Guard NX Privacy Policy

Status: approved for use by the Guard NX team on 2026-10-19 after internal legal review. Not reviewed by a licensed attorney; a California employment attorney review is recommended before the client relies on it.

Version of 2026-10-19, updated 2026-10-20 to match the build. Before the site goes live, remove this box, replace every bracket and remove the "Notes for reviewers" section, which holds the pre-publication checklist.

Effective date: [Effective date]

Who this policy covers

Unlimited Business Support Inc. ("the Company", "we", "us") uses Guard NX to schedule its security officers, record their working time and run its security services. This policy explains what information Guard NX collects, why, who receives it, how long it is kept and what choices you have. It covers:

• employees who use the Guard NX iPhone app or the admin website;
• users of the client portal (people at the Company's clients);
• visitors to the sites the Company protects, registered by client portal users or Company staff and checked in by officers.

It does not cover Company systems outside Guard NX.

Information we collect

• Account and employment details: name, work email, phone number, employee number, hire date, employment status, role, assigned sites and posts, training records, and security licenses or credentials (type, number, issuer and expiration date). [Client: list the credential types tracked; if they include a driver's license, state identification card, passport or Social Security number, name it here.]
• Emergency contact (optional): name, phone and relationship.
• Sign-in: your email and password (the sign-in service stores the password only in a protected, hashed form) and your sign-in sessions.
• Work records: schedules, shifts and availability; time-off requests; clock-in and clock-out times; meal and rest breaks and your answers about them; corrections to time records, with who made them and why; signed post orders and the drawn signature for each shift; equipment, field and incident reports; patrol checkpoint scans; dispatch messages; forms you submit; announcements you have read; vehicle assignments and inspections.
• Location: see "Location".
• SOS alerts: when you raise one, its site and post, its status, who acknowledged or resolved it and their notes, and one location reading (see "SOS alerts").
• Client portal users: name, email, role, and the service requests, approvals and visitor registrations they submit.
• Visitors: name, company, the person or unit visited, visit date and time, vehicle and license plate (typed by hand, not read by cameras), pass code, and check-in and check-out times.
• Camera: the app uses the camera only to scan QR codes at patrol checkpoints and on visitor passes. It takes and saves no photo.
• Photos and files attached to reports, once that feature is turned on. [Operator: update this line when attachments ship.]
• Technical information: IP address, device type and app version in server logs; a push notification token if you allow notifications (see "Notifications and text messages"); and an audit log of important actions (who did what, and when).

Guard NX does not read your contacts, photos, messages, microphone, health data or other apps.

Location

Guard NX uses your phone's location only for work, and only with your phone's "While Using the App" location permission.

Single readings

• At clock in and clock out: one reading to check that you are at the site: coordinates, GPS accuracy, distance from the site and whether you were inside the site's area. If location is not available, the reason your phone gave is recorded instead.
• At patrol checkpoints: one reading each time you scan a checkpoint.
• When you ask to extend a shift: one reading when you send the request.
• When you send an SOS: one reading at that moment (see "SOS alerts").

If location is off or you deny permission at clock in or clock out, you can still clock in and out. The record is marked for a supervisor to review, and that review never changes your recorded or paid time by itself.

Live location during shifts (only if the Company turns it on and you agree)

• Off by default. Live location runs only if the Company turns it on and publishes a live location notice.
• Your agreement comes first. Before any position is kept, you read the notice in the app and choose whether to agree. Your agreement is stored with the notice version, the language you read it in and the sentence you agreed to, which states the recording interval, when recording stops, the retention period, its exceptions and the backup window. Company staff cannot agree for you. You can reread the current notice in the app at any time, and ask al@ubizs.com for a copy of any version you agreed to.
• What is recorded: latitude and longitude, GPS accuracy and the time. Nothing else: no speed, direction, altitude or battery level.
• How often: about every 10 seconds, or every 15, 30 or 60 seconds if the notice says so.
• When: only between your clock in and your clock out.
  • It pauses when you start a meal or rest break in the app, and the server refuses any position from a recorded break.
  • If you take a break without starting it in the app, your phone keeps sending positions during it and the live map shows them. Tell your supervisor so the break is added to your record. Positions from that break are deleted when the break is added, unless the shift's route is under a legal hold.
  • It stops when you clock out. If you forget, it stops at the scheduled end of your shift (including an approved extension) plus the grace period stated in the notice (at most 60 minutes). Without a scheduled shift (or if the shift was canceled), live location does not record at all.
  • If you leave work without clocking out, live location keeps running until that stop time and the live map shows your positions. Clock out before you leave, or tell your supervisor. If your clock out is corrected to an earlier time, positions after it are deleted when the correction is saved, unless the shift's route is under a legal hold.
• No connection: your phone keeps positions for at most 24 hours in protected storage that is excluded from phone backups, and sends them when the connection returns. The server refuses positions older than 24 hours. The phone deletes unsent positions when you withdraw your agreement, when the Company turns live location off and when you sign out.
• You can see when it is on: the app shows when live location is on, and your iPhone shows its location indicator.
• New notice versions: if the Company changes the notice (for example the interval or the retention period), live location stays off for you until you agree to the new version.
• It is your choice. If you do not agree, live location stays off for you and you can still clock in, clock out and be paid as usual. You can withdraw at any time in the app, and collection stops at once. You can also withdraw in writing to your supervisor or al@ubizs.com; an owner or administrator then records it in Guard NX [Client: within one business day], and collection continues until it is recorded. The app tells you when it is recorded. Withdraw in the app for an immediate stop. Positions already sent are deleted on the normal schedule. The Company does not discipline, reassign or otherwise treat you differently because you decline or withdraw.

