Privacy Policy
Last updated: 25/6/26
This Privacy Policy explains how FileGuard collects, uses, stores and protects personal information when you visit our website, create an account, use our platform, contact us or subscribe to our services.
Our website is: fileguard.co.uk
FileGuard is a cloud-based compliance management platform that helps businesses store documents, manage records, track inspections, monitor expiry dates, schedule reminders and organise compliance activity.
1. Who we are
FileGuard is operated by:
FileGuard
Email: help@fileguard.co.uk
Website: fileguard.co.uk
Location: United Kingdom
For the purposes of UK data protection law, FileGuard may act as a data controller for information we collect about our own customers, users, billing, support and marketing.
Where business customers upload their own documents, records, staff information, compliance data or files into the FileGuard platform, FileGuard may act as a data processor on behalf of that customer.
2. Information we collect
We may collect and process the following types of information:
Account information
When you create an account or use FileGuard, we may collect:
- name
- email address
- company name
- job title or role
- password or authentication details
- account settings
- team member details
- organisation information
- login activity
- user permissions and roles
Business and compliance information
When using the FileGuard platform, users may upload or enter information such as:
- compliance records
- inspection details
- service dates
- calibration dates
- equipment and asset information
- reminders and deadlines
- certificates
- training records
- documents and files
- notes and service history
- responsible persons
- supplier information
- storage and usage data
Customers are responsible for ensuring they have the right to upload and process any information they add to FileGuard.
Billing and subscription information
If you subscribe to FileGuard, we may process information relating to:
- subscription plan
- billing email
- billing address
- payment status
- invoices
- VAT/tax information
- Stripe customer ID
- subscription status
- cancellation or renewal status
We do not directly store full card details. Payments are processed securely by Stripe.
Website and technical information
When you visit our website or use the platform, we may collect:
- IP address
- browser type
- device type
- operating system
- pages visited
- date and time of visit
- referral source
- website usage data
- error logs
- security logs
- cookie preferences
Support and communication information
If you contact us, we may collect:
- your name
- email address
- company details
- message content
- support requests
- feedback
- records of communication
3. How we use your information
We use personal information to:
- create and manage user accounts
- provide access to the FileGuard platform
- store and manage customer documents and records
- send reminders and notifications
- manage subscriptions and billing
- process payments through Stripe
- provide customer support
- improve the website and platform
- monitor performance and security
- prevent fraud, misuse or unauthorised access
- respond to enquiries
- maintain records of service activity
- meet legal, regulatory and tax obligations
- send service updates or important account notices
- send marketing communications where permitted
4. Lawful bases for processing
We rely on different lawful bases depending on how and why we process personal information. These may include:
Contract
We process information where it is necessary to provide FileGuard services, manage accounts, process subscriptions and deliver the platform.
Legal obligation
We may process information where required to comply with legal, tax, accounting, data protection or regulatory obligations.
Legitimate interests
We may process information where necessary for our legitimate business interests, such as improving FileGuard, keeping the platform secure, responding to enquiries, preventing fraud and managing customer relationships.
Consent
We may rely on consent for certain activities, such as optional marketing cookies or certain marketing communications, where required.
5. Customer responsibility for uploaded data
FileGuard allows customers to upload and manage documents, records and compliance information. Customers are responsible for ensuring that:
- they have a lawful basis to upload and process the information
- the information is accurate and appropriate
- unnecessary sensitive personal data is not uploaded
- users only upload documents needed for compliance management
- they manage user permissions correctly
- they comply with their own data protection responsibilities
Users should avoid uploading unnecessary personal, medical, financial, HR or sensitive information unless it is genuinely required for their organisation's compliance management.
6. Sensitive personal information
FileGuard is not designed to collect special category data by default.
However, customers may upload documents that contain sensitive information. This could include health information, HR records, accident reports or other sensitive data.
Where customers upload this type of information, they remain responsible for ensuring it is lawful, necessary and properly controlled.
7. How we share information
We do not sell personal information.
