Risk Warden Limited (company number 09590964) (“Risk Warden”, “we”, “us” or “our”) takes your privacy very seriously and is committed to protecting and respecting your privacy.
If you wish to contact us regarding this privacy and cookies policy, please find our contact details here. Risk Warden is the controller of your personal data and our registered office is Communication House, Victoria Avenue, Camberley, Surrey, England GU15 3HX.
This privacy and cookies policy (together with the terms of use, which you can find here) sets out the basis on which any personal data we collect from you, or that you provide through your use of our website (https://www.riskwarden.com/) (the “Website”), our mobile application software (the “App”) (together “the Sites”) and any software, applications, computer programs, products and codes or additional services provided by Risk Warden (the “Risk Warden Platform”) will be processed by us.
This privacy and cookies policy does not apply to websites that you may be able to access via links on the Sites or Risk Warden Platform and/or activities offered by third parties. Please ensure you review any relevant policies on any third party websites before proceeding. Risk Warden is not responsible for the collection or use of your personal data from these third party websites.
TOPICS COVERED:
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
Unless you are a visitor of the Website, the organisation that you represent (the “Organisation”) will:
Please note that the information the Organisation, the Reseller, the Organisation’s Provider or you provide to us (whether it is personal or non-personal data) will also be governed by the Subscription Agreement or the EULA (as applicable). If you have any queries about the processing carried out by the Organisation, the Reseller, the Organisation’s Provider or your rights in respect of such processing, we recommend that you check the Organisation’s, the Reseller’s, the Organisation’s Provider’s privacy policy.
We will collect the following data about you:
We will use the personal data held about you for the purposes stated below:
Purpose of Processing | Type of personal data | Legal basis for processing |
To enable us to provide you with access to the Risk Warden Platform and for you to use the Risk Warden Platform | Your name, job title, qualification, Organisation, team, business address, work phone number and work email address | Legitimate interest – to allow us to perform our contract with the Organisation or the Reseller |
To enable the Organisation’s Provider to use the Risk Warden Platform to provide risk assessment services to the Organisation | Your name (i.e. if you are the responsible person or risk manager for the Organisation), job title, Organisation, business address, work phone number and work email address | Legitimate interest – to allow us to perform our contract with the Organisation’s Assessor |
To enable your risk assessor to use the Risk Warden Platform | Your name, job title, qualification, Organisation, team, business address, work phone number and work email address | Legitimate interest – to allow us to perform our contract with the risk assessor |
To install the App | Your log-in details | Legitimate Interest – to allow us to perform our contract with the Organisation, the Reseller or the Organisation’s Provider |
To process the payment for the Subscription Agreement | Bank, credit or debit card details | Legitimate interest – to allow us to perform our contract with the Organisation, the Reseller or the Organisation’s Provider |
To help us identify you and any subscriptions you hold with us | Your name, Organisation, job title, team, Organisation address, Organisation phone number and Organisation email address | Legitimate interest – to allow us to perform our contract with the Organisation, the Reseller or the Organisation’s Provider |
To deal with any enquiries, correspondence, concerns or complaints you have raised about the Risk Warden Platform | Your Organisation contact details and information about the issue raised | Legitimate interest – to allow us to perform our contract with the Organisation, the Reseller or the Organisation’s Provider |
To notify you about changes to any element of the Risk Warden Platform, for example, an update or upgrade, or the Website, or the App | Your name and Organisation email address | Legitimate interest – to allow us to perform our contract with the Organisation, the Reseller or the Organisation’s Provider |
To tell you if your subscription to the Risk Warden Platform is due to expire | Your name, Organisation email address and Organisation details | Legitimate interest – to allow us to continue providing the Risk Warden Platform to you or the Organisation |
To email you to remind you of any notifications that have been sent to you and that remain unopened, whether or not you are a registered user of the Risk Warden Platform | Your name, job title, Organisation and Organisation email address | Legitimate Interest – to support our customers in their use of the Risk Warden Platform |
To ensure that content on the Sites and the Risk Warden Platform is presented in the most effective manner for you and for your device | Technical information as mentioned above. | Legitimate interest – to allow us to better present the Sites and Risk Warden Platform |