What Guard NX never does with location

• It uses no separate tracking hardware. Location comes only from the phone running the app.
• It does not collect location before you clock in, after you clock out or during a break you start in the app. The only exceptions are the single reading when you ask to extend a shift or send an SOS, which can happen during a break. Breaks not started in the app and forgotten clock outs are explained in "Live location during shifts".
• The live map shows each officer's latest position and how long ago it was recorded; if there is none from the last 30 minutes, it shows "No recent position". Route reviews show breaks in the line where positions are missing. Guard NX does not count, total, rank or send alerts about missing positions, and it never tries to detect restroom use, idle time or time away from a post.
• You may leave your phone outside restrooms, locker rooms, changing areas and lactation spaces; no Company rule requires you to carry it there. [Client: confirm that no post order, dispatch rule or SOS rule requires officers to keep the phone on them at all times; revise any that do before publishing.] Leaving your phone behind for these spaces is never treated as a violation, even though SOS is unavailable while you are away from it.
• Location never changes your recorded or paid time by itself. If a route raises a question about your hours, a person decides through the normal correction process using all the information, you are told, and you are paid for all time worked.
• Location never decides anything about you by itself: a person reviews it together with other information before any decision about discipline, termination or pay.
• Guard NX does not use artificial intelligence on location and does not infer emotions or similar traits.
• The Company does not use location to watch union or other protected group activity.
• Guard NX never shows your location, live or recorded, to clients. The Company does not give clients your location except when the law requires it (for example a subpoena or court order). [Client/Counsel: decide whether a client dispute, such as a coverage complaint, is an exception; if so, state it here.]

Who sees location inside the Company

• Live map: [owners, administrators, managers and supervisors] see each officer's latest position and how long ago it was recorded, never during a break recorded in the app and never without the officer's agreement. The audit log records which officers' positions each staff member was shown; repeated views within 10 minutes are recorded once, so an officer whose position stays on someone's map is named about once every 10 minutes. Turning live location off hides every position at once.
• Live location status: staff who see the live map also see, for each officer on duty, whether live location is on, paused for a break or off. An officer who has not agreed shows the same "No recent position" as any officer without a recent position. Only owners and administrators see each officer's agreement and withdrawal history.
• Routes: [owners, administrators and managers] can review one shift's recorded route at a time, only after entering a reason (for example an incident, an attendance question, safety or a legal request). Every review is logged with who, when and why. You are not notified automatically. [Client: confirm both lists of roles.]
• Clock-in, clock-out and shift extension readings: staff who review attendance and extensions [owners, administrators, managers and supervisors].
• Checkpoint readings: staff see only whether a scan was inside the checkpoint's area and how far outside it was, never the coordinates.
• SOS reading: only the staff who respond to SOS alerts.
• Map images: when staff open a map, their browser loads map images for the area on screen from the Company's map image service on Cloudflare. That request shows the map area and the viewer's IP address, not who is on the map. [Operator: confirm the production map image host.]

SOS alerts

• You can send an SOS while you are clocked in, including during a break.
• It alerts the Company's owners, administrators, managers and supervisors in the app and by push notification, and by text message the staff who agreed to receive SOS texts.
• It records one location reading at the moment you send it (coordinates and GPS accuracy, or the reason it was unavailable). A missing location never stops an SOS. Only responders see the reading; it is never put in text messages, push notifications or the audit log, and Guard NX never shows it to clients.
• SOS is not 911. It alerts Company staff only. It does not contact 911 or any emergency service, and it does not promise a response time. If you are in danger, call 911. Every SOS screen has a "Call 911" button.
• Canceling an SOS as a false alarm never leads to automatic discipline.

