Privacy policy

How Vekterlogg processes personal data.

1. Who we are and contact

The service “Vekterlogg” is provided by Einvik Studio AS (“Vekterlogg”, “we”).

If you have questions about privacy or want to exercise your rights, contact us at kontakt@vekterlogg.no.

2. Roles: who is responsible for what

Vekterlogg is sold to venues and security companies that use the app to document and organise their security work. The responsibility is divided in two:

• The venue or the security company is the data controller for the data entered in their own account – for example incidents, guest counts, reports, bans, schedules, hours and information about the employees. They decide what the data is used for.
• Vekterlogg is the data processor for this data and processes it only on the customer's behalf and according to the customer's instructions. We enter into a separate data processing agreement with each customer.
• Vekterlogg is itself the data controller for data about the customer relationship itself – for example the sign-in account, the contact person, invoicing, operational logs and enquiries from the website.

If you are registered in the app (for example as an employee, a guest or a banned person) and want to exercise your rights, you can contact the venue or the security company directly, or us – we will then forward the request.

3. What personal data we process

Account and profile (users of the app)

• Email address and password (the password is stored encrypted by Firebase Authentication, and nobody at our end can see it).
• Name, call sign and ID number.
• Mobile number, for call-outs and contact.
• Role (for example guard, shift leader, steward or venue employee) and which venues the user belongs to.
• Profile photo and next of kin (name, relationship and phone number), if entered.
• Address, if entered.
• Whether two-factor authentication is switched on. Two-factor authentication is optional and uses an authenticator app. The key for the codes is stored by Firebase Authentication, and nobody at our end can see it.
• The control centre (the Operator role) sees the name, ID number, mobile number and line manager on the contact card. The control centre only sees next of kin and address when it gives a reason, for 60 seconds, and every view is logged.

Information about the employees (when the customer uses the HR part)

• Schedule, clocking in and out, and hours.
• Absence – only the type and period, never the reason or diagnosis.
• The basis for pay and invoicing, employment contracts and equipment handed out.
• Approvals and course certificates, and documents the employee must provide to the employer, for example a police certificate.
• National ID number, when the employer needs it (for example for the list of employees sent to the police). It is shown hidden in the app, and who opens it is logged. Bank account numbers are not stored.

HSE (when the customer uses the HSE part)

• Deviations in the working environment, near misses and injuries, safety inspections, risk assessments and the annual plan. A deviation can be reported anonymously.
• Information about injuries is health data. Only managers with access to HSE see it, and never the venue's staff.
• Whistleblowing on wrongdoing (Chapter 2 A of the Norwegian Working Environment Act). A report can be sent anonymously. Only the recipients chosen by the customer read it. Who sent an anonymous report is stored only so that the replies get through, and is not shown to anyone – not in the app, not in the customer portal and not to us.
• Follow-up after a serious incident: a conversation, the need for time off and a note for each guard who was involved in violence, use of force or an SOS. Only the shift leader and the administrator see it.

Location

• When clocking in and out, to see that the guard is at the right place.
• When someone presses SOS, so that colleagues can find them. The location is shared until the alarm has been handled, and for at most 60 minutes.
• During the whole shift only if the customer has switched it on. Then only managers with access to it see the location.
• On a mobile patrol, the track is stored while the guard drives the route, so that the customer can see the visits to the sites.
• Fall alarm: if the customer has switched it on, the phone reads the motion sensor to detect whether the guard has fallen or is lying still. The measurements stay on the phone, and only the alarm is stored.
• The app can also recognise the venue's wireless network or a colleague's phone nearby (Bluetooth), to see that the guard has arrived. This happens on the phone, and only the result (“arrived”) is stored.
• If the customer has switched on alerts for area and patrols, the control centre can get an alert when a guard is far from their venue or hasn't done their patrol. The alert is calculated from the location and the patrols already stored, and nothing new is stored.

