Last updated: 3 July 2026
GlowGuest respects your privacy and is committed to protecting personal information. This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, use our services, or interact with a GlowGuest sign-in, visitor, staff, delivery or workplace management system.
1. Who we are
GlowGuest provides digital visitor management, staff sign-in, delivery management and workplace attendance tools for businesses and organisations.
For some personal data, GlowGuest acts as the data controller. This includes information collected through our website, enquiries, customer accounts, billing, support and service communications.
For information entered into a GlowGuest system by visitors, staff, delivery drivers, contractors or guests at a customer’s premises, the customer organisation is usually the data controller and GlowGuest acts as a data processor on their behalf.
2. Personal information we collect
We may collect and process the following types of personal information:
Website and enquiry information
This may include your name, email address, phone number, company name, job role, message content, website usage data, device information, IP address and cookie preferences.
Customer account information
This may include account holder names, business contact details, user login details, organisation details, billing information, subscription information, support requests and service communications.
Visitor and guest sign-in information
Where enabled by a customer, GlowGuest may process visitor names, company names, host names, visit reasons, arrival and departure times, signatures, visitor photos, badge details, vehicle registrations, safety acknowledgements, access instructions and other information requested by the customer during sign-in.
Staff sign-in and attendance information
Where enabled by a customer, GlowGuest may process staff names, work locations, clock-in and clock-out times, department details, attendance records, timesheet information and related workplace activity data.
Delivery management information
Where enabled by a customer, GlowGuest may process delivery driver names, courier company details, delivery timestamps, recipient names, delivery notes, parcel references, tracking details, label scan information and delivery confirmation records.
Technical and security information
We may collect technical logs, IP addresses, browser details, device information, session data, access logs, audit logs, error logs and security activity to keep the service reliable and secure.
3. How we use personal information
We use personal information to:
- provide and operate the GlowGuest platform;
- manage visitor, staff, contractor and delivery sign-in workflows;
- support workplace safety, site security and evacuation processes;
- allow customers to manage users, locations, settings and records;
- provide customer support and respond to enquiries;
- create and manage accounts, subscriptions and billing;
- send service updates, security alerts and administrative messages;
- improve our website, services, performance and user experience;
- monitor, protect and secure our systems;
- comply with legal, regulatory and contractual obligations;
- investigate misuse, errors, disputes or security incidents.
4. Lawful bases for processing
Where GlowGuest acts as a data controller, we rely on one or more of the following lawful bases:
- Contract — to provide our services, manage accounts and deliver customer support.
- Legitimate interests — to operate, secure, improve and promote our services, provided those interests do not override individual rights.
- Legal obligation — where we need to keep records or respond to lawful requests.
- Consent — where required, such as for certain marketing communications or non-essential cookies.
- Vital interests — in limited situations where information may be needed to support health, safety or emergency procedures.
Where GlowGuest acts as a data processor, the customer organisation is responsible for identifying the correct lawful basis for collecting and using personal data through its GlowGuest system.
5. Customer-controlled data
When a business or organisation uses GlowGuest to collect information from visitors, staff, contractors or delivery drivers, that organisation controls what information is requested, why it is collected, how long it is kept and who can access it.
GlowGuest processes that information only to provide the service, maintain the platform, support the customer and meet our contractual and legal obligations.
If your personal information was collected through a GlowGuest sign-in screen or workplace system, you should usually contact the organisation you visited or worked with first. GlowGuest will support that organisation where required.
6. Cookies and website tracking
Our website may use cookies and similar technologies to operate properly, keep the website secure, remember preferences, understand website performance and improve our services.
Some cookies are necessary for the website to function. Where required, we will ask for your consent before using non-essential cookies such as analytics or marketing cookies.
You can control cookies through your browser settings and, where available, through our cookie preference tools.
7. Marketing communications
We may send marketing communications where permitted by law, such as product updates, service information or relevant business communications.
You can opt out of marketing emails at any time by using the unsubscribe link in the email or by contacting us through the details on our website.
We will still send essential service, billing, security and account messages where needed.
8. Who we share personal information with
We may share personal information with trusted service providers who help us operate GlowGuest, including:
- hosting and infrastructure providers;
- email and notification providers;
- payment and billing providers;
- analytics and website service providers;
- customer support and communication tools;
- security, monitoring and backup providers;
- professional advisers where required;
- regulators, law enforcement or public authorities where legally required.
We only share personal information where necessary and require service providers to handle it securely and appropriately.
9. International transfers
Some service providers may process personal information outside the United Kingdom or European Economic Area.
Where this happens, we use appropriate safeguards where required, such as adequacy decisions, approved contractual clauses or other lawful transfer mechanisms designed to protect personal data.
10. How long we keep personal information
We keep personal information only for as long as necessary for the purpose it was collected.
Customer-controlled visitor, staff, delivery and workplace records are retained according to the customer’s settings, instructions, contract and legal requirements.
Account, billing, support and service records may be kept for as long as needed to provide the service, manage our relationship, comply with legal obligations, resolve disputes and maintain business records.
Website enquiry and marketing information is kept only for as long as needed, unless you ask us to delete it or opt out of communications.
11. How we protect personal information
We use appropriate technical and organisational measures to protect personal information, including access controls, secure authentication, encryption where appropriate, audit logs, system monitoring, backups and staff access restrictions.
No digital service can be guaranteed to be completely secure, but we work to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
12. Your data protection rights
Depending on the circumstances and lawful basis, you may have the right to:
- access your personal information;
- correct inaccurate or incomplete information;
- request deletion of your information;
- restrict how your information is used;
- object to certain processing;
- request transfer of your information;
- withdraw consent where processing is based on consent;
- raise a data protection complaint with us;
- complain to the UK Information Commissioner’s Office.
Some rights may not apply in every situation, especially where GlowGuest processes information on behalf of a customer organisation.
13. Data protection complaints
You can raise a data protection complaint with GlowGuest using the contact details published on our website.
We will acknowledge your complaint within 30 days, investigate it appropriately and provide an outcome without undue delay.
If your complaint relates to information collected by one of our customers through their GlowGuest system, we may need to refer the matter to that customer or work with them to respond.
You also have the right to contact the UK Information Commissioner’s Office if you are unhappy with how your personal information has been handled.
14. Children’s data
GlowGuest is designed for business and workplace use. It is not intended for children to create accounts or use the service independently.
A customer organisation may collect information about younger visitors where appropriate, such as at a school, event, care setting or family-friendly workplace. In those cases, the customer is responsible for ensuring the collection is lawful, necessary and properly explained.
15. Special category data
GlowGuest does not require customers to collect special category data, such as health information, biometric information, religious beliefs or other sensitive data.
Customers should avoid collecting sensitive information unless they have a clear lawful reason and appropriate safeguards in place.
16. Automated decision-making
GlowGuest does not use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements or data protection practices.
The latest version will be published on our website with the updated date shown at the top.
18. Contact us
For privacy questions, data protection requests or complaints, please contact GlowGuest using the contact details published on our website.