Effective Date: 15 August 2026
Last Updated: 15 August 2026

 

At The Guardians Tribe (“we,” “our,” or “us”), we are committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store, share and protect personal information when you use our website, platform, membership services or otherwise interact with us.

Please read this Privacy Policy carefully so that you understand how your personal information is handled and the rights available to you.

1. Information We Collect

We collect and process personal information that is reasonably necessary to operate The Guardians Tribe, provide membership services, support trust and safety, and manage the community.

1.1 Information You Provide Directly

This may include:

• Personal details – such as your name, email address, telephone number and, where required, postal address.
• Account information – such as your username, password and membership preferences.
• Profile and listing information – including photographs, descriptions, experience, availability, travel intentions, household information, pet information and other details you choose to share through your profile or listing.
• Payment and membership information – such as membership purchases, renewals, refunds and referral-related information. Payment card details are processed securely by third-party payment providers and are not normally stored directly by The Guardians Tribe.
• Identity verification information – information or verification results provided as part of our identity verification process.
• Insurance information – such as insurance certificates, policy schedules, policy dates, geographical cover and other information provided for insurance verification.
• Training and qualification information – such as certificates, course completion evidence or other qualifications you ask us to verify or display.
• References and feedback – including references, reviews and feedback provided by or about members.
• Communications – including messages, emails, support requests, complaints and other correspondence sent to The Guardians Tribe.
• Trust and safety information – information provided in connection with reports, complaints, disputes, suspected misconduct, fraud, account misuse or other safety concerns.

1.2 Information We Collect Automatically

When you use The Guardians Tribe website or platform, we may automatically collect certain technical and usage information.

This may include:

• IP address.
• Browser type and version.
• Device type.
• Operating system.
• Login and account activity.
• Pages or features accessed.
• Usage statistics.
• Security and fraud-prevention information.
• Cookie and similar technology data.

This information helps us operate, secure and improve the platform.

1.3 Information From Third Parties

We may receive personal information from third parties that support the operation of The Guardians Tribe.

This may include:

• Payment processors.
• Identity verification providers.
• Insurance providers or brokers where relevant and lawfully permitted.
• Training or qualification providers.
• Technology and security providers.
• Referral or partnership providers.
• Other service providers used to operate the platform.

The information received will depend on the service involved and the permissions or lawful basis applicable to that processing.

1.4 Information Visible to Other Members

Certain information you choose to include in your profile or listing may be visible to other members of The Guardians Tribe.

This may include:

• Profile photographs.
• Profile descriptions.
• House and pet information.
• Experience.
• Availability.
• Reviews and feedback.
• Verified trust and safety statuses.
• Insurance verification status and confirmed geographical scope where applicable.
• Training or qualification indicators.

Members should avoid publishing information in public or member-visible areas that they do not wish other members to see.

1.5 Sensitive or Special Category Information

The Guardians Tribe does not intentionally require members to provide sensitive personal information unless it is reasonably necessary for a specific purpose.

Where information that falls within a protected or sensitive category is processed, we will do so only where a lawful basis and any additional legal condition required by applicable data protection law are satisfied.

Members should avoid including unnecessary sensitive personal information in public profiles, listings or messages.

2. How We Use Your Information

We use personal information only where we have a lawful reason to do so and for purposes connected with operating, protecting and improving The Guardians Tribe and providing our services to members.

2.1 Providing the Platform & Membership Services

We may use your information to:

• Create and manage your account.
• Provide access to membership features and services.
• Enable Homeowners and Guardians to create profiles and listings.
• Facilitate connections and communication between members.
• Manage membership levels, renewals and account preferences.
• Provide customer support and respond to enquiries.
• Administer the Stay Match Promise and other membership benefits where applicable.

The Guardians Tribe facilitates mutual-exchange house and pet sitting connections between members.

2.2 Verification & Trust Indicators

We may process information to carry out and manage verification processes, including:

• Identity verification.
• Guardian insurance verification.
• Homeowner insurance verification.
• Verification of geographical insurance cover.
• Training or qualification verification.
• References and other trust indicators made available through the platform.

Where appropriate, we may display a verification status or badge on your profile.

For example, where we verify a Guardian’s insurance, we may display information indicating the country, territory or geographical scope for which we have confirmed relevant cover.

The underlying insurance, identity or qualification documents will not normally be displayed publicly or to other members.

2.3 Safety, Security & Fraud Prevention

We may use personal information where reasonably necessary to protect members, pets, property and the integrity of The Guardians Tribe.