Information from the shift

• Incident log, patrols, confiscations, lost and found, guest counts and statistics, including how many counts each guard has made. The employee sees their own numbers, and managers with access see the numbers per employee.
• Chat (including voice messages and photos), SOS and call-outs, notes and sightings. The venue's own staff can have a shared chat with the guards.
• Video to the control centre: the guard can share the camera live with the control centre during an incident, on their own initiative or when the control centre asks. The guard chooses to share, sees what is being sent, and can stop at any time. The video is not recorded and not stored. Only who, when and for how long is stored.
• Speech to text: if the customer has switched it on, what is said in the talk groups on the radio is converted to text, so that the control centre can read and search it. The text is stored together with the recording and deleted with it.
• Dictation in the incident: the guard can dictate an incident instead of typing. The recording is converted to text by Google in the EU, and nothing is stored there. The recording is stored with the incident, and the venue's staff never hear it.
• Silent SOS: if the guard holds the SOS button for 4 seconds, the recipients are alerted without sound.
• Silent alarm: the guard can set a separate code that opens the app as usual, but silently alerts management and the control centre with the location, for example if the guard is forced to unlock the phone.
• Reports (final report, use-of-force report and incident report). They may contain information about people who were involved in an incident.
• Shift calendar: the guard can add the shifts to the calendar on their phone with a separate link. The link only contains time, place and role, never who you work with. Your calendar service (for example Apple or Google) fetches it itself, and the link can be switched off at any time.
• Feedback from the venue: the venue can give praise, complaints or suggestions about the guards. It contains the ID number, and only the security company's management reads it.
• Feedback after the shift. It is anonymous: only combined numbers are shown, and only once at least two have replied. A comment can be sent anonymously to management.
• Bans: name, possibly photo and date of birth, reason and dates for people who have been refused entry. This is information about people who usually don't use the app themselves.

Use and operation

• Whether you are on duty, when you were last active, and which device and version of the app you use.
• The address the app uses to send notifications to your phone.
• An activity log of important actions in the app, for example changes to access.
• Error messages from the app, with device, app version and which page the error occurred on, so that we can fix errors.
• Statistics on how much the various features are used. It is summed per customer and not linked to individuals.

Enquiries from the website

• The name and email address you give in the chat on vekterlogg.no, and the messages in the conversation.
• A random ID for the conversation, stored in your browser, so that you can continue the conversation later.
• The robot check (Cloudflare Turnstile) looks at technical information from the browser, including the IP address.

Visits to the website

• We count the visits to vekterlogg.no with Vercel Web Analytics: which page was opened and when, where the visit came from (for example a search), roughly where (country and city), and what kind of device, operating system and browser.
• No cookies are used, and nothing is stored on your device. Each visit is counted with a number generated from the request and deleted after one day, so the statistics cannot be linked to you or follow you from day to day. We only see the combined numbers.

4. What the data is used for, and the legal basis

We process the data to:

• deliver a safe and documented security service and coordinate the guards while they are at work,
• look after the safety of guests, employees and guards,
• meet documentation requirements, including those relating to inspections and the licence to serve alcohol,
• help the customer with schedules, hours, the basis for pay and invoicing and follow-up of the employees,
• manage customer relationships, sign-in and invoicing, and operate and improve the service,
• notify the venue by email or SMS when there is an SOS, a fire alarm or a guard has been sent there, if the customer has switched it on (the message contains the place and time, never the names of the guards),
• send visit reports and callout notifications by email to the customer's own customers (the addresses the customer has entered on the site). The message contains the ID number, never the name of the guard,
• help the customer with HSE, whistleblowing and follow-up of the employees after serious incidents,
• answer questions and enquiries from the website.

The legal basis is contract (GDPR Art. 6(1)(b)) for the customer and account relationship, legitimate interest (Art. 6(1)(f)) in safeguarding security, documenting the security service, replying to those who contact us and preventing misuse of the chat, and legal obligation (Art. 6(1)(c)) where the law requires documentation. For data where the customer is the data controller, the customer decides the legal basis.

Artificial intelligence (AI)

In the reports, the guard can tap “Improve the text”. Then only the text itself is sent to Anthropic (the AI service Claude), which corrects typos and makes the text factual without adding or removing facts. Names from other fields, photos and who wrote it are not sent. The original is stored with the report, and the report states that the text has been improved with AI. The customer can switch the feature off.

If the guard writes a report in English, the free-text fields are translated into Norwegian by Anthropic (Claude) when the report is submitted. Only the fields are sent, without photos and without who wrote it. The original is shown below the translation, and the report is marked. The customer can switch it off.

Before a report is sent, the app can check whether something important is missing, such as the time, the place and what happened. The fields in the report are then sent to Anthropic (Claude). The names of the persons involved are replaced with “(filled in)”, and photos and who wrote it are not sent. The answer is only shown to the person writing, and nothing is stored. The customer can switch it off.

With “Ask about the site”, the guard can ask about a site, for example where the fire panel is. The answer comes from the instructions for the site (including PDFs and images), “Important” and the log for the site for the last 30 nights, and these sources are sent to Anthropic (Claude). Phone numbers and codes are replaced first, and names of persons, contact lists and who wrote it are not sent. The question and the answer are not stored. The customer can switch it off.

In the instruction workshop, the security company and the venue can ask the AI to suggest the text for a point or to put the instruction together. The points and the comments are then sent, without names, to Anthropic (Claude). Both parties read and approve the text themselves.

