SHIELD — Personal Information and Privacy Notice

Your details

Full name, email address and company are filled from your profile when you sign. With no company, the company line reads Independent Passport user.

1. Who handles your information

SHIELD is operated by Red Watch Fire & Security Ltd.

Registered address and company number: still to be added.

Privacy enquiries: Privacy email and postal address: still to be added.

Red Watch is responsible for personal information it uses for its own purposes, including account administration, platform security and the independent Passport service.

Where your employer or another organisation uses SHIELD to manage its workforce or operations, that organisation determines the purposes of its workplace records. Red Watch processes those records on its behalf under the applicable data processing agreement, except where Red Watch has a separate, identified purpose of its own.

2. Information processed

Depending on your account and the features you use, SHIELD may process:

• Name, contact details, profile photograph and account identifiers.
• Company, role, site, project and work assignments.
• Qualifications, licences, skills, training, assessments and induction records.
• Right to Work information and supporting evidence where enabled.
• Work reports, inspections, asset checks, attendance and proof-of-work records.
• Documents, photographs, comments and information submitted in forms.
• Signatures, agreement choices and document versions.
• Account activity, security events and technical information necessary to operate and protect the service.
• Health, accident, safeguarding or other sensitive information only where a relevant authorised process requires it.

Not every category applies to every user. Forms should identify which information is required and why. Location information is used only as described for the relevant feature; this notice does not authorise continuous tracking.

3. Why information is used

Information is used, where applicable, to:

• Create and administer your account.
• Provide your Passport and the services you request.
• Manage authorised workforce, site and project activities.
• Record and check qualifications, training, inductions and work requirements.
• Produce reports, reminders and compliance records.
• Investigate incidents and maintain accurate operational records.
• Protect accounts, prevent misuse and maintain an audit trail.
• Meet applicable legal obligations and handle legal claims.

Your information will not be used for unrelated purposes without an appropriate lawful basis and any further notice or consent required.

4. Legal grounds

The applicable lawful basis depends on the purpose and organisation responsible. These may include performing a contract with you, complying with a legal obligation, legitimate interests assessed against your rights, or consent for genuinely optional features.

The published privacy schedule identifies the basis for each purpose. Purpose and lawful-basis schedule: still to be added.

Health and other special-category information require an additional applicable condition. Criminal-offence information requires the applicable legal authority and safeguards. Signing this notice does not supply those conditions.

5. Who can see information

Access is restricted according to verified organisational relationships, role, purpose and permissions.

Your linked company may give authorised staff access to information needed for their work. A client, host site or contractor organisation receives only the information authorised for its particular relationship and purpose. Company membership does not give every company user access to your full profile.

Unrelated companies cannot view your private profile merely because they use SHIELD. Optional Passport discovery is explained separately.

Approved service providers may process information to provide hosting, storage, communications, support and security under appropriate contractual arrangements. Service provider details: still to be added.

Information may also be disclosed where lawfully required or necessary for an appropriately assessed legal or security purpose.

6. Sensitive and restricted information

Medical records, identity evidence, Right to Work documents, home addresses, emergency contacts and other restricted records are not included in general Passport discovery.

Any access to these records must have a specific authorised purpose and appropriate permissions.

7. Storage and international access

Hosting and international transfer details: still to be added.

Where processing involves a restricted international transfer, the responsible organisation applies the required transfer mechanism and safeguards. Contact the privacy contact for information about applicable safeguards. Privacy email and postal address: still to be added.

8. Retention

Retention schedule: still to be added.

Different periods apply to accounts, workplace records, qualifications, incidents, signatures, security logs and backups. Information is not retained indefinitely simply because it has been signed.

Leaving a company does not automatically erase records that it lawfully needs to retain. Access to your continuing personal Passport and any retained company records is managed separately.

9. Your rights

Depending on the circumstances, you may request access, correction, erasure, restriction or portability of your information.

You may object to processing based on legitimate interests. Where processing depends on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

Rights are subject to applicable legal conditions. Privacy email and postal address: still to be added. We will explain which organisation handles your request.

You may complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.

10. Decisions and accuracy

SHIELD may display reminders, summaries and readiness indicators. These depend on the information and rules recorded in the system. They do not replace required professional checks or automatically establish a person’s legal entitlement, competence or suitability.

Automated decision-making with legal or similarly significant effects: still to be confirmed before this notice is published.

Your acknowledgement

I acknowledge that I have been provided with this privacy notice and can access a copy.

I understand that this acknowledgement records receipt of the notice. It is not blanket consent to all processing or permission for unrestricted sharing.