Notifications and text messages

Push notifications

• If you allow notifications, Apple (iPhone) or Google (Android, once that app is available) gives Guard NX a token to reach your device. Guard NX stores the token with the platform, whether it is a test or production build, and when it was last used. An account has at most 5 active devices. Signing out turns the token off.
• The notification's title and text pass through Apple's or Google's service and appear on your lock screen. They can include an officer's full name, the site and post, and short work details (for example a missed patrol checkpoint, a schedule change or an availability change). Attendance review notifications can say how far outside the site's area a clock in or clock out was, how accurate the GPS was, or why location was unavailable. SOS notifications use the officer's first name and last initial. Notifications never include coordinates. You can hide previews in your phone's notification settings. [Client: keep full-text push (ADR-078), or shorten notification text to first name and last initial with no distance before publishing and update this paragraph.]
• Apple and Google hold an undelivered notification for at most 12 hours (1 hour for SOS alerts).
• Notifications are optional. You can turn them off in your phone's settings and still use the app.

SOS text messages (SMS)

• Only staff who opt in themselves in Guard NX get SOS texts; nobody can opt in for someone else. Agreeing is voluntary and is not a condition of employment. Staff who decline still receive SOS alerts in the app and by push.
• Texts are sent only when an SOS is raised, resolved or canceled, so message frequency varies. Each text names the Company, the site and the officer's first name and last initial; the alert text also names the post when there is one. Texts never include location.
• Message and data rates may apply. Reply STOP to stop receiving texts, or HELP for help. You can also turn them off in Guard NX or ask al@ubizs.com to stop them.
• The Company keeps a record of each agreement (date, time, method, wording and phone number). Twilio sends the texts.
• Mobile information and messaging consent are not shared with third parties or affiliates for marketing or promotional purposes.

Your phone

[Client: keep the variant that applies, or both if officers may use either.]

If you use your own phone: Guard NX collects only what this policy describes. It cannot read your contacts, photos, messages, browsing or other apps, and it collects location only as described in "Location", never off the clock. If the Company requires you to use your own phone for work, it reimburses a reasonable share of your phone costs, as California law requires, under its phone reimbursement policy. [Client: name the policy and how the amount is set.]

If the Company gives you a phone: the phone belongs to the Company. Guard NX still collects only what this policy describes, and live location only between clock in and clock out. [Client: describe any device-management (MDM) or other tools on company phones and what they collect, or state that none are used.]

How we use information

• Scheduling, timekeeping, break compliance and the hours reported to payroll.
• Confirming attendance and patrol coverage at client sites.
• Safety: dispatch and SOS alerts.
• Investigating incidents, complaints and legal claims, including reviewing a recorded route when there is a stated reason.
• Serving clients: clients see reports after the Company reviews them, coverage and visitor records at their sites, shift extension requests if the Company lets them approve extensions and, if the Company allows it, the officer's first name and last initial.
• Training, licensing and compliance.
• Security, audit records and legal obligations.

People, not the app, make decisions about discipline, termination and pay.

Who receives information

We do not sell personal information or share it for advertising. We share it only as follows.

Service providers that run Guard NX for the Company. Each may use the information only to provide its service, under its contract with the Company, and must protect it at least as well as this policy does. [Counsel: confirm each provider's terms support this sentence, Apple's in particular; see "Notes for reviewers".]

The Company's clients. Clients see reviewed reports, coverage at their sites (post, "On duty" and shift times) and, if the Company allows it, the officer's first name and last initial; hours and passdown notes only if the Company turns them on for that client. Clients also see the visitor records for their sites (visitor name, company, person visited, notes, vehicle, plate, visit window, status and check-in and check-out times), including visitors that Company staff register, unless the Company turns visitor sharing off for that client. If the Company lets a client approve shift extensions, that client sees the officer's request (first name and last initial if names are shared, the minutes, the current and requested end times, and the reason and comments the officer writes) and the decision, its note and who made it. Guard NX never shows clients an officer's location, phone, email, address, pay, emergency contact, employee number, signatures or break status. [Client: confirm that client contracts require clients to protect officer information and use it only for the Company's services.]

The Company's lawyers and insurers[ and auditors], when needed for an investigation, an incident or a legal claim, under a duty of confidentiality. [Client: keep "auditors" only if the live location notice keeps it.]

When the law requires it, or to protect people's safety, respond to legal claims or protect the Company's rights. [Client/Counsel: if the Company will give routes to police investigating an incident without a court order or an emergency, say so here, as the bracketed bullet in the live location notice does.] Location goes to clients only when the law requires it (see "What Guard NX never does with location").