When the management handles an HSE deviation, they can ask the AI to suggest causes and actions, and to write a short draft lesson for the guards when the deviation is closed. The text of the deviation and its handling is then sent to Anthropic (Claude), without who reported it, the site and the photos. Phone numbers, email addresses and service numbers are replaced first. The management chooses what to use, and nothing is stored until they do. The customer can switch it off.

5. Sub-processors

We use a few suppliers to operate the service. They process data on our behalf under data processing agreements:

Google (Firebase and Google Cloud)	Sign-in, database, server functions, push notifications and storage of files and images, and speech to text on the radio and in incidents (Google Speech-to-Text). The data is stored and processed in the EU.
Vercel	Hosting of the app and the website, and the visitor statistics for the website. USA and EU.
Brevo	Sending email and SMS, for example invitations, reports, alerts, messages to the venue and replies to enquiries from the website. EU.
Apple	Delivery of push notifications to iPhone. USA.
Anthropic	The AI features: “Improve the text”, translation of reports written in English, the check of reports before they are sent, “Ask about the site”, suggested text in the instruction workshop and suggested causes, actions and lessons in HSE (see section 4). USA.
Cloudflare	The robot check in the chat on the website, and transmission of audio on the radio and video to the control centre while it is in progress (Cloudflare Realtime). The video is not stored at Cloudflare. May process data outside the EU/EEA.

The map in the app is fetched from OpenStreetMap, and some program files are fetched from open content delivery networks (jsDelivr and cdnjs). They then see the IP address of the device, but no other information.

When data is processed outside the EU/EEA, this only happens with a valid basis, for example the EU Standard Contractual Clauses (SCC) or the EU–US Data Privacy Framework.

We do not sell personal data, and we do not share it with anyone other than as needed to deliver the service, or as required by law.

6. How long the data is stored

• Account and profile are stored for as long as the account exists. When an employee leaves, access is closed the morning after their last shift, and when the account is deleted, the profile, photo, documents and national ID number are also deleted.
• Reports are deleted automatically after 3 years.
• Chat is deleted automatically after the period the customer has chosen (7 days by default).
• Notes are deleted after 30 days, sightings after 180 days, and lost and found after 14 days.
• Video to the control centre is not stored. The information about who shared video and when, and silent alarms, is deleted after 30 days.
• The location from the shift is deleted after 3 days. The track for the whole shift is deleted after the period the customer has chosen (1–90 days, 1 by default). The visits on a mobile patrol and the callouts, with photos and the map of the visit, are deleted after 6 months. The location from clocking in is deleted when the hours for the month have been submitted.
• Radio recordings are deleted after the period the customer has chosen (1–90 days, 1 by default). A recording attached to a report is kept as long as the report. Recordings from dictation in an incident are deleted with the incident.
• HSE deviations, safety inspections, risk assessments and follow-up after serious incidents are deleted after 3 years, like the reports. Whistleblowing reports are deleted 3 years after they are closed.
• Confiscations are deleted after 180 days, and feedback from the venue after 12 months.
• Hours are stored for 13 months, absence for 3 years, and the basis for pay and invoicing for 5 years, as required by the accounting rules.
• The activity log in the app is deleted after 90 days, error messages after 60 days and operational logs after 12 months.
• Usage statistics, which are not linked to individuals, are stored for up to 24 months.
• Bans are deleted automatically when they expire. Other information from the shift is stored for as long as the customer needs it for documentation, and deleted when the customer asks.
• Enquiries from the website are deleted 12 months after the last message, or earlier if you ask at kontakt@vekterlogg.no.

7. Your rights

You have the right of access to, rectification and erasure of your own data, to restrict or object to the processing, and to have the data handed over to you (data portability). If you have given consent, you can withdraw it at any time.

If the request concerns data for which a venue or security company is the data controller, you can contact them directly, or us – we will then forward it. You can also complain to the Norwegian Data Protection Authority (datatilsynet.no).

8. Security

All traffic is encrypted (HTTPS). Who gets to see what is controlled by roles and checked on the server, and each customer's data is kept separate from other customers'. Sensitive information, such as bans and information about the employees, can be locked with a separate passcode in the app. We use recognised cloud services with good security measures.

9. Cookies and storage on the device

The app stores what it needs on the device for sign-in and operation. If you open the chat on the website, a random ID for the conversation is stored in the browser, and the robot check may store what it needs to tell humans from robots. The visitor statistics for the website use no cookies and store nothing on the device. We do not use cookies for tracking or marketing.

10. Children

The app is made for guards, stewards and others who use it in their work, and is not intended for children.

11. Changes

We may update this policy. In the event of material changes, we will let you know in the app or by email. The date at the top shows when it was last changed.