This may include:

• Detecting and preventing fraud.
• Identifying fake or duplicate accounts.
• Investigating suspicious activity.
• Preventing unauthorised access or account misuse.
• Investigating false or misleading verification information.
• Investigating insurance misrepresentation.
• Responding to complaints or reports of misconduct.
• Enforcing our Terms & Conditions and community standards.
• Protecting the security of our website, platform and member accounts.
• Preventing unauthorised commercial use, member harvesting, spam or systematic recruitment through the platform.

Where appropriate, relevant account, communication, verification or platform activity may be reviewed as part of an investigation.

2.4 Payments, Memberships & Referrals

We may process personal information to:

• Process membership purchases and renewals.
• Administer refunds where applicable.
• Maintain financial and accounting records.
• Manage referral links, referral activity and eligible referral commissions.
• Detect fraudulent or abusive payment or referral activity.
• Meet tax, accounting and financial obligations.

Payment transactions are processed through authorised third-party payment providers.

Referral commissions operated by The Guardians Tribe are separate from mutual-exchange guardianship stays.

2.5 Communications & Member Support

We may use your contact information to send communications relating to your account or use of The Guardians Tribe.

These may include:

• Account notifications.
• Verification requests or updates.
• Insurance expiry or renewal reminders.
• Security notifications.
• Membership renewal information.
• Changes to our Terms, Privacy Policy or other important policies.
• Support responses.
• Important platform or service announcements.

These service-related communications may be necessary for us to provide and manage your membership and are separate from optional marketing communications.

2.6 Marketing & Community Updates

Where permitted by law, we may send:

• Newsletters.
• Community updates.
• Platform news.
• Offers.
• Partner benefits.
• Relevant promotional communications.

Where consent is required, we will only send these communications where you have chosen to receive them.

You can unsubscribe from marketing communications at any time using the unsubscribe option provided or by contacting us.

Unsubscribing from marketing does not prevent us from sending essential account, security, membership or service-related communications.

2.7 Platform Improvement & Analytics

We may use information about how members interact with The Guardians Tribe to:

• Understand how the platform is used.
• Improve functionality and user experience.
• Identify technical problems.
• Monitor platform performance.
• Develop or improve features.
• Understand general membership and community activity.
• Maintain the security and reliability of our services.

Where reasonably possible, information may be aggregated or anonymised for analytical purposes.

2.8 Complaints, Disputes & Enforcement

Where a complaint, dispute or potential breach of our Terms arises, we may process relevant personal information to:

• Review what happened.
• Investigate reports or complaints.
• Communicate with relevant parties.
• Determine whether platform action is appropriate.
• Issue warnings, strikes, restrictions or suspensions.
• Review appeals.
• Protect members and the platform.
• Establish, exercise or defend legal rights.

We will only access or use information reasonably relevant to the circumstances.

2.9 Legal & Regulatory Requirements

We may process, retain or disclose personal information where reasonably necessary to:

• Comply with applicable law.
• Meet tax or accounting requirements.
• Respond to valid legal requests.
• Cooperate with courts, regulators or law enforcement where legally required or permitted.
• Protect our legal rights.
• Establish, exercise or defend legal claims.

2.10 Emergency & Safety Situations

Where reasonably necessary and legally permitted, we may use or disclose relevant information where we reasonably believe this is necessary to protect the vital interests or immediate safety of a person or animal.

This may include serious emergencies arising during a guardianship stay.

Any such use or disclosure will be limited to what is reasonably appropriate in the circumstances.

3. Legal Basis for Processing

The Guardians Tribe processes personal information only where we have a lawful basis to do so under applicable data protection law.

Depending on the purpose and circumstances, we may rely on one or more of the following lawful bases.

3.1 Contract

We may process personal information where it is necessary to enter into or perform our contract with you.

This may include processing needed to:

• Create and manage your membership account.
• Provide access to platform features and services.
• Process membership payments and renewals.
• Operate profiles, listings and member communications.
• Provide customer support.
• Administer membership benefits.
• Carry out verification requirements that form part of membership.
• Manage the Stay Match Promise or referral programme where applicable.

Where this information is necessary for us to provide the membership service, we may be unable to provide some or all platform features if it is not supplied.

3.2 Legitimate Interests

We may process personal information where it is reasonably necessary for our legitimate interests or those of another person, provided those interests are not overridden by your rights and interests.

Our legitimate interests may include:

• Protecting members, pets and property.
• Preventing fraud, scams and platform misuse.
• Maintaining trust and safety within the community.
• Investigating complaints or suspected misconduct.
• Preventing unauthorised recruitment, member harvesting or misuse of platform information.
• Maintaining platform and account security.
• Improving our services and member experience.
• Managing and developing the community.
• Keeping appropriate records.
• Protecting our legal rights and enforcing our Terms & Conditions.
• Operating appropriate business, administrative and analytical processes.

