GDPR
Data Protection Summary
Last updated: 11 October 2026
This page summarises how RoamGuard approaches data protection for business travel readiness coordination, passport monitoring, entry-information triage, connectivity fulfilment and secure evidence handling. It should be read alongside our Privacy Notice.
1. Data minimisation
RoamGuard aims to collect only the information needed to create company accounts, manage project rosters, run traveller readiness checks, monitor passport dates, coordinate evidence and specialist handoffs, fulfil connectivity requests, provide support and issue invoices. The standard passport workflow uses issuing country and dates rather than a passport number.
2. Traveller data
Traveller data may include name, email address, role, destination, transit countries, travel dates, passport issuing country and issue or expiry dates, entry-permission declarations, trip purpose, work activity, connectivity choice, evidence uploads and readiness or fulfilment status. Business customers should only submit traveller details where they have a valid basis to do so.
3. Customer and processor roles
Business customers may act as controllers for employee traveller details. RoamGuard may act as processor where it handles traveller details to coordinate readiness or connectivity services on the customer’s documented instructions. RoamGuard acts as controller for its own account, sales, billing, support, security and legal records. The customer remains responsible for its notices, instructions and lawful basis for sharing traveller information.
4. Security controls
RoamGuard uses authenticated access, company-scoped permissions, row-level access controls for assigned projects, internal admin role checks, private evidence storage and separation between customer data and internal supplier or financial information. Operational events record submissions, reviews, decisions, resubmissions and action deadlines so the customer and RoamGuard can see what remains outstanding.
5. Billing and support separation
Billing enquiries are handled through billing@roamguard.co.uk. Technical support, traveller-link and privacy questions are handled through support@roamguard.co.uk. Commercial enquiries are handled through sales@roamguard.co.uk. This helps route customer queries to the correct operational process.
6. Data processing agreement
For larger customers or customers with specific compliance requirements, RoamGuard can discuss a data processing agreement covering processor obligations, instructions, security measures, sub-processors, international transfers and deletion or return of data. RoamGuard can coordinate a case with a named regulated immigration specialist, but does not itself provide regulated immigration advice or decide whether a traveller has permission to enter.
7. Contact
For data protection questions, contact support@roamguard.co.uk and put “Data protection request” in the subject line.