Privacy Policy
Last updated: 29 October 2026
This policy explains how MLS Protection Ltd collects and uses personal information through the MLS Protection mobile app, which our security staff and contractors use to manage shifts, documents, messages and invoices, and through enquiries sent to us from this website. The app is intended for use in the United Kingdom.
1. Who we are
MLS Protection Ltd is the controller of the personal information described in this policy. This means we decide how and why it is used, and we are responsible for protecting it under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Company: MLS Protection Ltd, registered in England and Wales, company number 11519260
Registered address: 2a Wardwell Lane, Newington, Sittingbourne, ME9 7BP, United Kingdom
ICO registration number: ZB338580
Contact for privacy questions: info@mls-protection.uk, or write to us at the address above
Some of our technology and service partners handle information on our behalf. They act only on our instructions and under contract.
2. Information we collect
We collect information you give us, information our office staff add to your record, and a small amount of information from your device.
| Type | What it includes |
|---|---|
| Identity | Name, title, date of birth, gender, profile photo |
| Contact | Email address, phone number, home address, next of kin and their relationship to you |
| Login | Email address and password (passwords are stored encrypted and we cannot read them) |
| Employment and tax | Position, Unique Taxpayer Reference (UTR) number |
| Licences and checks | Documents you upload, such as your SIA licence, DBS certificate, driving licence and training certificates, with their numbers, issue and expiry dates, and the results of checks we carry out on them |
| Shifts and work | Shifts offered, accepted and worked, clock-in and clock-out times, breaks, mileage, meals, accommodation and other expenses |
| Location | Your device’s location at the moment you clock in or out, to confirm you are at the shift site. The app does not track your location in the background |
| Invoices and payments | Invoices, payment receipts and notes about them |
| Messages | Messages between you and our office through the app |
| Device | Push notification token, so we can send you shift alerts |
| Website enquiries | Your name, contact details and message when you contact us or apply through this website |
Your DBS certificate contains information about criminal records. We treat it with extra care, as explained in section 3.
3. How we use it and our lawful basis
We only use your information where UK data protection law allows it.
| Purpose | Lawful basis |
|---|---|
| Creating your account and letting you sign in | Contract: needed to provide the app you work through |
| Offering, scheduling and managing shifts | Contract |
| Confirming you are on site when you clock in or out | Legitimate interests: making sure our clients’ sites are covered and timesheets are accurate |
| Processing invoices, expenses and payments | Contract, and legal obligation for tax records |
| Checking your licences (including driving licence where your role needs one), right to work and suitability for security roles | Legal obligation (Private Security Industry Act 2001) and legitimate interests (screening in line with BS 7858) |
| Sending shift alerts and messages | Contract and legitimate interests |
| Replying to website enquiries and job applications | Legitimate interests, or steps taken at your request before entering a contract |
| Keeping the app secure and fixing problems | Legitimate interests |
DBS and criminal record information is only used to assess whether you can work in licensed security roles. We process it under the employment and licensing conditions in Schedule 1 of the Data Protection Act 2018, limit access to authorised staff, and keep it no longer than necessary.
We do not sell your information, use it for advertising, or make decisions about you by automated means alone.
4. Who we share it with
We share information only with people and organisations who need it to run the app, carry out checks, and pay you. These fall into the following groups:
- Technology partners who build, host and support the app and this website, including secure cloud storage for our servers, database and uploaded documents
- Communication service providers who deliver shift alerts, push notifications and account emails (for push notifications, only your device token and the notification text)
- Screening and verification partners who help us carry out checks, such as SIA licence, driving licence, right to work and criminal record (DBS) checks
- Professional advisers, such as our accountants, insurers and legal advisers
- Regulators, government bodies, the police and the courts, where the law requires it
We choose these partners carefully and may change them from time to time. They may only use your information to provide their service to us.
The clients whose sites you work on may see your name, licence status and shift times, but not your home address, tax reference or DBS details.
Some of these providers may store or access data outside the UK, for example in the United States. Where this happens we make sure the transfer is protected by UK adequacy regulations or the UK International Data Transfer Agreement.
5. How long we keep it and how we protect it
| Information | How long we keep it |
|---|---|
| Account, contact and shift records | While you work with us, then 6 years (for tax and legal claims) |
| Invoices, expenses and payment records | 6 years from the end of the tax year they relate to |
| Licences, DBS and screening records | While you work with us, then 7 years, in line with BS 7858 |
| Messages | 2 years |
| Clock-in location | Kept with the shift record it belongs to |
| Website enquiries that do not lead to work | Up to 12 months |
After these periods we delete or anonymise the information.
We protect your information with encrypted connections (HTTPS), encrypted password storage, secure storage of your login on your phone, and access limited to authorised staff. No system is completely secure, so please keep your password private and tell us straight away if you think your account has been misused.
6. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information, where we no longer have a reason to keep it
- object to, or ask us to restrict, how we use your information
- ask us to send your information to you or another organisation in a common format
You can also turn off location and notification permissions at any time in your phone’s settings. If you turn off location, you will not be able to clock in through the app.
To use any of these rights, or to ask for your account and its data to be deleted, contact us at info@mls-protection.uk. We will reply within one month. There is no charge.
Complaints
If you are unhappy with how we use your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
We will update this policy when the app, this website or the way we use information changes. The date at the top shows when it was last updated, and we will tell you in the app about any significant changes.