Where we rely on legitimate interests, we will consider whether the processing is necessary, proportionate and balanced against the rights and freedoms of the individuals affected.

3.3 Consent

We may rely on your consent where applicable law requires us to obtain your permission before processing personal information for a particular purpose.

This may include certain:

• Marketing communications.
• Optional promotional activities.
• Sharing preferences.
• Cookies or similar tracking technologies.
• Optional features or uses of information.

Where processing is based on consent, you may withdraw that consent at any time.

Withdrawing consent will not affect the lawfulness of processing that took place before consent was withdrawn.

Withdrawal of consent may affect access to an optional feature where that feature cannot operate without the relevant processing.

3.4 Legal Obligation

We may process or retain personal information where necessary to comply with a legal obligation.

This may include obligations relating to:

• Tax and accounting.
• Consumer protection.
• Data protection.
• Fraud prevention.
• Court orders or lawful requests.
• Regulatory requirements.
• Other legal or statutory obligations applying to The Guardians Tribe.

Where required by law, personal information may be retained or disclosed even where a member has requested account closure or deletion.

3.5 Vital Interests

In limited emergency circumstances, we may process or disclose personal information where necessary to protect the vital interests of an individual.

This may include circumstances where there is a serious and immediate risk to a person’s life or physical safety and another lawful basis is not reasonably available.

This basis will only be relied upon where appropriate under applicable data protection law.

3.6 Legal Claims & Rights

Where reasonably necessary, we may process personal information for the establishment, exercise or defence of legal claims.

This may include processing connected with:

• Complaints.
• Disputes.
• Alleged breaches of our Terms.
• Insurance or liability matters.
• Legal proceedings.
• Requests from legal advisers or authorities.
• Protection of The Guardians Tribe’s legal rights.

The lawful basis relied upon will depend on the circumstances and may include legitimate interests, legal obligation or another basis permitted by law.

3.7 Special Category Personal Data

Where we process personal information that is treated as special category data under applicable law, we will only do so where:

• A lawful basis for processing applies; and
• An additional legal condition required for that type of information is satisfied.

The Guardians Tribe does not routinely require members to provide special category personal data and members should avoid including unnecessary sensitive information in public profiles, listings or messages.

3.8 Changing the Lawful Basis

Where we begin using personal information for a materially different purpose from the one for which it was originally collected, we will assess whether the new use is compatible with the original purpose and whether an appropriate lawful basis applies.

Where required, we will provide additional information or obtain consent before carrying out the new processing.

4. Sharing Your Information

The Guardians Tribe does not sell or rent members’ personal information.

We only share personal information where it is reasonably necessary to operate our services, protect the community, comply with legal obligations, provide a service requested by a member, or where another lawful basis applies.

4.1 Service Providers

We may share relevant personal information with trusted third-party service providers that help us operate The Guardians Tribe.

These may include providers of:

• Website hosting and infrastructure.
• Payment processing.
• Identity verification.
• Email and communications.
• Security and fraud prevention.
• Technical support.
• Analytics.
• Membership and platform functionality.
• Other services necessary for the operation of The Guardians Tribe.

We aim to provide service providers only with the information reasonably necessary for the service they perform.

Where a provider processes personal information on our behalf, appropriate data protection arrangements will be used where required.

4.2 Other Members

Information you choose to include within member-visible areas of The Guardians Tribe may be shared with or visible to other members.

This may include:

• Profile information and photographs.
• Homeowner or Guardian listings.
• Pet and household information included within a listing.
• Experience and availability.
• Reviews and feedback.
• Verification statuses.
• Insurance verification status and confirmed geographical scope.
• Training or qualification indicators.

Underlying identity documents, insurance policies, certificates or other private verification documents will not normally be made available to other members.

Members are responsible for considering what personal information they choose to include within their profiles, listings and communications.

4.3 Identity & Verification Providers

Where The Guardians Tribe uses an independent provider to carry out identity or other verification services, relevant information may be provided directly to or processed by that provider.

The provider may process information under its own privacy terms as well as under any applicable arrangements with The Guardians Tribe.

We will only use verification providers where we consider appropriate safeguards to be in place.

4.4 Insurance Providers & Brokers

Where a member chooses to contact, obtain information from or use an insurance provider or broker introduced through The Guardians Tribe, personal information may be shared where:

• The member has requested or authorised the sharing.
• It is necessary to provide a service requested by the member.
• Another lawful basis permits the sharing.

The Guardians Tribe will not routinely provide a member’s private insurance or personal information to an insurance provider merely because that provider is a partner.

