the request and the approval are logged. This exists to stop anyone diverting your wages if your account is ever compromised.
Outside the company
- Supabase - hosts the database and file storage
- Vercel - hosts the portal itself
- Resend - sends portal emails, including one-time sign-in links
- Your browser's push service - delivers optional device notifications when you enable them
- HMRC, the SIA, and other bodies where we are legally required to share information
These providers act on our instructions and cannot use your data for their own purposes. We do not sell your data or use it for marketing.
App notifications are optional and use generic lock-screen wording so client, site, rate and personal details are not shown outside the authenticated portal. You can disable notifications for a device at any time from the Notifications page or your device settings. Email and the secure portal inbox remain available.
Where your data is held
Our database and uploaded documents are hosted by Supabase in the EU West (Ireland) region, and portal email is sent through Resend's EU (Ireland) infrastructure. Your data therefore stays within the European Economic Area. The UK has made adequacy regulations covering the EEA, so no additional transfer safeguards are required for this. Should we ever move data outside the EEA or the UK, we would rely on the UK International Data Transfer Addendum or equivalent safeguards and would update this notice.
How long we keep it
- If your application is unsuccessful - we keep it for six months from the date of our decision, then delete it. We keep it that long so that we can respond if you challenge the decision; a claim to an employment tribunal must normally be brought within three months.
- If you join us - we keep your employment record for six years after you leave, in line with statutory limitation periods for employment and tax matters. The portal calculates and records this deletion date automatically when you are marked as a leaver.
- Right-to-work check copies - kept securely during employment and for two years after employment ends, then securely deleted in line with Home Office employer guidance.
- Audit logs - kept for the same period as the record they relate to.
- Expense claims and supporting evidence - normally kept for six years after the relevant accounting period so we can support payroll, tax, accounting and audit records.
Your rights
Under UK GDPR you have the right to:
- Ask for a copy of the personal data we hold about you
- Have inaccurate data corrected
- Ask for your data to be deleted, where we are not legally required to keep it
- Ask us to restrict how we use your data
- Object to processing based on legitimate interests
- Ask for your data in a portable format
Some of these are limited where we have a legal duty to keep records - for example, we cannot delete tax records on request.
To exercise any of these, email privacy@vigilanceltd.co.uk. We will respond within one month.
Automated decision-making
We do not make automated decisions about you. Every application is reviewed by a person, and licences and right-to-work documents are checked manually by our team - the portal marks them as unverified until someone has done so.
Keeping your data secure
Uploaded documents are stored privately and are only reachable through short-lived links that expire after 60 seconds. Access rules are enforced in the database, so they apply even if someone bypasses the website. Sign-in is by a one-time emailed link rather than a password. Documents cannot be edited or deleted through the portal once uploaded, so a record cannot be quietly swapped after the fact.
Your sign-in link is the equivalent of a temporary password. Anyone who has a valid link can sign in as you, so please do not forward or share it.
Complaints
If you are unhappy with how we have handled your data, please contact us at privacy@vigilanceltd.co.uk and we will look into it.
You also have the right to complain to the Information Commissioner's Office (ico.org.uk).
Changes to this notice
If we change how we use your data we will update this page and, where the change is significant, tell you directly.