Privacy Notice
Terra Guard Technologies Limited. Last updated 30 September 2026.
1. About this notice
This notice explains how Terra Guard Technologies Limited ("Terra Guard", "we", "us") collects and uses personal information, and the rights you have. It applies to our customers and their staff, people who contact us or visit our website, people we contact about our services, suppliers, job applicants and visitors to our sites.
Last updated: 30 September 2026.
2. Who we are
| Company | Terra Guard Technologies Limited, registered in England and Wales, company number 16064080 |
|---|---|
| Registered office | 1 Market Hill, Calne, England, SN11 0BT |
| Office | 1 Smithfield House, 1 The Square, Aldbourne, SN8 2DU |
| Telephone | 01672 216 777 |
| Data Protection Officer | John Exton, [email protected] (marked "For the attention of the Data Protection Officer") |
We are the controller for the personal information described in this notice.
3. Information we collect and why
| Who | What we collect | Why, and our lawful basis |
|---|---|---|
| Customers and their staff | Name, job title, organisation, business email and telephone, collection addresses, site access details, correspondence, invoices | To quote for, arrange and carry out collections, and to issue Asset Inventory Sheets, Certificates of Data Destruction and invoices. Contract; legitimate interests; legal obligation (financial and waste records). |
| People who contact us | Name, contact details and your message, including enquiries made through our website | To reply and, where you ask, to provide a quotation. Legitimate interests; steps before entering a contract. |
| People we contact about our services | Name, job title, organisation, business email and telephone, professional profile, and a record of our contact | To offer our services to organisations likely to need them. Legitimate interests (business-to-business marketing). |
| Website visitors | Information collected by cookies, such as pages visited, device and browser type, and approximate location | To run the website securely (legitimate interests) and, with your consent, to understand how the site is used through Google Analytics. |
| Suppliers | Name, business contact details, bank details for payment | To manage our relationship and pay you. Contract; legitimate interests. |
| Job applicants | CV, contact details, interview notes, references, right-to-work information and, for some roles, the result of a criminal record (DBS) check | To assess applications and meet our legal duties as an employer. Steps before a contract; legal obligation; legitimate interests. Criminal record information is handled under an appropriate policy document, as the law requires. |
| Visitors to our sites | Name, organisation and time of visit; CCTV images at our operational site | To keep our premises, and the equipment and data in our care, secure. Legitimate interests. |
We do not make decisions about you based solely on automated processing.
4. Where we get your information
Most information comes from you directly. If we contact you about our services without you having contacted us first, we will have obtained your business contact details from:
- professional networking profiles, such as LinkedIn
- your organisation's website
- events, or a referral from someone who knows you
We only use business contact details, and only contact people whose role makes our services relevant to them.
5. Data on equipment you give us
When your organisation releases IT equipment to us, any personal data stored on it remains your organisation's responsibility as controller, and we act as its processor. We do not access, read, copy or use that data. We hold the equipment securely and erase the data, or destroy the storage where erasure cannot be verified, and issue a Certificate of Data Destruction as evidence. The terms that apply are set out in our Terms of Service.
6. Marketing
We send business-to-business marketing by email only to people at companies, limited liability partnerships and public bodies, or to others who have given consent. We never use personal email addresses for marketing without consent.
Every marketing email tells you who it is from and includes a way to unsubscribe. You can also ask us to stop at any time by contacting us. We will keep a record of your request so that we do not contact you again.
7. Who we share information with
We do not sell personal information. We share it only where needed with:
- service providers who help us run the business, including email, document storage, accounting, CRM, telephone, website hosting, security and AI assistant providers, under contracts that protect your information
- specialist data sanitisation partners, where they help us erase or destroy storage media
- our accountants and professional advisers
- certification and audit bodies, where they need to check our processes
- the police, regulators or others where the law requires it
8. International transfers
Some of our service providers, such as Microsoft, Google, Intuit, Wix and our AI assistant providers, are based in the United States or may store information there. Where personal information is transferred outside the UK, we make sure it is protected by UK adequacy regulations, including the UK Extension to the EU-US Data Privacy Framework, or by the UK International Data Transfer Agreement or Addendum.
9. How long we keep information
| Information | How long |
|---|---|
| Customer records, contracts and correspondence | Six years after the relationship ends |
| Asset Inventory Sheets, Certificates of Data Destruction and erasure records | Six years from issue, or longer if a customer contract requires |
| Financial records | Six years from the end of the financial year |
| Waste Transfer Notes | At least two years |
| People we have contacted about our services who have not engaged with us | 36 months |
| Unsubscribe requests | Permanently, so that we do not contact you again |
| Unsuccessful job applications | Six months after the decision |
| CCTV footage | 30 days, unless needed to investigate an incident |
10. Cookies
Our website is hosted by Wix, which uses cookies needed for the site to work securely. With your consent, we also use Google Analytics cookies to understand how visitors use the site. You can accept or refuse non-essential cookies when you first visit, and change your choice at any time through the cookie settings on the website or in your browser.
11. How we protect information
Terra Guard is certified to ISO 27001, the international standard for information security management. Our systems are protected by two-factor authentication, encryption and endpoint security, access is limited to those who need it, and our operational site is alarmed and monitored by CCTV.
12. Your rights
You have the right to:
- be told how we use your information (this notice)
- ask for a copy of the information we hold about you
- ask us to correct inaccurate information
- ask us to delete your information in some circumstances
- ask us to restrict how we use your information in some circumstances
- object to our use of your information, including an absolute right to object to direct marketing
- ask for information you gave us to be transferred to another organisation, in some circumstances
- withdraw consent at any time, where we rely on consent
To use any of these rights, contact our Data Protection Officer using the details in section 2. We will respond within one month. There is normally no charge.
13. Complaints
If you are unhappy with how we have handled your information, please tell us first, by email, telephone or in writing, using the details in section 2. We will acknowledge your complaint within 30 days, look into it promptly, and tell you the outcome.
You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk, telephone 0303 123 1113.
Any questions about how we handle your data?
No obligation. If we are not the right fit we will say so.