Where a member supplies insurance documentation to The Guardians Tribe for verification, that information will be handled in accordance with this Privacy Policy.

4.5 Training & Qualification Providers

Where members choose to access training, qualifications or other services offered by independent providers, relevant personal information may be shared where necessary and lawfully permitted.

Where a member provides a certificate or other evidence directly to The Guardians Tribe for verification, we may retain appropriate information about the qualification and verification outcome.

We will not routinely share unrelated member information with a training provider.

4.6 Payment Providers

Membership payments and other eligible transactions may be processed through independent payment providers.

These providers may receive information necessary to process the transaction, prevent fraud and meet their own legal or regulatory obligations.

The Guardians Tribe does not normally receive or store complete payment card details.

Payment providers are responsible for processing payment information in accordance with their own applicable privacy and security obligations.

4.7 Partners, Benefits & Referral Relationships

The Guardians Tribe may work with selected partners to provide member benefits, discounts, referral arrangements or other relevant services.

The existence of a partnership does not automatically permit the partner to access member personal information.

Where personal information is shared with a partner, we will ensure that an appropriate lawful basis applies and provide any information or choices required by applicable data protection law.

4.8 Legal Authorities & Professional Advisers

We may disclose personal information where reasonably necessary to:

• Comply with applicable law or a valid legal obligation.
• Respond to a court order or other lawful request.
• Cooperate with law enforcement or regulatory authorities where legally required or permitted.
• Prevent or investigate fraud or serious misconduct.
• Protect the rights, safety or property of The Guardians Tribe, its members or others.
• Establish, exercise or defend legal claims.

Relevant information may also be shared with professional advisers, such as legal, accounting or insurance advisers, where reasonably necessary and subject to appropriate confidentiality obligations.

4.9 Safety & Emergency Situations

Where reasonably necessary and legally permitted, we may disclose limited relevant information where we believe there is a serious and immediate risk to the life or physical safety of a person.

Any disclosure will be limited to information reasonably appropriate to the circumstances.

Where an emergency concerns an animal, we may also share relevant information where another lawful basis permits us to do so, for example to assist with an urgent veterinary or animal welfare situation.

4.10 Business or Organisational Changes

If The Guardians Tribe undergoes a legitimate business reorganisation, change of ownership, restructuring, merger, acquisition, transfer of operations or similar change, relevant personal information may need to be transferred as part of that process.

Any such transfer will be handled in accordance with applicable data protection law.

Where required, members will be informed of material changes affecting the controller of their personal information.

4.11 International Service Providers

Some third-party providers may process personal information outside the United Kingdom.

Where UK data protection law requires safeguards for an international transfer, The Guardians Tribe will take appropriate steps to ensure that the required safeguards are in place.

Further information about international data transfers is provided later in this Privacy Policy.

4.12 Our Approach to Data Sharing

When sharing personal information, The Guardians Tribe aims to:

• Share only information reasonably necessary for the relevant purpose.
• Use an appropriate lawful basis.
• Consider the privacy and security of members.
• Use appropriate contractual or other safeguards where required.
• Avoid sharing information for unrelated purposes.

We do not give third-party partners unrestricted access to The Guardians Tribe member information simply because they have a commercial relationship with us.

5. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing our services, protecting the community, meeting legal obligations and establishing or defending legal rights.

Different types of information may be retained for different periods depending on their purpose and applicable legal requirements.

5.1 Active Memberships

While your membership is active, we may retain information reasonably necessary to operate and manage your account.

This may include:

• Account and contact information.
• Profile and listing information.
• Membership records.
• Platform communications and activity.
• Verification information.
• Insurance verification records.
• Training and qualification information.
• Reviews and references.
• Support communications.
• Referral information.
• Trust and safety records.

Information may be updated, replaced or removed as circumstances change.

5.2 Account Closure

Closing or deleting your account does not necessarily result in the immediate deletion of all personal information associated with it.

Following account closure, we may retain information where reasonably necessary for purposes including:

• Legal or regulatory obligations.
• Tax and accounting requirements.
• Fraud prevention.
• Trust and safety.
• Handling complaints or disputes.
• Investigating previous misconduct.
• Preventing individuals from circumventing suspensions or permanent account restrictions.
• Establishing, exercising or defending legal claims.
• Protecting The Guardians Tribe and its members.

Information that no longer needs to be retained will be securely deleted or anonymised in accordance with our retention practices.

5.3 Verification & Insurance Records

Information relating to identity, insurance, training or other verification may be retained for as long as reasonably necessary to:

• Maintain an accurate verification status.
• Monitor relevant expiry or renewal dates.
• Demonstrate that verification was carried out.
• Investigate suspected false or misleading documentation.
• Resolve complaints or disputes.
• Meet legal or trust and safety requirements.

