1. Scope
This Privacy Policy applies to the Patrol Guard Android application, web dashboard, backend API, and related support services (together, the “Service”). Patrol Guard is an operational guard tour system used by organizations to manage personnel, sites, checkpoints, patrol schedules, assignments, scans, incidents, and reports.
This policy does not replace an organization's own employee, contractor, or workplace privacy notice. The organization that provides your account may have additional rules about monitoring and operational records.
2. Who is responsible for the data
The organization that creates user accounts, assigns patrol work, and determines how Patrol Guard is used generally controls its workforce and patrol data. Patrol Guard processes that information to provide the Service and may separately control limited account, security, service-administration, and support information.
Questions about a specific assignment, personnel record, workplace monitoring practice, or instruction to delete an operational record should first be directed to your organization administrator. You may also contact us using the details below.
3. Information we handle
Account and organization information
- Name, username or email address, user identifier, organization identifier, assigned role, account status, and permitted site access.
- Authentication, session, password-reset, sign-in, lockout, and account-security records. Passwords are not intended to be stored in readable form.
Patrol and operational information
- Sites, zones, checkpoint definitions, patrol templates, schedules, shifts, assignments, checklist actions, validation outcomes, and completion status.
- Checkpoint NFC hardware identifiers, scan timestamps, server receipt timestamps, device sequence, offline status, and integrity or idempotency information.
- Incident and SOS information, severity, description, status, acknowledgement, escalation, and responsible personnel.
Location and device information
- Coordinates, accuracy, capture time, and checkpoint-distance results when location is required and permission is granted.
- Device identifier assigned by the Service, platform and app version, network or synchronization status, and technical diagnostics.
Integration, report, and support information
- Google account authorization metadata, spreadsheet identifiers, connection status, token lifecycle metadata, and synchronization health.
- Report filters and exported operational content.
- Messages and contact details you provide when requesting support.
4. Why we handle information
Information is handled only as reasonably needed to:
- create and secure accounts, authenticate users, and enforce role-based access;
- plan, assign, execute, validate, synchronize, and review patrol activity;
- verify checkpoint visits using NFC, time, and location rules configured by the organization;
- record, notify, acknowledge, and follow up incidents or emergency events;
- maintain auditability, prevent duplicate or unauthorized events, investigate misuse, and protect the Service;
- generate reports, monitor synchronization health, diagnose errors, and provide support;
- meet applicable contractual, safety, legal, and recordkeeping obligations.
The appropriate legal basis depends on the organization, its relationship with the user, the configured feature, and applicable law. Organizations are responsible for identifying and communicating their legal basis for workforce processing.
5. Location and NFC permissions
The mobile application may request NFC and location access for patrol verification. NFC reads the identifier of a checkpoint tag presented to the device. Location can be used to evaluate whether the scan occurred within the configured checkpoint area.
- Patrol Guard does not need continuous location tracking merely to show the dashboard.
- Location should be captured only when required for an active field workflow or checkpoint policy.
- Disabling permission may prevent a scan from satisfying the organization's verification requirements.
- The organization must place checkpoints and configure location rules lawfully and transparently.
6. Google services and organization-owned Sheets
An authorized organization administrator may connect the organization's Google account. The intended design creates or uses a separate spreadsheet for that organization; different organizations may therefore store operational data in different Google Sheets.
OAuth authorization is performed through the backend. Mobile and web clients are not intended to receive the Google client secret or stored refresh token. The backend uses the authorization only to provision and synchronize the organization's Patrol Guard worksheets and related permitted files. Disconnecting the integration stops future provider access but does not automatically delete data already written to Google.
Google's own privacy terms apply to the organization's Google account and stored spreadsheet. Organization administrators should review Google's notices before authorizing access.
8. Data retention and deletion
Retention depends on the data category, the organization's configuration and instructions, operational or safety needs, dispute and audit requirements, backup cycles, and applicable law. Append-only patrol and audit records may need to be retained for traceability and are not treated like freely editable profile data.
When data is no longer required, it should be deleted, anonymized, or made inaccessible according to the applicable retention process. Disconnecting Google Sheets, uninstalling the mobile application, or closing a browser session does not by itself erase server-side or organization-owned records. Requests should identify the organization and account involved so the responsible party can evaluate them.
9. Security
Patrol Guard uses technical and organizational measures intended to protect information, including authenticated API access, role-based authorization, encrypted transport, server-side validation, restricted provider credentials, token protection, audit events, and separation between organizations. No internet service or storage method is completely secure, and we cannot guarantee that every incident will be prevented.
If you believe an account or device has been compromised, notify your organization administrator and contact us promptly. Do not send passwords, OAuth tokens, NFC dumps, or other secrets by ordinary email or chat.
10. Your rights and choices
Subject to applicable law and the role of your organization, you may be entitled to request access, correction, completion, restriction, objection, withdrawal of consent where consent is the basis, or deletion of certain personal data. Some requests may be limited where retention is required for security, safety, audit, legal claims, or another lawful purpose.
You can control device permissions through the operating-system settings. Organization administrators can manage accounts, access, and Google integration settings. To submit a privacy request, use the contact details below and provide enough information to identify the relevant organization and account. We may need to verify identity and coordinate with the organization before responding.
11. Storage locations and international transfers
Hosting, networking, Google, or other service providers may process information in locations outside the user's region. Where required, the responsible party should use appropriate contractual or legal safeguards and assess the destination and provider. Organization administrators should also consider the storage region and settings of their Google Workspace or Google account.
12. Children's privacy
Patrol Guard is a workforce and organizational operations product, not a consumer service directed to children. Organizations must not create accounts for children or process children's data through the Service unless they have a valid, documented basis and all legally required protections.
13. Changes to this policy
We may revise this policy as the Service, providers, or legal requirements change. The effective date at the top will be updated. Material changes should be communicated through the Service, an organization administrator, email, or another appropriate channel before or when they take effect.
14. Contact
For privacy questions or requests, contact Patrol Guard support:
For faster handling, include the name of your organization, your account identifier, the type of request, and a safe way to contact you. Never include a password or provider token.