Privacy Notice

Waekey Guard · for guards using the app · last updated 25 September 2026

The short version

This is a work app. Your employer decides what goes in it and why. We run it for them.

It records your location twice a shift — when you clock on and when you clock off — and once each time you scan a checkpoint. It does not follow you around in between.

It does not track you for advertising. There are no adverts, no analytics and no tracking of any kind in this app.

Your records are kept in the UK.

Who is responsible for your information

Two organisations are involved, and it matters which is which.

Your employer — the security company you work for — decides what information is collected about you and what it is used for. In data protection law they are the controller. If you want to know why a particular thing is recorded, or you want something corrected, they are the people to ask first.

We build and run the app, and store the information on your employer's behalf. In data protection law we are the processor. We do not use your information for our own purposes, we do not sell it, and we do not share it with anyone except as described below.

Waekey is a product of Premak Services Ltd, registered in England & Wales, company number 16865244. Registered office: 61 Bridge Street, Kington, HR5 3DJ. We are on the Information Commissioner's Office data protection register, reference ZC210479.

If you have a question about your information, or you want to complain about how it is being handled, email privacy@waekey.co.uk. Ask your employer first where you can — they decide what is recorded about you — but you never have to go through them to reach us.

What the app records about you

Who you are

Your name, work email address and phone number.
Your SIA licence number and its expiry date, if your employer has entered them.
A profile photo, if one has been added.
Your role, and which sites and shifts you are assigned to.

We record your SIA licence number. We do not check it against the SIA register — the app has no connection to the SIA, and nothing in it confirms a licence is genuine or still valid. It is a number your employer has typed in.

Your working time

When you clock on and off, which site, how long you worked, and breaks.
Any change your employer later makes to those times, who made it and why.
Whether a timesheet has been approved or rejected, and any reason given.

Where you are

The app asks your phone for a location at exactly three moments: when you clock on, when you clock off, and when you scan a checkpoint. Each one is a single reading taken at that instant. The app never watches your position continuously, and it records nothing at all when it is closed.

If your phone cannot get a fix, or you have refused location permission, the clock still works and the location is stored as blank. It is not held against you by the app.

The work you do

Patrol rounds and every checkpoint scan, with the time.
Reports you file: lock-ups, unlocks, patrols and alarm responses, with what you observed and any issues.
Incidents you report, including any photos you attach.
Occurrence book entries and any photos attached to them.
Keys you sign for or hand back, including any photo taken as evidence.
Messages you send and receive in the app, and when they were read.

Lone worker and welfare checks

When a welfare watch is started and ended, how often you are due to check in, and each check-in.
If you press the panic button: that you pressed it, when, and where.
A note of the device being used for the watch.

A record of actions taken

The system keeps an audit log of significant actions — who did what and when. This exists so that records cannot be quietly altered, which protects you as much as anyone: it is the evidence that what you wrote is what is still there.

Information about other people

Some of what you type into the app is about somebody else. If you sign a visitor in, the app stores their name, their company, who they came to see, why, and the times they arrived and left. Alarm and call records can contain the name and phone number of whoever rang in.

Those people have the same rights over their information as you do over yours. Record what the job needs and no more — in particular, the occurrence book is a permanent record that cannot be edited afterwards.

Why it is recorded

To run the guarding service — who is on which site, what was checked, what happened.
To pay you correctly — the clock records are what your hours are worked out from.
To keep you safe — the welfare watch and the panic button only work because the control room can see them.
To prove the work was done — clients ask for evidence of patrols, and incidents sometimes end up in front of police, insurers or a court.

Location is recorded for the last two reasons. It is not there to check up on you between checkpoints, and the app is not capable of doing so.

Who can see it

The control room and management at your employer, according to the permissions your employer sets.
Clients, for work done at their own sites, if your employer has given them access.
Our hosting provider, Supabase, which stores the database and the photos.
Police, insurers, courts or a regulator, where your employer is required or entitled to hand records over.

Nobody buys this information from us, because we do not sell it. There is no advertising in the app and no advertising company receives anything.

Other companies the app touches

There are only two, and neither receives your records:

Google Fonts. The app loads its typeface from fonts.googleapis.com when a screen opens, so Google can see your device's IP address and roughly when the app was used. It receives nothing you have typed and nothing about your work. We intend to move this font onto our own server so that it stops happening.
Google Maps and Waze. Only if you tap a button to navigate to a site. That hands the destination to whichever app opens, and from that point you are in their app and their privacy policy, not ours. Nothing about you is sent — only where you asked to go.

Where it is kept

On servers in the United Kingdom (London). Your information is not transferred outside the UK by us.

How long it is kept

We should be straight about this: nothing in the app deletes anything. There is no automatic clear-out, so records stay until your employer asks us to remove them. How long your employer keeps them is their decision, and some records — incidents in particular — may need to be kept for years because of insurance or legal claims.

Your rights

You can ask for a copy of what is held about you, ask for anything wrong to be corrected, object to how it is used, and in some cases ask for it to be deleted. Ask your employer first, because in law it is their decision. If they need us to get the information out of the system, we will help them.

One honest limit: an occurrence book entry, an incident report and the audit log are designed so that they cannot be altered after the event. That is the point of them. If something in one of those is wrong, the answer is a new entry recording the correction, not a quiet edit to the old one.

If you are unhappy with how your information has been handled, you can raise it with us at privacy@waekey.co.uk. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, or call them on 0303 123 1113. You do not have to come to us first.

Keeping it safe

Everything travels encrypted between your phone and the server.
The database enforces, row by row, that you only see your own company's records — not the app, the database itself.
Photos are reached through links that expire after an hour.
You sign in with your own account. Do not share it: everything done with your sign-in is recorded as done by you.

Changes to this notice

If what the app records changes, this page changes with it, and the date at the top changes too.