Where a document is no longer necessary, we may retain only a limited record of the verification outcome rather than the original document.

5.4 Trust, Safety & Enforcement Records

Where a member has been involved in a complaint, investigation, warning, strike, suspension, permanent termination, suspected fraud or serious safety matter, we may retain appropriate records after account closure.

This may be necessary to:

• Protect other members.
• Prevent fraud or repeated misuse.
• Identify attempts to circumvent an account restriction or ban.
• Respond to future complaints or legal claims.
• Maintain appropriate evidence of enforcement decisions.

We will retain only information that is reasonably necessary and proportionate for these purposes.

5.5 Financial & Transaction Records

Information relating to membership payments, refunds, referral commissions and other financial transactions may be retained for the period required by applicable tax, accounting and legal obligations.

We do not normally retain complete payment card information where payments are processed by an independent payment provider.

5.6 Communications

Messages and communications may be retained where reasonably necessary for:

• Providing platform functionality.
• Member support.
• Trust and safety.
• Complaint or dispute resolution.
• Fraud prevention.
• Enforcement of our Terms & Conditions.
• Legal or regulatory requirements.

We do not retain communications indefinitely where there is no continuing legitimate or legal reason to do so.

5.7 Retention Criteria

When deciding how long information should be retained, we may consider:

• The nature and sensitivity of the information.
• The reason it was collected.
• The length of the membership relationship.
• Whether the information remains necessary for the service.
• Relevant legal or regulatory requirements.
• Potential complaints, disputes or legal claims.
• Fraud and safety risks.
• Whether the information can instead be anonymised.

5.8 Deletion & Anonymisation

When personal information is no longer reasonably required, we will take appropriate steps to securely delete or anonymise it.

Where information is anonymised so that it can no longer reasonably identify an individual, it may be retained for statistical, analytical or business purposes.

5.9 Requests for Erasure

Members may request deletion of their personal information in accordance with their data protection rights.

The right to erasure is not absolute.

We may retain information where continued processing is permitted or required by law, including where necessary for:

• Legal obligations.
• Fraud prevention.
• Establishing, exercising or defending legal claims.
• Certain trust and safety purposes.
• Other lawful reasons permitted under applicable data protection law.

Where we cannot comply fully with an erasure request, we will explain the reason where required by law.

6. Your Data Protection Rights

Depending on your location, the circumstances and the lawful basis on which we process your personal information, you may have certain rights over your personal data.

Where UK data protection law applies, these rights may include the following.

6.1 Right of Access

You may request confirmation of whether we process your personal information and request a copy of the personal data we hold about you.

You may also request information about how and why your personal information is being processed.

6.2 Right to Rectification

You may ask us to correct personal information that is inaccurate or to complete information that is incomplete.

Members are also responsible for keeping information within their account, profile and listings reasonably accurate and up to date.

6.3 Right to Erasure

In certain circumstances, you may ask us to delete personal information we hold about you.

The right to erasure is not absolute. We may need or be permitted to retain certain information where there is a lawful reason to do so, including for:

• Legal or regulatory obligations.
• Tax or accounting requirements.
• Fraud prevention.
• Trust and safety purposes.
• Complaints or disputes.
• Establishing, exercising or defending legal claims.

Where we cannot fully comply with a request for erasure, we will explain the reason where required by law.

6.4 Right to Restrict Processing

In certain circumstances, you may ask us to restrict how we use your personal information.

This may apply, for example, while:

• The accuracy of information is being checked.
• An objection to processing is being considered.
• Information is required for a legal claim.
• Another applicable legal condition for restriction is satisfied.

Where processing is restricted, we will handle the information in accordance with applicable data protection law.

6.5 Right to Object

You may have the right to object to certain processing based on legitimate interests.

Where you object, we will consider your request and whether there are compelling legitimate grounds for the processing to continue.

You have the right to object to the use of your personal information for direct marketing purposes.

Where you object to direct marketing, we will stop using your personal information for that purpose.

6.6 Right to Data Portability

In certain circumstances, you may have the right to receive personal information you have provided to us in a structured, commonly used and machine-readable format.

You may also have the right to request that this information be transmitted to another organisation where technically feasible.

This right applies only in circumstances provided by applicable data protection law.

6.7 Right to Withdraw Consent

Where we rely on your consent to process personal information, you may withdraw that consent at any time.

Withdrawing consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Where consent relates to an optional feature or service, withdrawing consent may mean that the feature can no longer be provided.

