Security and data protection
How we look after your travellers' data
RoamGuard handles passport dates, entry permissions and work documents for people travelling abroad for work. This page explains what we collect, where it is kept, who can see it and when it is deleted.
Last updated: 4 November 2026
Stored in London
Database, files and application servers run in the UK (London).
No passport numbers or scans
The passport check uses issuing country and dates only.
Evidence deleted after 90 days
30 days for health and safety documents, counted from the end of the trip.
A data processing agreement for every customer
Available on every plan, not only Enterprise.
What we collect
Only what is needed to get a traveller ready for a deployment:
- Name, work email address, role and, if given, a mobile number.
- The destination and travel dates of each deployment.
- Passport issuing country and issue and expiry dates. We do not ask for passport numbers or passport scans.
- Answers about entry permission, and any visa or permit document the traveller is asked to upload.
- Documents the customer asks for, such as site cards, qualifications, safety documents or, where a client or site requires it, a medical certificate.
- The traveller's phone and connectivity choice, so the right connection can be arranged.
Medical certificates are health data, a special category under UK GDPR. Managers are warned before they request one, and these files are kept for the shortest time.
Where it is kept
The database, uploaded files and the application servers that process requests run in London, UK. Public website pages are delivered through Vercel's global network, which does not hold traveller data. Some service providers, such as our email provider, are based outside the UK; where data is transferred, we rely on recognised international transfer safeguards.
Who can see it
- Each company only sees its own data. This is enforced in the database itself, not only in the application, and is checked in our release testing.
- Within a company, colleagues only see the deployments they are assigned to, unless they manage all deployments.
- Uploaded documents are kept in private storage. They open through a link that is created for an authorised user and expires after 60 seconds.
- Travellers do not need an account. Each traveller gets a secure personal link that expires after 30 days.
- Within RoamGuard, access is limited to the operations staff who review submissions.
- New accounts must confirm their email address with a one-time code, and passwords must be at least 12 characters with upper and lower case letters and a number.
How it is protected
- All connections use HTTPS encryption, and stored data is encrypted at rest by our database provider.
- Every invitation, submission, review and decision is recorded in an activity record that the customer can see.
- Card payments are handled entirely by Stripe. RoamGuard never receives or stores card numbers.
- Supplier costs, margins and internal notes are kept separate from anything customers or travellers can see.
How long we keep it
| Data | Kept for |
|---|---|
| Uploaded evidence, such as visas, permits, cards and certificates | 90 days after the deployment's last day, then deleted automatically |
| Health and safety documents, including medical certificates | 30 days after the deployment's last day, then deleted automatically |
| Readiness record: statuses, dates checked, review decisions | While the customer account is active, so repeat deployments and audits work. Deleted on request |
| Invoices and payment records | As long as UK tax law requires, normally six years |
When evidence is deleted, the activity record keeps a note that it was checked, without the document itself.
Service providers we use
| Provider | What for | Where |
|---|---|---|
| Supabase | Database, file storage and sign-in | London, UK |
| Vercel | Application hosting | London, UK. Public website files are cached on Vercel's global network |
| Resend | Sending service emails such as invitations and reminders | United States, under international transfer safeguards |
| Stripe | Card payments. RoamGuard never sees card numbers | UK, EU and United States, under international transfer safeguards |
| eSIM partners | Issuing eSIMs, only for travellers who are assigned a RoamGuard eSIM | Varies by partner, under international transfer safeguards |
| Specialist partners | Immigration or work authorisation advice, only for cases the customer agrees to refer | Named for each case |
We will tell customers before adding a new provider that handles traveller data.
Who is responsible
Your company is the controller of your travellers' data and decides what to collect. RoamGuard acts as processor and handles that data only on your instructions, to coordinate readiness and connectivity. RoamGuard is controller for its own account, billing, support and security records.
RoamGuard shows guidance and links to official sources. It does not give immigration advice or decide whether a traveller may enter a country; those decisions stay with the authorities and, where a case is referred, a qualified specialist.
Data processing agreement
Our standard data processing agreement applies to every customer, on every plan, as part of our Terms of Service. It covers our obligations as processor, the security measures on this page, our service providers, international transfers and the deletion or return of data at the end of the service.
Read the data processing agreement. For a countersigned copy, email support@roamguard.co.uk with “Data processing agreement request” in the subject line.
If something goes wrong
If we become aware of a breach affecting your travellers' data, we will tell you without undue delay, explain what happened and what we are doing about it, and give you what you need to meet your own reporting duties.
To report a security concern, email support@roamguard.co.uk with “Security concern” in the subject line.
Travellers' rights
Travellers can ask to see, correct or delete their data. Where we act for your company, we pass the request to you and help you respond. See our Privacy Notice for details.