We may share information with trusted service providers who help us operate FileGuard, such as:
- hosting providers
- database providers
- payment processors
- email delivery services
- analytics providers
- security and monitoring tools
- customer support tools
- professional advisers
- legal or regulatory authorities where required
These providers may only process information where needed to provide their services to us.
8. Payment processing
FileGuard uses Stripe to process payments and manage subscriptions.
When you subscribe, Stripe may collect and process payment information, billing details and authentication information. We do not store full card details on our own systems.
Stripe's processing of your personal information is subject to its own privacy policy and terms.
9. Cookies and analytics
FileGuard may use cookies and similar technologies to keep the website secure, allow login functionality, support checkout, remember preferences, understand website usage and improve performance.
Essential cookies are required for the website and platform to work properly. Non-essential cookies, such as analytics or marketing cookies, should only be used where appropriate consent has been given.
For more information, please see our Cookies Policy.
10. How we store and protect information
We take appropriate technical and organisational steps to protect personal information. These may include:
- secure login systems
- password protection
- role-based access controls
- secure cloud storage
- encryption in transit
- restricted access to customer data
- access logging
- backups
- monitoring and security controls
- staff/admin access restrictions
- secure payment processing through Stripe
However, no system can be guaranteed to be completely secure. Users are responsible for keeping their login details safe and ensuring access is only given to authorised team members.
11. Data retention
We keep personal information only for as long as necessary for the purposes it was collected. Retention periods may depend on:
- how long you use FileGuard
- legal, tax or accounting requirements
- support or dispute requirements
- security and fraud prevention needs
- whether an account is active, expired or cancelled
If a subscription ends or an account is closed, we may retain customer data for a limited period to allow reactivation, export, support, legal compliance or backup recovery.
Customers may request deletion of their organisation data, subject to legal or technical limitations.
12. Account cancellation and expired trials
If a free trial expires or a subscription is cancelled, access to the platform may be restricted or locked.
We do not automatically delete customer data immediately when a trial expires or subscription ends. Data may be retained for a reasonable period so the customer can subscribe, reactivate, export data or request deletion.
13. International transfers
Some of our service providers may process data outside the United Kingdom.
Where personal information is transferred internationally, we aim to ensure appropriate safeguards are in place, such as recognised transfer mechanisms, contractual protections or equivalent safeguards required by data protection law.
14. Your rights
Depending on the circumstances, individuals may have rights under UK data protection law, including the right to:
- access personal information
- correct inaccurate information
- request deletion
- restrict processing
- object to processing
- request data portability
- withdraw consent where processing is based on consent
- complain to the Information Commissioner's Office
Some requests may need to be handled by the business customer who controls the data, especially where the information was uploaded into FileGuard by that customer.
15. How to make a data request
To make a privacy or data protection request, contact us at: help@fileguard.co.uk
Please include enough information for us to identify your account and understand your request.
If your request relates to information uploaded by a FileGuard customer, we may need to refer the request to that customer.
16. Marketing communications
We may send marketing emails where permitted by law.
You can opt out of marketing emails at any time by using the unsubscribe link in the email or contacting us at: help@fileguard.co.uk
We may still send important service emails, such as account, security, billing or subscription notices.
17. Children
FileGuard is intended for business use and is not intended for children. We do not knowingly collect personal information from children.
18. Links to other websites
Our website or platform may contain links to third-party websites. We are not responsible for the privacy practices, content or security of third-party websites. You should review their privacy policies before providing information to them.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, platform, legal requirements or data practices. When we update this policy, we will change the "Last updated" date at the top of this page.
20. Contact us
If you have any questions about this Privacy Policy or how FileGuard handles personal information, contact us at:
Email: help@fileguard.co.uk
Website: fileguard.co.uk
Summary
FileGuard collects and processes personal information to provide its compliance management platform, manage accounts, store customer records, process subscriptions, send reminders, support users and keep the platform secure.
We do not sell personal information. We aim to process information responsibly, securely and in line with UK data protection requirements.