Privacy Policy

This Privacy Policy applies to Guardzy's public website, product platform, demo and trial experiences, support channels, customer onboarding, and related business services.

It explains how Guardzy handles personal information when people visit our website, create or use an account, interact with our team, or access Guardzy through an organisation subscription.

By using Guardzy's services, you acknowledge that this policy applies to the personal information we collect and process in connection with those services.

Guardzy may use personal information to:

• Create and manage accounts
• Authenticate users and secure access
• Provide the platform and its core features
• Support collaboration, workflows, reminders, approvals, and reporting
• Provide customer support and troubleshoot issues
• Improve reliability, performance, usability, and product quality
• Process subscriptions and billing
• Detect, investigate, and prevent fraud, misuse, security incidents, and unauthorised access
• Comply with legal, regulatory, and contractual obligations
• Communicate service updates, security notices, and administrative messages
• Send marketing communications where permitted, with opt-out controls

Where UK or EU data protection rules apply, Guardzy may rely on lawful bases such as performance of a contract, legitimate interests, compliance with legal obligations, or consent where consent is the appropriate basis.

Guardzy handles both personal or account information about users and customer-controlled business information stored in workspaces.

Personal or account information includes details such as names, work emails, login activity, billing contacts, and support interactions. Customer content includes records, evidence, attachments, and other business information customers choose to manage through the platform.

Where Guardzy provides the platform to an organisation customer, Guardzy may process relevant customer content on behalf of that customer in order to provide the service.

In those cases, Guardzy processes customer content in accordance with customer instructions, platform configuration, and applicable contract terms.

Guardzy may use analytics, operational telemetry, and product usage information to improve service reliability, usability, security, and feature quality.

Where Guardzy offers AI-assisted drafting, recommendations, summaries, or workflow support, those features are designed to support user workflows and accelerate operational tasks.

Customers should review outputs before relying on them, especially for risk, compliance, audit, or business decisions.

Some AI-related controls may be available through product settings, workspace configuration, or commercial terms depending on the feature and customer plan.

Guardzy may use:

• Essential cookies to support sign-in, session handling, security, and core service operation
• Analytics cookies to understand performance and usage patterns
• Functionality or preference cookies to remember settings and improve the user experience
• Marketing cookies only where Guardzy actually uses them and where permitted

Users can manage cookies through browser settings and, where available, Guardzy's cookie controls.

Guardzy may share information with:

• Hosting and cloud infrastructure providers
• Authentication and identity providers
• Payment processors
• Customer support providers
• Analytics providers
• Communication and email providers
• Professional advisers
• Regulators, courts, law enforcement, or authorities where required
• Parties involved in a merger, acquisition, restructure, or sale of business assets

Guardzy does not sell personal information in the ordinary sense of selling user data for profit.

Guardzy and its service providers may process information in countries outside the jurisdiction where the user or customer is located.

Where international transfers occur, Guardzy takes reasonable steps to protect information and uses appropriate contractual, technical, or operational safeguards where required.

• Account information is retained while the account is active and for a reasonable period afterward.
• Customer content is retained in line with contractual terms, account settings, legal obligations, backup cycles, and legitimate business needs.
• Support, billing, audit, and security records may be retained for legal, security, fraud prevention, and compliance purposes.
• When information is no longer required, Guardzy will take reasonable steps to delete or de-identify it where appropriate.

Guardzy uses security measures such as:

• Encryption in transit
• Role-based access controls
• Authentication safeguards
• Logging and monitoring
• Least-privilege principles
• Backups and recovery processes
• Vendor risk management
• Incident response processes

No method of transmission over the internet or method of electronic storage is completely secure, so Guardzy cannot guarantee absolute security.

• Access
• Correction
• Deletion
• Objection or restriction where applicable
• Data portability where applicable
• Withdrawal of consent where processing is based on consent
• Marketing unsubscribe rights
• Complaint rights

If Guardzy processes information on behalf of an organisation customer, we may direct certain requests to the relevant customer administrator where appropriate.

If you sign up using a work email or use Guardzy through an employer or team subscription, certain account information and activity may be visible to authorised administrators of that workspace.

Administrators may control workspace settings, permissions, access, and content associated with organisational use.

Users should avoid storing personal or private material in organisation-managed environments if they want that material kept separate from work-managed systems.

When users connect third-party tools, Guardzy may exchange relevant data with those services to enable the integration, synchronise records, or support connected workflows.

Third-party services are governed by their own privacy terms and policies, and customers should review those policies directly.

Guardzy may update this Privacy Policy from time to time.

Material changes may be notified through the website, the product, or email where appropriate.

Continued use of Guardzy after an update may be treated as acknowledgment of the revised policy.