To carry out surveys and market research | Your Organisation contact details and opinions on our products and services | Legitimate Interest – to better understand our clients and their preferences |
For our internal operations, including data analysis, testing, research, statistical purposes and troubleshooting | Technical information as mentioned above | Legitimate Interest – to better understand our clients and continuously improve the Sites and Risk Warden Platform |
As part of our efforts to keep the Sites and the Risk Warden Platform safe and secure | Your name and contact details, Organisation details, the administrator’s details and technical information mentioned above | Legitimate Interest – to improve and ensure the safety of the Sites and Risk Warden Platform |
To compile reports (which do not personally identity you) of usage of the Sites and Risk Warden Platform | Technical information as mentioned above | Legitimate Interest – to improve the Sites and Risk Warden Platform |
To enable us to anonymise your information to compile the reports mentioned above | Technical information and information as to your use of the Risk Warden Platform (including, for example, the number and duration of log-ins, the number of completed risk assessments or usage of, or the time taken to complete any given step in the Risk Warden Platform) | Legitimate interest – to understand customers’ use of, and to improve, the Risk Warden Platform and to develop our business |
To allow us to process your data as part of the recruitment process | Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process), date of birth, gender, national insurance number; location of current and previous employment or workplace; and criminal offence data | Legitimate interest to make a decision about your recruitment or appointment and whether or not to enter into a contract for employment or other engagement with you, to prevent fraud and with regards to the criminal offence data to ensure that nothing in your criminal history makes you unsuitable for the role |
To provide you with information about third parties you may be interested in working with or to share your information such third parties | Your name, Organisation email address and Organisation details | Consent |
To provide you with information, products and services about us | Your name, Organisation name and Organisation email address | Consent Legitimate interest – to develop our services and grow our business |
To provide you with personalised content | Technical information mentioned above, your name, Organisation and Organisation email address. | Consent |
To check you are legally entitled to work for us | Copy of passport and any other documents that show that you have a right to work in the UK | Comply with our legal obligation to conduct such checks |
To carry out equal opportunities monitoring | Your race or ethnicity, religious beliefs, sexual orientation and political opinions | Public interest |
To make appropriate adjustments during the recruitment process | Any information about disability | Comply with our legal obligation to make such adjustments |
Please note that we may use and share non-personal data we receive or collect from you in connection with the Sites or Risk Warden Platform.
Where we need to collect personal data by law or as part of a contract we have with you and you fail to provide that data when requested, we may not be able to provide you with access to the Risk Warden Platform or offer you a job.
Where we have a legal basis to use your personal data without consent (as we have described above), this policy fulfils our duty to process personal data fairly and lawfully and in a manner that you would expect given the nature of our relationship with you, by giving you appropriate notice and explanation of the way in which your personal data will be used.
Where consent is required for our use of your personal data, by ticking the appropriate consent box or otherwise communicating your consent, you consent to our use of that personal data for the purposes covered by the specific consent that you have given. For example, we will only process your personal data for marketing purposes if we have your consent to do so.
Where we process your sensitive personal data or criminal offence data for recruitment purposes, we have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
As mentioned above, we would like to provide you with information about products, services and opportunities which may be of interest to you. You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing. We may provide such information to you by email or through personalised online content and advertising through the Website, social media platforms or our online partners. You can change your mind about this at any time (click here for more information on how to contact us).
We will not provide your personal data to other businesses so they can use your personal data for marketing purposes.
We may share your personal data with selected third parties in accordance with this privacy and cookies policy, including:
Whenever we transfer your personal data processed outside the United Kingdom or European Economic Area (“EEA”) (including, for example, to the USA) we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented:
Please email management@riskwarden.com if you want further information on the specific mechanisms used by us when transferred your personal data out of the UK or EEA.
