Privacy Policy
Vantra UK
Effective date: 1 September 2026
Last updated: 1 September 2026
Vantra UK (“Vantra”, “we”, “us” or “our”) is committed to protecting the privacy and security of personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when individuals use the Vantra website, Vantra management platform, mobile applications and related services.
Vantra provides workforce, staffing, compliance and operational management technology for organisations including security companies, event operators, venues, hospitality businesses and other organisations managing people and operations.
This Privacy Policy has been prepared with reference to applicable UK data protection legislation, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
1. Who We Are
Vantra UK provides a cloud-based management platform designed to help organisations manage their people, operations, staffing, compliance and associated business processes.
For questions regarding this Privacy Policy or the way personal information is handled, please contact:
Vantra UK
Email: support@vantra-uk.co.uk
2. Our Role in Processing Personal Data
Depending on how Vantra is being used, we may act as either a data controller or a data processor.
Where we determine why and how personal information is processed, for example information relating to our own customers, website visitors and business contacts, Vantra may act as the data controller.
Where an organisation uses Vantra to manage its employees, workers, subcontractors, applicants, clients or other personnel, that organisation will generally be the data controller and Vantra will process information on its behalf as a data processor.
Organisations using Vantra are responsible for ensuring that they have an appropriate lawful basis for entering, uploading and processing personal information through the platform.
3. Information We May Collect
Depending on the services being used, we may collect and process information including:
Identity and contact information: such as names, addresses, telephone numbers, email addresses, dates of birth and profile information.
Employment and workforce information: such as employer, job role, employment status, skills, qualifications, training records, availability, work history, shifts, deployments and timesheets.
Compliance information: such as licences, licence numbers, expiry dates, training certificates, right-to-work information and other documentation required by an organisation to manage workforce compliance.
Operational information: such as events, venues, deployments, attendance, check-in and check-out information, briefings, operational logs, incidents, ejections, reports and communications.
Financial and commercial information: such as pay rates, charge rates, costs, invoices, timesheet information and other information required to support financial and workforce management functions.
Account information: such as usernames, organisation membership, permissions, roles, authentication information and account preferences.
Technical information: such as IP address, device information, browser type, operating system, application activity, security logs and information about how our services are accessed and used.
Communications: information provided when contacting Vantra, submitting support requests or otherwise communicating with us.
Some customers may use Vantra to process information that is particularly sensitive or subject to additional legal protections. Where this occurs, the organisation using Vantra remains responsible for establishing the appropriate lawful basis and conditions for processing that information unless Vantra is independently acting as controller.
4. How We Collect Information
We may receive information directly from individuals when they create an account, complete their profile, contact us, use our services or submit information through the platform.
We may also receive information from organisations using Vantra, including employers, security companies, event operators, venues, subcontractors and clients.
Information may also be generated automatically through the use of our website, applications and platform, including security, authentication and usage information.
Where integrations are enabled by a customer, information may also be received from authorised third-party systems and services.
5. How We Use Personal Information
We may use personal information to:
Provide and operate the Vantra platform and associated services.
Create and manage user accounts.
Support workforce scheduling, staffing and deployments.
Support compliance and licence management.
Facilitate operational management of events, venues and other deployments.
Provide incident, reporting and control-room functionality.
Manage timesheets, costing and related financial processes.
Provide customer support.
Send service-related communications and notifications.
Maintain the security and integrity of our systems.
Detect, investigate and prevent misuse, fraud or security incidents.
Improve the functionality, performance and reliability of Vantra.
Meet our contractual, regulatory and legal obligations.
Establish, exercise or defend legal claims.
We will not use personal information for purposes that are incompatible with the reason it was originally collected unless permitted or required by law.
6. Lawful Bases for Processing
Where Vantra acts as a data controller, we will process personal information only where we have a lawful basis to do so.
Depending on the circumstances, this may include:
Contract: where processing is necessary to enter into or perform a contract.
Legitimate interests: where processing is necessary for our legitimate business interests or those of another organisation, provided those interests do not override an individual's rights and freedoms.
Legal obligation: where processing is necessary for us to comply with applicable law.
Consent: where an individual has given clear consent for a particular processing activity. Where consent is relied upon, it may normally be withdrawn at any time.
Other lawful bases and additional conditions may apply where required by applicable data protection legislation.
7. Customer-Controlled Information
Vantra is designed for use by organisations managing their workforce and operations.
If your information has been entered into Vantra by your employer, an organisation you work for, a security provider, event operator, venue or another Vantra customer, that organisation will normally control that information.
