01 What we collect
When you interact with ReleaseGuard, we may collect the following categories of information:
- Contact details — your name, email address, organisation, and any information you submit through the contact form.
- Account data — credentials, role assignments, and activity within the platform, provisioned by your administrator.
- Technical data — IP address, browser type, device information, and pages visited.
- Usage data — workflow actions, timestamps, and audit records generated by your use of the platform.
02 How we use it
We use personal data to:
- Respond to inquiries submitted through the contact form.
- Provide, operate, and secure the ReleaseGuard platform.
- Maintain audit trails required by GxP and 21 CFR Part 11.
- Improve the product and understand how features are used.
- Communicate service updates, security notices, and (with consent) marketing.
- Comply with legal, regulatory, and audit obligations.
03 Legal basis for processing
Where GDPR or similar frameworks apply, we rely on:
- Contract — to provide the services you or your organisation have requested.
- Legitimate interests — to operate, secure, and improve the platform.
- Legal obligation — to retain records required by regulation or audit.
- Consent — for marketing communications, where required.
04 Sharing
We do not sell personal data. We may share it with:
- Service providers who host, secure, or support the platform (under contract).
- Your organisation's administrators, who manage your account.
- Auditors or regulators, where legally required.
- Successor entities, in the event of a merger or acquisition.
05 Retention
We retain personal data for as long as necessary to provide the services, comply with legal obligations, resolve disputes, and enforce agreements. Audit trails and electronic signatures are retained for the full regulatory retention period applicable to your organisation. Contact-form messages are retained for up to 24 months unless you request earlier deletion.
06 Your rights
Depending on your jurisdiction, you may have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate data.
- Request deletion, subject to legal retention requirements.
- Object to or restrict certain processing.
- Request a portable copy of your data.
- Withdraw consent for marketing at any time.
To exercise any of these rights, contact us using the details below.
07 Cookies and analytics
We use essential cookies to keep you signed in and secure the platform. We may also use analytics cookies to understand how the site is used. You can control cookies through your browser settings; disabling essential cookies may prevent parts of the platform from working.
08 Security
We apply industry-standard safeguards: encryption in transit, access controls, session expiry, and audit logging. Approval-type actions require password re-entry and are fingerprinted with SHA-256 to detect file changes. No system is perfectly secure, and we cannot guarantee absolute protection.
09 Children
ReleaseGuard is a business platform not directed to individuals under 16. We do not knowingly collect personal data from children.
10 Changes to this policy
We may update this policy to reflect changes in our practices or legal requirements. The "Last updated" date at the top of the page reflects the most recent revision. Material changes will be communicated to account administrators.