We do not market the Risk Warden Platform outside the UK. However, the Risk Warden Platform may be accessed worldwide, which means your data may be processed outside the UK and the EEA if the Organisation using the Risk Warden Platform allows access to the Risk Warden Platform by a user not based within the UK or the EEA.
All information you provide to us is stored on secure servers. We will use technical and organisational measures to safeguard your personal data.
Where we have given you (or where you have chosen) access details and a password which enable you to access the Risk Warden Platform, you are responsible for keeping these access details and password confidential. We ask you not to share your access details and password with anyone.
We maintain (and ensure that anyone we share your personal data with maintains) appropriate technical and organisational measures to ensure that an appropriate level of security in respect of all personal data we process. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to the Sites or Risk Warden Platform and you acknowledge that any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features which are appropriate to the type of personal data you have provided to try to prevent unauthorised access or inadvertent disclosure.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise or aggregate your personal information so that it can no longer directly identify you or cannot reasonably be used to identify, in which case we may use such information without further notice to you. We may use such anonymised or aggregated information for machine learning and algorithm training purposes.
Even if you request that we erase your data, we may still need to keep it (please see below) or may keep it in a form that doesn’t identify you.
If we are processing your personal data as part of a Subscription Agreement or EULA and you have not agreed that we may use your data for marketing purposes, we will retain your personal data on record for no more than the duration of the Subscription Agreement or EULA and 6 years thereafter. Please contact us or the Organisation directly for details of the duration of the Subscription Agreement or EULA.
If we have processed your personal data as part of a recruitment exercise, we will retain your personal data for a period of 12 months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal data for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal data in accordance with applicable laws and regulations.
You have the following rights with regard to your personal data:
Please note that if you ask us to stop processing your personal data in a certain way or erase your personal data, and this type of processing or data is needed to facilitate your use of the Sites or the Risk Warden Platform you may not be able to use the Sites or the Risk Warden Platform as you did before. This does not include your right to object to direct marketing, which can be exercised at any time without restriction. Please allow at least 3 working days for your request to be actioned.
Please note that the rights mentioned above do not extend to non-personal data.
If you would like to exercise any of the rights mentioned above, please contact us at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ or by emailing us at management@riskwarden.com
We use cookies, which are small files of letters and numbers that we store on your browser or the hard drive of your computer or mobile device if you agree. Cookies contain information that is transferred to your computer’s or mobile device’s hard drive.
We use the following cookies:
You can find more information about the individual cookies we use and the purposes for which we use them in the table below:
Cookie Name | Purpose |
_utma | A Google Analytics cookie which tracks the number of times a user has visited the Website, as well as the time of their first visit and last visit. |
_utmb | A Google Analytics cookie which stores details of the moment when a user visits the Website. |
_utmc | A Google Analytics cookie which stores details of the moment when a user leaves the Website. |
_utmz | A Google Analytics cookie which records where the user came from, including what part of the world and details of the search engine, keywords and links used. |
We also use a technique similar to a cookie for use in the App which is used for authenticating to the application programming interface (API) which stores the access token locally and sends it to the server with every request.
By clicking “agree” in the cookie consent box when you first access the Sites or the Risk Warden Platform and use the Sites or the Risk Warden Platform (as applicable), you accept our use of the cookies.
However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of the Sites or the Risk Warden Platform (as applicable).
For more detailed information about cookies and how they can be managed and deleted, please visit www.allaboutcookies.org.
Except for essential cookies, all cookies will expire after two years.
Any changes we make to our privacy and cookies policy in the future will be posted on this page or notified to you by e-mail.
Please check back frequently to see any updates or changes to our privacy and cookies policy.
Questions, comments and requests regarding our privacy and cookies policy are welcomed and should be addressed to Risk Warden Limited at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ or by email to management@riskwarden.com or by phone on 020 8050 6484.
Please also contact us if you would like to know more about our data processing activities, to update or amend any of your personal data which you have provided to us or if you believe our records relating to your personal data are incorrect.
Our privacy and cookies policy was last updated on April 2025.
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