6.8 Automated Decision-Making

Where applicable, you may have rights relating to decisions made solely through automated processing that produce legal or similarly significant effects.

The Guardians Tribe does not intend to make significant membership, safety or enforcement decisions solely through automated processing without appropriate human involvement where required by law.

Technology or automated systems may assist with platform operation, security, fraud detection, matching, moderation or other functions, but significant decisions may be reviewed by a member of The Guardians Tribe team where appropriate.

6.9 Exercising Your Rights

To exercise a data protection right, please contact:

The Guardians Tribe
Email: support@theguardianstribe.com

Please provide enough information for us to understand your request and identify the personal information concerned.

We may ask you to verify your identity before responding where this is reasonably necessary to protect your information from unauthorised access or disclosure.

We will not request more information than reasonably necessary to verify your identity and process the request.

6.10 Response Times

We will respond to valid data protection requests within the timeframe required by applicable law.

Under UK data protection law, this will normally be within one month of receiving a valid request.

In certain circumstances, the response period may be extended where permitted by law, for example where a request is particularly complex or multiple requests have been made.

Where an extension applies, we will inform you as required by law.

6.11 Fees

You will not normally be charged for exercising your data protection rights.

However, where permitted by law, we may charge a reasonable fee or refuse to act on a request that is manifestly unfounded or excessive.

Where we do so, we will explain the reason.

6.12 Complaints About Your Personal Data

If you have concerns about how The Guardians Tribe handles your personal information, we encourage you to contact us first so that we have an opportunity to investigate and respond.

You also have the right, where applicable, to raise a complaint with the relevant data protection supervisory authority.

For individuals in the United Kingdom, the supervisory authority is the Information Commissioner’s Office (ICO).

Making a complaint to us first does not remove your right to contact the relevant supervisory authority.

7. Security Measures

The Guardians Tribe takes the security of personal information seriously and uses appropriate technical and organisational measures designed to protect personal data from unauthorised access, loss, misuse, alteration or disclosure.

7.1 Technical & Organisational Safeguards

Security measures may include:

• Encryption or other appropriate protection of sensitive information.
• Secure account authentication.
• Access controls limiting personal information to authorised individuals who require it for legitimate purposes.
• Monitoring for suspicious, unusual or potentially fraudulent activity.
• Security updates and maintenance.
• Measures designed to protect against unauthorised account access.
• Secure handling of verification, insurance and other sensitive documents.
• Appropriate controls around third-party systems and service providers.
• Internal procedures for responding to security incidents.

The specific measures used may change as technology, risks and the platform develop.

7.2 Access to Personal Information

Access to personal information is restricted according to role, purpose and operational need.

Members of The Guardians Tribe team, contractors or service providers should only access personal information where reasonably necessary for authorised purposes such as:

• Providing support.
• Carrying out verification.
• Managing membership services.
• Investigating trust and safety concerns.
• Maintaining platform security.
• Meeting legal or regulatory requirements.

Where appropriate, confidentiality and data protection obligations apply to individuals or providers with authorised access.

7.3 Verification & Sensitive Documents

Identity, insurance, qualification and other verification documents may contain information that requires additional care.

The Guardians Tribe will take reasonable steps to:

• Limit access to authorised individuals.
• Use the information only for legitimate verification, trust, safety or compliance purposes.
• Avoid making underlying verification documents publicly available.
• Retain documents only for as long as reasonably necessary.
• Securely delete or reduce retained information where the original document is no longer required.

7.4 Third-Party Security

The Guardians Tribe relies on third-party providers for some platform functions, including services such as:

• Hosting.
• Payment processing.
• Identity verification.
• Communications.
• Security.
• Analytics.
• Other technical services.

We select providers with consideration for their role, security and data protection responsibilities.

However, independent third-party providers remain responsible for the security of their own systems and services.

7.5 Member Account Security

Members also have responsibility for protecting their accounts.

Members should:

• Use strong and unique passwords.
• Keep login credentials private.
• Enable two-factor authentication or other enhanced security measures where available.
• Keep devices used to access the platform reasonably secure.
• Be alert to phishing or impersonation attempts.
• Contact The Guardians Tribe promptly if they believe their account has been compromised.

Members should not share passwords, verification codes or other authentication credentials with another person.

7.6 Security Incidents & Personal Data Breaches

Where The Guardians Tribe becomes aware of a suspected security incident or personal data breach, we will take reasonable steps appropriate to the circumstances.

This may include:

• Investigating the incident.
• Containing or limiting the impact where possible.
• Securing affected systems or accounts.
• Working with relevant service providers.
• Assessing the nature and risk of the breach.
• Taking steps to reduce the likelihood of recurrence.