How long we keep information

[Client: confirm every period below. They are recommended minimums based on California record-keeping laws and the research in "Notes for reviewers", not periods the law fixes exactly.]

Legal holds. Any of this information can be kept longer when it is needed for an investigation, a legal claim, a government request or another legal obligation. It is deleted on the normal schedule once the hold ends.

Backups. Deleted information can remain in encrypted backups until they expire, about [35] days at most. Backups are used only to recover from a failure, and after a recovery the Company deletes again anything that had already been deleted. [Operator: confirm once the nightly copy's retention rule is set; weekly server backups are kept 4 weeks.]

Security

• Information between your phone or browser and Guard NX travels encrypted (HTTPS). Text messages, email and notification previews are delivered by the providers listed above and are not end-to-end encrypted.
• Each person sees only what their role allows, and each company's data is kept separate.
• Important actions are recorded in an audit log that cannot be edited.
• Servers are in the United States and are backed up every week. [Operator: confirm weekly droplet backups are enabled.] [Operator: add "The database is also copied every night to encrypted storage." once that runs.]
• Live location positions waiting on your phone are kept in protected storage.

No system is perfectly secure. If a security breach affects your information, the Company will notify you as the law requires.

Your choices and rights

• Phone settings: you can turn location and notifications on or off at any time. Without location, clock in and out still work and the record is marked for review.
• Live location: you can decline or withdraw your agreement at any time (see "Live location during shifts").
• SOS texts: reply STOP, turn them off in Guard NX, or ask al@ubizs.com.
• See and correct your information: much of it is in the app. For anything else, ask your supervisor or write to al@ubizs.com. Time records are corrected by a supervisor with a reason, and the original values are kept.
• California employee record rights (these apply to current and former employees):
  • inspect and copy your personnel records within 30 days of a written request (Labor Code 1198.5). If a route review is used in a decision about you, it is kept with those records;
  • inspect or copy your payroll records and wage statements within 21 days of a request (Labor Code 226);
  • get a copy of any document you signed about getting or keeping your job, including your live location agreement (Labor Code 432).
• Closing your account: ask al@ubizs.com to close your Guard NX account. Records the law requires the Company to keep are kept for the periods above. [Operator: add a "Request account closure" link in the app's Profile screen.]

California Consumer Privacy Act (applies only if the Company is covered)

[Client: keep this section only if the Company is a "business" under the CCPA, for example annual gross revenue above $26,625,000 (adjusted every two years, next in January 2027), or it is controlled by or shares branding with a covered business. Counsel confirms.]

If the CCPA applies, it covers employees, job applicants, client portal users and visitors.

Categories we collect (Civil Code 1798.140), from you, from Company staff, from your phone's location, from clients through the portal, from client portal users and Company staff who register visitors, and from officers who check them in:

• Purposes: those in "How we use information". Retention: see "How long we keep information".
• Sale and sharing: through Guard NX, the Company has not sold personal information or shared it for cross-context behavioral advertising in the past 12 months, and does not do so.
• Sensitive personal information is used only to provide the services you expect, to keep Guard NX secure, to protect people's physical safety and to perform services for the Company. [Counsel: confirm that route reviews for investigations and discipline fit the permitted uses in CCPA regulations section 7027(m); if not, add a "Notice of Right to Limit".]
• Automated decisions: Guard NX does not use automated decision-making technology to make significant decisions about you.

Your rights: to know what personal information we collect and how we use and disclose it; to get a copy; to delete it, except what the law requires us to keep or what is needed for legal claims; to correct it; and not to be retaliated against for using these rights (Civil Code 1798.125).

How to ask: email al@ubizs.com or call [Toll-free number]. We verify your identity by matching information we already hold. You may use an authorized agent. We answer within 45 days, and can extend once by 45 more days if we tell you why within the first 45.

Children

Guard NX is not intended for anyone under 18.

Do Not Track and cookies

Guard NX does not track you across other websites or apps, and no third party collects information about your online activities over time or across sites through Guard NX. Because there is no such tracking, Guard NX does not change its behavior in response to browser "Do Not Track" signals. The admin website and client portal use only the cookies needed to keep you signed in; there are no advertising or analytics cookies.

Changes

We post changes on this page with a new effective date. Material changes are also announced in the app before they take effect. A change to live location is a new notice version, and live location stays off for you until you agree to it.

Contact

Unlimited Business Support Inc.
2835 E Artesia Blvd, Long Beach, CA 90805
al@ubizs.com