Requests concerning such information may therefore need to be directed to the relevant organisation. Where appropriate, Vantra will assist its customers in responding to data protection requests in accordance with our contractual and legal obligations.
8. Sharing Personal Information
We do not sell personal information.
We may share information with trusted service providers that help us operate Vantra, such as providers of:
Cloud infrastructure and data hosting.
Authentication and security services.
Email, SMS and communications services.
Customer support systems.
Analytics and system monitoring.
Payment and financial services where applicable.
Software integrations authorised by our customers.
Service providers are permitted to process information only in accordance with our instructions, contractual arrangements and applicable law.
Information may also be disclosed where necessary to comply with a legal obligation, respond to lawful requests from public authorities, protect our legal rights, investigate fraud or security incidents, or in connection with a merger, acquisition, financing, restructuring or sale of all or part of the business.
9. International Data Transfers
Some suppliers or technology providers used to operate Vantra may process information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate measures to ensure that it remains protected in accordance with UK data protection requirements.
These measures may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses or another legally recognised transfer mechanism.
10. Data Security
We take appropriate technical and organisational measures designed to protect personal information against unauthorised access, disclosure, alteration, loss or destruction.
Measures may include access controls, authentication, encryption, permissions, logging, monitoring, backups and other security controls appropriate to the nature of the information being processed.
Access to information within Vantra may also be restricted according to an organisation's roles, permissions and operational requirements.
No internet-based service can guarantee absolute security. We continually review and improve our security arrangements as the platform develops.
11. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying contractual, operational, legal, regulatory, accounting and security requirements.
Where Vantra processes information on behalf of a customer, retention may be determined by that customer's instructions and contractual arrangements.
Following termination of services, information may be deleted, anonymised or retained for a limited period where required by law, contractual obligations, backup processes, security requirements or the establishment, exercise or defence of legal claims.
12. Cookies and Similar Technologies
Our website and platform may use cookies and similar technologies to provide essential functionality, maintain sessions, improve security, remember preferences and understand how our services are used.
Where required by law, non-essential cookies will only be used after appropriate consent has been obtained.
Additional information may be provided through a separate Cookie Policy or cookie management tool.
13. Your Data Protection Rights
Under UK data protection law, individuals may have rights including the right to:
Request access to personal information.
Request correction of inaccurate or incomplete information.
Request deletion of personal information in certain circumstances.
Request restriction of processing.
Object to certain processing.
Request the transfer of information in certain circumstances.
Withdraw consent where processing is based on consent.
Raise concerns about automated decision-making where applicable.
These rights are subject to legal conditions and exemptions and will not apply in every situation.
Where Vantra processes information solely on behalf of one of our customers, requests may need to be made directly to that organisation.
To contact Vantra regarding your personal information, email support@vantra-uk.co.uk.
We may need to verify your identity before completing a request.
14. Automated Decision-Making
Vantra may provide automation, alerts, reporting and operational tools to assist organisations in managing their workforce and operations.
Unless specifically stated otherwise, Vantra does not intend to make solely automated decisions about individuals that produce legal or similarly significant effects without the safeguards required by applicable law.
Customers remain responsible for decisions they make using information or functionality provided through Vantra.
15. Children's Privacy
Vantra is primarily a business and workforce management service and is not intended for use by children.
Customers are responsible for ensuring that individuals they add to the platform are legally permitted to participate in the relevant employment, staffing or operational activities and that any additional protections required for younger individuals are followed.
16. Third-Party Services and Integrations
Vantra may allow customers to connect third-party services or integrations.
Where a customer chooses to enable an integration, information may be exchanged with the relevant third party as necessary to provide the requested functionality.
Third-party organisations may operate under their own privacy policies and terms. Vantra is not responsible for the independent privacy practices of third-party services.
17. Marketing Communications
Where permitted by law, we may contact customers or prospective customers about Vantra products, services, updates and relevant business information.
Recipients can unsubscribe from marketing communications at any time using the unsubscribe mechanism provided or by contacting support@vantra-uk.co.uk.
Service, security and account-related communications may still be sent where necessary to provide the service.
18. Complaints
If you have concerns about how Vantra handles personal information, please contact us first so that we can investigate the matter.
Email: support@vantra-uk.co.uk
Individuals also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
19. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to Vantra, our business practices, technology or legal requirements.
The latest version will be published on our website with the updated effective date.
Where changes are significant, we may provide additional notice through the platform, by email or through another appropriate method.
20. Contact Us
For privacy questions, data protection requests or concerns about how information is handled, please contact:
Vantra UK
Email: support@vantra-uk.co.uk
© 2026 Vantra UK. All rights reserved.