Where required by applicable data protection law, we will notify the appropriate supervisory authority and/or affected individuals.

7.7 Security Notifications

Where a security matter materially affects a member, we may contact them using information associated with their account.

This may include notifications relating to:

• Suspected unauthorised account access.
• Password or authentication concerns.
• Security incidents.
• Personal data breaches.
• Required security actions.

Security-related communications are service communications and may be sent regardless of whether a member has opted out of marketing.

7.8 No Guarantee of Absolute Security

Although The Guardians Tribe uses reasonable safeguards, no website, platform, network or data storage system can guarantee complete security.

We cannot guarantee that personal information will never be affected by unauthorised access, cyberattack, technical failure or another security incident.

Where an incident occurs, we will respond in accordance with this Privacy Policy and applicable law.

7.9 Reporting Security Concerns

If you believe your account, personal information or The Guardians Tribe platform may have been compromised, please contact us as soon as reasonably possible at:

Email: support@theguardianstribe.com

8. Cookies & Tracking Technologies

The Guardians Tribe uses cookies and similar technologies to help operate, secure, understand and improve our website and platform.

These technologies may store information on, or access information from, the device you use to visit The Guardians Tribe.

8.1 What Cookies Are

Cookies are small files or pieces of information stored on your device when you visit a website.

We may also use similar technologies such as:

• Pixels.
• Tags.
• Scripts.
• Local storage.
• Device or browser-based storage.
• Other technologies used for security, functionality, analytics or measurement.

For simplicity, we refer to these collectively as “cookies and similar technologies” in this Privacy Policy.

8.2 Why We Use Cookies

We may use cookies and similar technologies for purposes including:

• Keeping the website and platform functioning correctly.
• Maintaining secure login sessions.
• Remembering account or privacy preferences.
• Protecting accounts and detecting suspicious activity.
• Understanding how the website and platform are used.
• Measuring platform performance.
• Identifying technical problems.
• Improving functionality and member experience.
• Supporting relevant communications, marketing or advertising where permitted and appropriate.

8.3 Strictly Necessary Cookies

Some cookies or similar technologies are necessary for the website or platform to function properly or to provide a service requested by you.

These may include technologies used for:

• Account login and authentication.
• Security.
• Fraud prevention.
• Maintaining sessions.
• Remembering cookie or privacy preferences.
• Essential platform functionality.

Where applicable law permits these technologies to be used without consent, they may be placed automatically.

8.4 Analytics & Performance Technologies

We may use analytics or performance technologies to understand how visitors and members use The Guardians Tribe.

This may help us understand:

• Which parts of the website are used.
• How members navigate the platform.
• Whether technical problems occur.
• How platform performance can be improved.

Depending on the technology, configuration and applicable law, some analytics technologies may be used without prior consent where a legal exemption applies.

Where consent is legally required, the technology will not be used until the required consent has been obtained.

Where applicable, users will be provided with clear information and appropriate controls.

8.5 Functional & Preference Technologies

Certain technologies may be used to remember preferences or provide functionality requested by users.

This may include preferences relating to:

• Display settings.
• Language.
• Accessibility.
• Saved platform choices.
• Other user-selected settings.

Where applicable law permits these technologies to be used without prior consent, appropriate information and controls will be provided where required.

8.6 Marketing & Advertising Technologies

Where The Guardians Tribe uses cookies or similar technologies for marketing, advertising, cross-site tracking or comparable non-essential purposes, we will obtain consent where required by applicable law before those technologies are used.

Users will be provided with appropriate information and choices regarding these technologies.

We will not treat continued use of the website by itself as consent where the law requires a positive indication of agreement.

8.7 Managing Your Choices

Where cookie or tracking choices are available, you may be able to manage them through:

• Our cookie banner or consent tool.
• Cookie preference settings.
• Your browser settings.
• Other privacy controls made available through the platform.

Where consent is required, you may withdraw or change your consent at any time through the available controls.

Withdrawing consent will not affect the lawfulness of processing that took place before consent was withdrawn.

8.8 Blocking or Deleting Cookies

Most web browsers allow users to block or delete cookies.

However, disabling certain cookies may affect the operation of The Guardians Tribe.

For example, some platform features may not function correctly where cookies required for login, authentication, security or other essential functions are disabled.

8.9 Third-Party Technologies

Some cookies or similar technologies may be provided by third-party services used by The Guardians Tribe.

These may include providers of:

• Analytics.
• Security.
• Payment services.
• Embedded content.
• Communications.
• Marketing or advertising services.
• Other platform functionality.

Where third-party technologies are used, they may also process information under their own privacy terms.

