Privacy Policy

TeamsGrid ("we," "our," or "us") operates the TeamsGrid platform and the Zostrack guard tour management application. We respect your privacy and are committed to protecting the personal data of our users, clients, and partners.

This Privacy Policy explains what information we collect, why we collect it, how it is used, and the rights you have in relation to your data. By accessing or using our services, you agree to the practices described in this policy.

We collect different categories of information depending on how you interact with our services.

Account & Identity Information

• Full name, job title, and employer/company name
• Email address and phone number
• Username and encrypted password
• Profile photo (optional, for Zostrack user profiles)

Operational & Field Data (Zostrack)

• Guard patrol routes, checkpoint scan timestamps, and tour completion records
• GPS location data during active patrol sessions
• Incident reports, photographs, and field notes submitted via the app
• Maintenance alerts and site-specific activity logs
• Device identifiers (device model, OS version, app version)

Usage & Technical Data

• IP address, browser type, and operating system
• Pages visited, features used, and session duration
• Error logs and crash reports
• Cookies and similar tracking technologies (see Section 9)

Communications

• Messages sent to us via contact forms or email
• Support requests and correspondence

We use the information we collect for the following purposes:

Purpose	Details
Service Delivery	To provide access to TeamsGrid services and the Zostrack platform, including patrol tracking, incident reporting, and dispatch support.
Account Management	To create and manage your user account, authenticate logins, and maintain security.
Operational Reporting	To generate real-time and historical reports for security managers and property owners.
Communication	To respond to inquiries, send service notifications, and provide customer support.
Product Improvement	To analyse usage patterns, fix bugs, and improve platform performance and features.
Legal Compliance	To comply with applicable laws, regulations, and legal obligations.

Zostrack is a guard tour and security management application. Given the nature of security operations, the following additional data practices apply:

Location Data

Zostrack collects precise GPS location data from mobile devices during active patrol sessions. Location tracking is used exclusively to verify guard presence at designated checkpoints, generate patrol route reports, and enable dispatch oversight. Location data is only collected when a patrol session is active and the app is in use. We do not track device location in the background when the app is closed or a session is not in progress.

Photographs & Media

Guards and agents may upload photographs as part of incident reports or maintenance alerts. These images are stored securely and are accessible only to authorised supervisors and account administrators within your organisation.

Incident & Audit Reports

All incident logs, audit trails, and activity records created within Zostrack are the property of the subscribing organisation (our client). TeamsGrid acts as a data processor on behalf of our clients, who are the data controllers for field-generated content.

Push Notifications

Zostrack may send push notifications to alert guards and dispatchers of new assignments, incidents, or system updates. You may manage notification preferences within the app settings. Disabling notifications may affect the real-time functionality of the application.

We do not sell, rent, or trade personal data. We may share information only in the following limited circumstances:

• With your organisation: Operational data generated in Zostrack is shared with your employer or the subscribing security company who manages your account.
• Service providers: We use trusted third-party providers for cloud hosting, data storage, and analytics. These vendors are bound by strict confidentiality agreements and may not use your data for their own purposes.
• Legal requirements: We may disclose data if required to do so by law, court order, or government authority, or to protect the rights, property, or safety of TeamsGrid, our clients, or the public.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

We retain personal data only for as long as necessary to fulfil the purposes described in this policy, or as required by law.

Data Type	Retention Period
Account information	Duration of active subscription + 90 days after termination
Patrol & GPS session logs	As configured by the subscribing organisation (default: 12 months)
Incident reports & photos	As configured by the subscribing organisation (default: 24 months)
Website usage / analytics data	Up to 24 months
Support correspondence	3 years

Upon account termination, we will delete or anonymise your personal data within 90 days, unless retention is required by law or agreed otherwise in a service contract.

We implement industry-standard technical and organisational measures to protect your data against unauthorised access, loss, alteration, or disclosure. These include:

• Encrypted data transmission via HTTPS/TLS for all web and API communications
• Encrypted storage of sensitive account credentials
• Role-based access controls limiting data access to authorised personnel only
• Regular security assessments and vulnerability monitoring
• Audit logs for all administrative actions on the platform

While we take robust precautions, no system is entirely immune to security risks. We encourage users to maintain strong, unique passwords and to report any suspected unauthorised access to us immediately.

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal and contractual obligations.
• Portability: Request transfer of your data in a structured, machine-readable format.
• Restriction: Request that we limit how we process your data in certain circumstances.
• Objection: Object to processing of your data for specific purposes.
• Withdraw Consent: Where processing is based on consent, withdraw it at any time without affecting prior lawful processing.

To exercise any of these rights, please contact us using the details in Section 12. We will respond within 30 days. Note that if you are an employee using Zostrack through your employer's account, some requests may need to be directed to your employer as the data controller.

Our website (teamsgrid.com) uses cookies and similar technologies to enhance your browsing experience and collect usage analytics.

Types of Cookies We Use

• Essential cookies: Required for core website functionality such as session management and security. These cannot be disabled.
• Analytics cookies: Help us understand how visitors interact with our website (e.g. pages visited, time on site). We use this data in aggregate form only.
• Preference cookies: Remember your settings and preferences to personalise your experience.

You may control or disable non-essential cookies through your browser settings. Note that disabling cookies may affect certain website functionality. The Zostrack mobile application does not use browser cookies but may use similar device-level identifiers for session management and analytics.

Our services are intended exclusively for business use and are not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If we become aware that a minor has provided us with personal information, we will take steps to delete it promptly. If you believe a minor has submitted data through our platform, please contact us immediately.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or industry practices. When we make significant changes, we will:

• Update the "Last Updated" date at the top of this page
• Notify registered users via email or an in-app notice
• Where required by law, seek your consent before implementing material changes

We encourage you to review this policy periodically. Your continued use of our services after changes are posted constitutes acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please reach out to us: