Privacy Policy

Effective Date: May 26, 2026

1. Overview

This Privacy Policy explains how Guard Boss, LLC collects, uses, discloses, stores, and protects information in connection with the Services. Capitalized terms not defined here have the meanings given in the Terms of Service.

2. Information We Collect

We may collect the following categories of information:

  • Account information: name, email address, password credentials, organization name, role, account type, administrator information, and contact information.
  • Training and Records information: course enrollments, progress, completion status, certificates, timestamps, Training Provider information, assigned training, and related Records.
  • Credential information: licenses, permits, expiration dates, permit numbers, license numbers, uploaded credential images, and related information entered by users.
  • Provider, Employer, and merchant information: storefront descriptions, course listings, instructor information, license holder information, certificate information, organization details, merchant onboarding information, connected account information, payout information, business verification information, tax-related information, and payment-related business information.
  • Transaction and payment information: transaction metadata, checkout information, refunds, chargebacks, disputes, payout status, payout holds, payment adjustments, fees, merchant risk information, fraud-monitoring information, and payment-processor information. Payment card details may be processed by third-party payment processors rather than stored directly by Guard Boss.
  • Communications: support requests, contact submissions, transactional emails, notifications, and communications metadata.
  • Device, usage, and session information: IP address, browser, device identifiers, session information, log data, authentication activity, page usage, and analytics data.
  • Cookies and similar technologies: session cookies, authentication cookies, infrastructure technologies, analytics technologies, and payment-related technologies.

3. Sensitive Information

Some information submitted to the Services may be sensitive, including driver license information, permit information, firearm permit information, credential images, account-linking information, employment-adjacent training Records, and merchant/payment risk information. We use such information to provide the Services, maintain Records, facilitate authorized sharing, support security, process transactions, administer Merchant Features, comply with law, and operate the Platform.

4. How We Use Information

We may use information to:

  • operate, provide, maintain, and improve the Services;
  • create and maintain accounts;
  • deliver training workflows and Records functionality;
  • generate certificates on behalf of Training Providers;
  • enable account linking between Guards, Employers, and Training Providers;
  • process transactions, refunds, payouts, fees, taxes, chargebacks, disputes, and payment adjustments;
  • administer merchant onboarding, connected accounts, storefronts, marketplace functionality, payout administration, risk reviews, fraud prevention, and marketplace integrity controls;
  • provide customer support;
  • send transactional communications, reminders, notices, payment notices, payout notices, dispute notices, and administrative messages;
  • detect fraud, abuse, credential misuse, unauthorized access, suspicious transactions, payment abuse, chargeback abuse, and security incidents;
  • enforce legal terms and policies;
  • comply with legal obligations;
  • analyze usage and improve products;
  • develop automated, AI-assisted, OCR, analytics, and integration functionality;
  • create aggregated, anonymized, or deidentified data for analytics, benchmarking, product improvement, and system optimization.

We do not use user content to train generalized public AI models without appropriate limitations, disclosures, or permissions.

5. How Information Is Shared

We may share information with:

  • Linked Employers: while a Guard is linked to an Employer, the Employer may access applicable Records and credential information through the Platform.
  • Training Providers: Training Providers may access Records and information related to training they administer or provide through the Services.
  • Service providers: infrastructure, hosting, storage, payment, communications, analytics, mapping, security, and operational providers.
  • Payment processors and connected account providers: for checkout, payments, merchant onboarding, account verification, payouts, refunds, disputes, chargebacks, tax-related support, fraud prevention, risk review, and transaction monitoring. These providers operate under their own terms and privacy practices.
  • Legal and safety recipients: where reasonably necessary to comply with law, protect rights, investigate fraud, enforce terms, or respond to lawful requests.
  • Business-transfer recipients: in connection with a merger, acquisition, financing, reorganization, sale, or transfer of assets.
  • With consent: when you authorize sharing or direct us to share information.

When a Guard unlinks from an Employer, the Employer no longer has Platform access to that Guard’s account details through the Services.

6. Cookies, Analytics, and Tracking

We use cookies and similar technologies for authentication, session management, security, infrastructure, payment processing, analytics, fraud prevention, and service operation. You may control certain cookies through browser settings, but disabling cookies may affect Platform functionality.

Guard Boss does not currently use advertising pixels, cross-context behavioral advertising, or data sale/share practices for behavioral advertising.

The Guard Boss Cookie Policy provides additional information about cookies and similar technologies used in connection with the Services.

7. No Sale or Sharing for Cross-Context Behavioral Advertising

Guard Boss does not sell personal information and does not share personal information for cross-context behavioral advertising as those terms are commonly used under California privacy law. If that changes, Guard Boss will update this Privacy Policy and provide required rights and notices.

8. Retention

We retain information as reasonably necessary for operational, legal, regulatory, audit, recordkeeping, dispute-resolution, security, fraud-prevention, payment-processing, chargeback, tax, accounting, business, and compliance purposes.

Training Records may be retained after account deactivation because they may relate to certificates, training history, compliance workflows, disputes, or recordkeeping expectations. Provider or Employer-created courses may be retained, archived, or soft-deleted.

Transaction records, payout records, chargeback records, dispute records, connected account information, merchant compliance records, fraud-prevention records, tax-related records, audit records, and payment-processor records may be retained as reasonably necessary for payment, tax, legal, regulatory, fraud-prevention, accounting, or dispute-resolution purposes.

Backups, logs, archived copies, and legal or compliance copies may persist for a period after deletion or deactivation.

Deletion, anonymization, or access requests may be limited where retention is necessary for legitimate operational, legal, regulatory, security, fraud-prevention, tax, accounting, payment-processing, or dispute-resolution purposes.

9. Security

Guard Boss implements commercially reasonable administrative, technical, and organizational safeguards designed to protect information. Measures may include encryption in transit, password hashing, access restrictions, environment segregation, controlled file delivery, backups, transaction risk controls, fraud-prevention measures, and other operational safeguards.

No system is completely secure. Guard Boss does not guarantee absolute security or uninterrupted availability.

10. Security Incidents

If Guard Boss determines that a security incident requires notice under applicable law, Guard Boss will provide notices as required by applicable law. Notice methods may include email, Platform notice, website notice, or other legally permitted means.

11. United States Processing

The Services are intended primarily for users and organizations in the United States. Information may be processed, stored, transmitted, and backed up in the United States using third-party infrastructure and operational providers.

12. Your Privacy Rights

Depending on where you live, you may have rights to request access, correction, deletion, portability, restriction, or information about how we process personal information. These rights may be subject to exceptions and verification requirements.

California residents may have rights to know/access, delete, correct, opt out of sale or sharing, limit use of sensitive personal information where applicable, and not be discriminated against for exercising privacy rights. Because Guard Boss does not sell personal information or share it for cross-context behavioral advertising, sale/share opt-out rights may not apply to current practices.

Requests may be submitted through https://www.guardboss.com/contact.

13. Children

The Services are intended only for individuals who are at least 18 years old. Guard Boss does not knowingly collect personal information from individuals under 18.

If Guard Boss becomes aware that information has been collected from an individual under 18, Guard Boss may delete the information and terminate associated accounts.

14. Third-Party Services

The Services may include links, integrations, payment flows, maps, analytics, or other functionality provided by third parties. Third-party services are governed by their own terms and privacy practices.

15. Changes

We may update this Privacy Policy from time to time. Updates become effective when posted or on the effective date stated in the updated policy. Continued use of the Services after an update constitutes acknowledgement of the updated policy where permitted by law.

16. Contact

Privacy requests and inquiries may be submitted through https://www.guardboss.com/contact.