Legal
Privacy Notice
Last updated: 15 October 2026
This Privacy Notice explains how RoamGuard Global Ltd trading as RoamGuard collects, uses and protects personal data when providing business travel readiness coordination, passport-date monitoring, entry-information triage, connectivity fulfilment, billing and support services.
1. Who we are
RoamGuard provides a coordination platform for business travel projects. Support queries: support@roamguard.co.uk. Billing queries: billing@roamguard.co.uk. Commercial queries: sales@roamguard.co.uk.
2. Personal data we process
Depending on how you use RoamGuard, we may process account and company contact details, traveller names and email addresses, roles, destinations, transit countries, travel dates, passport issuing country and issue or expiry dates, entry-permission declarations, trip purpose and work-activity details, connectivity choices, private evidence or document uploads, support messages, action owners and deadlines, billing records, invoice details and technical information required to operate and secure the service, including aggregate visits to public website pages. We do not need a passport number for the standard readiness workflow.
3. Why we use personal data
We use personal data to create and manage company accounts and project rosters, coordinate tiered deployment checks, manage authorised project access, monitor passport dates, reassess trip-dependent information, identify missing or changed evidence, route exceptions for administrative or regulated specialist review, fulfil connectivity requests, send operational reminders and arrival checks, provide support, generate deployment checkout payments and connectivity invoices, secure the service and maintain an auditable activity record. RoamGuard does not make immigration or visa eligibility decisions and does not promise admission to a country.
4. Lawful bases
We rely on contract where processing is necessary to provide the service to a business customer, legitimate interests where we manage enquiries, support, security and service improvement, including public website analytics, and legal obligation where we must retain accounting, tax or compliance records. Customers remain responsible for having an appropriate lawful basis to provide employee or contractor data.
5. Controller and processor roles
RoamGuard acts as a controller for its own business administration, sales, billing, support, account and legal records. Where a business customer provides employee traveller details so that RoamGuard can coordinate readiness or connectivity services, the business customer may act as controller and RoamGuard may act as processor for that traveller data, depending on the final customer agreement.
6. Suppliers and service providers
We may use trusted service providers to host the application, manage authentication, store operational data and private evidence, process payments, send emails, process support requests, measure aggregate visits to public pages, fulfil connectivity, provide travel-requirements data or specialist review, and maintain business records. We only share personal data where needed for the service, support, billing, legal compliance, security or a documented customer instruction.
7. International services
Travel connectivity suppliers, hosting providers, email services and specialist partners may operate outside the United Kingdom. Where personal data is transferred internationally, we aim to use appropriate contractual, technical and organisational safeguards.
8. How long we keep data
When a trip ends, its deployment moves to the ended list; that change does not delete its records. We keep account, roster, readiness, evidence, support, fulfilment and payment records according to the period needed for service delivery, repeat deployment checks, legal obligations, accounting, disputes and security. Invoice and accounting records may be kept longer where required by law. Customers can ask about deletion or return of traveller data; some records must be retained. Contact us for the schedule applicable to your agreement and data category.
9. Your rights
Individuals may have rights to access, correct, delete, restrict or object to the use of their personal data, and to complain to the UK Information Commissioner’s Office. Where we process traveller data on behalf of a business customer, requests may need to be handled through that customer. We may need to verify identity before responding.
10. Contact
For privacy or data-rights questions, contact support@roamguard.co.uk and put “Privacy request” in the subject line. Billing queries should go to billing@roamguard.co.uk.