Guardian Portal

Privacy policy

Last updated September 29, 2026

Guardian Portal is the staff app of Guardian Community (Guardian Outreach Ministries Inc.). It is for our employees and contractors, who sign in with an account the organization issues. This policy explains what the Portal collects, why, who can see it, and the choices you have. It covers the Portal on the web and in the iPhone and Android apps. Our public website has its own policy. Everything here is processed for employment purposes: you are staff, and these are your work records.

What we collect

Your profile. The details you give us: name, email, phone, home and shipping address, birthday, emergency contact, shirt size, photo, and documents you sign in the Portal.
Your work records. Schedules, shifts, hours, pay, mileage, deposits, and the event and course records, photos and notes your work creates.
Messages. What you post in the Guardian Hub: team chat, direct messages, announcements, kudos, and the tickets and feedback you file. In an interview room, the chat — including links and files you share there — is kept with that interview's record.
Notifications. If you allow notifications, a token that identifies your device so we can deliver them, and the notification preferences you set.
Precise location — only while you are using the app for work. Your precise, GPS-level location is recorded when you clock in or out; when you start an event and then, while that event is running and you are using the app, at most once a minute; when you check in at a course, together with your distance from it; and at the start and end of a mileage trip. The app asks for location only while you are using it — never the “always” permission — and your phone's own permission prompt is what grants it. We never record location continuously, on a timer, in the background, or with the app closed. You consent to this when you agree to the Portal's Terms of Use, and you can turn location off for the app in your phone settings at any time.
Maps you look at. A few screens ask your device for your position purely to draw a map around you — for example a course map. Your phone may show its location indicator while that happens. Nothing from those screens is stored: we keep only the records described above.
Technical records. Sign-in events, the type of device and browser you use, network address, and error reports when something breaks. On the recruiting team's Messages page, the last time you had it open, so you aren't texted about a question you are already looking at. Only that one latest time is kept.

How we use it

To run the organization: scheduling and staffing, paying you and reimbursing mileage, confirming attendance at courses and events, shipping you kits and gear, reaching you or your emergency contact, team communication, training, and resolving disputes about any of these. We do not sell your information, and we do not use it for advertising.

Who can see it

Colleagues see your name, photo and role, and the messages you post where they can read them. Your director or manager sees your schedule, hours, location stamps and work records in the normal course of scheduling and approvals. The people who process payroll and reimbursements see what they need for that. Access is limited by role, and pay and HR records are sealed to the few people who handle them.

Service providers

The Portal runs on service providers that store or carry data on our behalf and are bound to use it only for that: hosting and database services, the notification services of your phone's platform, text-message and email delivery, voice and video calling, sign-in, and operational logging. We also share information when the law requires it.

Location is never sold, and never shared with advertisers, analytics providers or data brokers. It reaches only the providers that store it for us, as part of the work record it belongs to.

Your choices

Notifications — you can tune what the app notifies you about, and whether it makes a sound, under Account → Notifications, and your phone settings control whether the app may notify you at all. Messages about your pay, schedule and deposits still reach you by other means while you work with Guardian.
Location — you can turn it off for the app in your phone settings. If you do, no location is recorded for you and the app tells you; your director may need to confirm your hours or presence another way, and mileage cannot be calculated.
Your profile — you can update it under Account at any time.

How long we keep it

A location stamp is kept with the payroll or event record it supports, for as long as we must keep that record, and it is deleted when that record is deleted. Location is never kept as a separate trail of its own. Hours, pay, mileage and deposits follow the same rule. Profile details and messages are kept while you work with Guardian and as long afterwards as the law requires, then deleted or anonymized.

Asking for your data, or its deletion. You can ask us for a copy of what we hold about you, ask us to correct it, or ask us to delete it, by writing to admin@guardiancommunity.org. We will tell you what we can and cannot delete — some employment records we are required to keep.

Security

Data travels encrypted, access is controlled by role and every access to sensitive records is logged. Sign-in supports passkeys and a Guardian Google account. No system is perfectly secure; tell us at once if you believe your account has been used by someone else.

Children

The Portal is for Guardian Community staff. It is not directed at children.

California

If you work for Guardian in California, the California notice in your Terms of Use applies to the information described here.

Changes and questions

When this policy changes we update the date above and tell you in the Portal. Questions: admin@guardiancommunity.org.