Terms of use
Last updated: 27 August 2026
These terms cover your use of the Vigilance Ltd staff portal. By signing in or submitting an application, you accept them.
Who can use this portal
The portal is for people applying to work with Vigilance Ltd and for our current staff. Access ends when you stop working for us.
Your account
You sign in with a one-time link sent to your email address. There is no password. That link is a credential:
- Do not forward or share a sign-in link with anyone, for any reason
- Do not let anyone else use your account
- Keep the email account you registered with secure
- Tell us immediately if you think someone else has access
Because a sign-in link grants access to your bank details and identity documents, anyone holding a valid link can see them. Treat it as you would a bank password.
Information you give us
You confirm that what you submit is true, accurate and your own. That includes your identity documents, right to work evidence, SIA licence details and qualifications.
Submitting false information, or documents belonging to someone else, may result in your application being rejected or your employment being terminated, and may be reported to the SIA, the Home Office or the police where we are required or entitled to do so.
Expense claims
If you submit an expense or mileage claim, you confirm that it is a genuine cost of authorised Vigilance business, has not been claimed or paid elsewhere, and is supported by the receipt or journey evidence requested in the form. Ordinary travel between home and your normal workplace is not normally business mileage.
The mileage rate and declaration shown when you submit are saved with the claim. Management may check, adjust or reject a claim with a reason. Submission does not guarantee approval or immediate payment. Knowingly false, duplicated or altered claims may be investigated, recovered and handled under company procedures.
Once you submit an application it is locked and cannot be edited. This protects both of us: it means the record of what you supplied cannot be changed afterwards. If something needs correcting, contact us.
Keeping your details current
You are responsible for keeping your SIA licence, right to work status and share code up to date in the portal. Working with an expired SIA licence is a criminal offence, and we may be unable to give you shifts if your record shows expired or unverified credentials.
Entering a new licence number or expiry date resets it to unverified until a member of our team has checked the document, so please upload the new document at the same time.
Bank details
You cannot change your bank details directly. Submitting new details creates a request that payroll must approve before it takes effect, and your existing details continue to be used until then. We may contact you by phone to confirm a change before approving it. This protects your wages from being redirected if your email account is ever compromised.
What you must not do
- Try to access anyone else's records
- Try to gain access or permissions beyond your role
- Copy, extract or share other people's personal data
- Upload malicious files, or anything unlawful or offensive
- Interfere with, probe or attempt to disrupt the portal
Attempts to exceed your access are logged and investigated. Misuse may lead to disciplinary action, loss of access, and where appropriate referral to the police.
Documents and payslips
Documents you upload become part of your employment record and cannot be deleted through the portal. Links to view documents expire after 60 seconds - download anything you want to keep.
Payslips are uploaded by the office. Only you and payroll can see yours.
Shifts and site records
You must use clock-in, clock-out, patrol and handover records honestly and only for a shift assigned to you. Device location is requested at clock-in and clock-out; the portal does not continuously track you. Site instructions and emergency procedures must be read before you begin work, and a new version may require a fresh acknowledgement.
Scheduling warnings help administrators identify excessive hours or insufficient rest. They do not replace an individual safety assessment and do not guarantee that every proposed shift is lawful or safe.
Shift reminders and leave requests
Portal and email notifications are a convenience and may be delayed. You remain responsible for checking your confirmed rota and arriving at the reporting time shown. A leave request is not approved until its status changes to approved in the portal. Do not assume that submitting a request removes an existing shift; contact management if assigned work overlaps dates you need away.
Pay discrepancies
If you believe your pay is incorrect, submit a pay discrepancy with accurate dates, hours and amounts as soon as possible. Submitting a form records the issue for payroll review; it does not by itself confirm that an additional payment is due. Check the response in the portal and contact payroll if the matter is urgent.
Availability
We aim to keep the portal available but cannot guarantee uninterrupted access. We may suspend it for maintenance or make changes to how it works. Nothing here is a guarantee of service levels.
Your data
How we handle your personal information is set out in our privacy notice.
Changes to these terms
We may update these terms. If we make a significant change we will tell you. Continuing to use the portal means you accept the current version.
Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Contact
Questions about these terms: privacy@vigilanceltd.co.uk