We will provide appropriate information and obtain consent where required.

8.10 Cookie Information

Further information about the specific cookies and similar technologies currently used by The Guardians Tribe, including their purpose and duration where appropriate, may be provided through our Cookie Policy or cookie preference tool.

Because technologies and providers may change over time, this information may be updated as the platform develops.

8.11 Your Rights

Where information collected through cookies or similar technologies constitutes personal data, your rights under applicable data protection law may also apply.

Further information about those rights is provided in Section 6 of this Privacy Policy.

9. Changes to This Privacy Policy

The Guardians Tribe may update this Privacy Policy from time to time to ensure it remains accurate and reflects how we collect, use, protect and share personal information.

9.1 Reasons We May Update This Policy

We may update this Privacy Policy to reflect:

• Changes to The Guardians Tribe platform or membership services.
• New or updated features.
• Changes to verification or insurance processes.
• Changes to third-party providers or partners.
• Changes to how personal information is processed.
• Changes to data protection law or regulatory guidance.
• Improvements to our privacy, security or trust and safety practices.
• Organisational or operational changes.

9.2 Notification of Material Changes

Where we make a material change that significantly affects how we collect, use or share members’ personal information, we will take reasonable steps to bring the change to the attention of affected members.

Depending on the circumstances, notification may be provided through:

• Email.
• Platform notifications.
• Website notices.
• Account announcements.
• Other appropriate communication methods.

Where required by applicable law, we will provide information about a new use of personal information before that processing begins.

9.3 Minor Changes

We may make minor, administrative or non-material changes without individually notifying members.

These may include:

• Correcting errors.
• Improving wording or formatting.
• Updating contact information.
• Clarifying existing practices.
• Making changes that do not materially affect how personal information is processed.

The current version of this Privacy Policy will remain available through The Guardians Tribe website.

9.4 Effective Date & Last Updated Date

The Effective Date shown at the beginning of this Privacy Policy identifies when the current version takes effect.

The Last Updated date identifies when the Privacy Policy was most recently revised.

Members are encouraged to review this Privacy Policy periodically and whenever they receive notice of a significant change.

9.5 New Uses of Personal Information

If The Guardians Tribe intends to use personal information for a materially different purpose from the purpose for which it was originally collected, we will assess whether the new use is lawful and compatible with the original purpose.

Where required, we will:

• Update this Privacy Policy.
• Inform affected individuals before the new processing begins.
• Identify an appropriate lawful basis.
• Obtain consent where consent is legally required.
• Provide any additional information or choices required by applicable data protection law.

9.6 Previous Versions

The Guardians Tribe may retain previous versions of this Privacy Policy for legal, regulatory, administrative or record-keeping purposes.

Changes to this Privacy Policy will not remove data protection rights that cannot lawfully be restricted.

10. Contact Us

If you have any questions, concerns or requests relating to this Privacy Policy or the way The Guardians Tribe handles your personal information, please contact us.

10.1 Privacy & Data Protection Enquiries

You can contact us regarding:

• How your personal information is collected or used.
• Access to personal information we hold about you.
• Correction or deletion of personal information.
• Withdrawal of consent.
• Marketing preferences.
• Data retention.
• Security or privacy concerns.
• The exercise of your data protection rights.
• Any other question relating to this Privacy Policy.

The Guardians Tribe
Email: support@theguardianstribe.com
Website: www.theguardianstribe.com

Please include enough information for us to understand and respond to your request.

10.2 Data Protection Complaints

If you believe that The Guardians Tribe has not handled your personal information appropriately or in accordance with applicable data protection law, you may raise a data protection complaint with us using the contact details above.

Please provide:

• A clear description of your concern.
• Relevant dates or circumstances where possible.
• Details that will help us identify the information or account concerned.
• What you would like us to review or resolve.

We will review data protection complaints and respond in accordance with applicable legal requirements.

10.3 Identity Verification

Where you make a request relating to personal information, we may ask for information reasonably necessary to confirm your identity.

This is intended to prevent personal information from being disclosed, changed or deleted at the request of an unauthorised person.

We will not request more information than reasonably necessary for this purpose.

10.4 Information Commissioner’s Office

If you are in the United Kingdom and are unhappy with how we have handled your personal information or a data protection complaint, you have the right to raise your concern with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

You can find information about making a complaint through the:

Information Commissioner’s Office

You do not have to give up your right to contact the ICO in order to raise a concern with The Guardians Tribe.

10.5 Members Outside the United Kingdom

Members outside the United Kingdom may also have the right to contact the relevant data protection or privacy authority in their country or jurisdiction.

Nothing in this Privacy Policy limits any rights available under applicable data protection law.