Data points
To deliver secure and effective emergency and safety services, X-Guard stores a defined set of data entities within the X-Guard Alarm Cloud. These data objects support alarm processing, communication, role-based access, system configuration, and audit logging.
We carefully balance functionality with data minimization, ensuring that only relevant and necessary data is stored to fulfill our product’s purpose. Each entity serves a specific function within the alarm lifecycle or platform configuration.
The table below provides a complete overview of all data entities currently used within the X-Guard Alarm Cloud, including internal roles, relationships, survey systems, logs, observations, and more. Many of these may include personal data (PII) depending on how the customer organization uses our platform.
Data Overview
The following sections provide detailed information:
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- Data entities involved in operations such as alarms, users, devices, locations, and configurations. Hover the field in the table below to view their descriptions.
- Physical location: all data is stored within the European Economic Area (EEA), specifically in Belgium and the Netherlands.
- Database system: X-Guard Cloud
- Encryption: All data is encrypted both at rest and in transit, using automated Google Cloud Key Management.
Transparency on Subprocessors
Some subprocessors may have access to subsets of this data for hosting, support, or analytics purposes. For a detailed overview of these subprocessors and their roles, please refer to our Subprocessors Page.
Access to source systems
X-Guard Alarm Cloud
Data
Alarm
Alarm
Alarms are a special entity containing all information regarding a distress situation. Contrary to other entities, the Alarm entity makes a hard copy of data for special retention purposes.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 or 3 years. Only alarms escalated to an AlarmCenter are saved for 3 years.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Asset
Asset
The Asset entity is the entity used to add identifying information to an Alarm. An Asset could be a person but also a hardware button like the BHV-Knop. An Asset is often (but not required to) be linked to an User and a Device. In case of Assets which use clients which want to send out Observations (to for example trigger an Alarm), the Asset is always linked to the Device and User.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 3 months.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
CustomerAlarmCenterRelation
CustomerAlarmCenterRelation
The CustomerAlarmCenterRelation entity describes the link between a Customer and an AlarmCenter. An AlarmCenter is a special Customer with the privilige of having Alarms esclated to them. In this relation entity we describe which AlarmCenter(s) are allowed to receive the Alarm upon escalation to an AlarmCenter. Please note: whenever an Customer has an AlarmCenter linked and an emergency situation occurs, our system is able to intelligently switch over to a buck-up AlarmCenter in case of an outage at the configured AlarmCenter. This behaviour can be turn of on a Customer level but it is recommended to leave it on.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
CustomerUserRelation
CustomerUserRelation
The CustomerUserRelation entity described the link between a Customer and a User. Mainly used to provide role based access. One User could have access to multiple Customers (with different rolesets).Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Device
Device
The Device entity describes a link to a physical or simulated device which can send Observations. A device is linked (by reference) to an Asset, which could contain multiple devices. For example 'Person A' has a smartphone and a smartwatch which all can send Observations to our system.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
DeviceLogUpload
DeviceLogUpload
The DeviceLogUpload entity describes information regarding a debug log upload done by an User from one of our clients. The information stored in logs could contain PII. For example the log could contain the results of an fetched alarm.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
User
User
The User object, sometimes linked to both an Asset and a Device, is used to login into our systems. Normal (not a X-Guard adminstrator; not a technical service account) users are bound to a customer through a CustomerUserRelation.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Zone
Zone
A Zone is a geographical polygon which can be used for various features like defining response, automatic mode switching and availability management.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
SurveyQuestion
SurveyQuestion
SurveyQuestions, when defined for a specific customer, sometimes contain data which is customer specific.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
SurveyType
SurveyType
SurveyTypes define possible surveys which can be sent system-wide or to a specific customer.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
SurveyResponse
SurveyResponse
SurveyResponses are entities which record data regarding surveys which have been answered. The response itself could possibly contain user generated data with PII.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
AssetGroup
AssetGroup
The AssetGroup entity contains a set of Assets which are currently bound to that group. The name of the AssetGroup could possibly contain PII.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Beacon
Beacon
The Beacon entity is a technical description of a device used for indoor positioning. The Beacon code will be identified by during the processing of the Observation.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 40 days.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
ClientConfigGroup
ClientConfigGroup
The ClientConfigGroup is an entity describing the configuration used in a client. The ClientConfigGroup contains a set of ClientConfigKeys and is linked to an AssetGroup.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
ClientConfigKey
ClientConfigKey
The ClientConfigKey entity is used to save actual configuration options. Note: this is used by clients and exposed to the clients as well. It does not contain sensitve data like passwords or logins.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Customer
Customer
The Customer entity describes a X-Guard customer, usually a business or organization. The Customer could also refer to a private person where they use their private name as the organisational name (and thus the Customer name).Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
RegistrationTemplate
RegistrationTemplate
The RegistrationTemplate entity describes how and with what enabled ClientConfig, AssetGroups and possible restrictions a new 'AppUser' should be registered. An AppUser is a triangle of an User, Asset and linked Device with the CustomerUserRelation role set to 'App User'.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
DomainLink
DomainLink
The DomainLink entity binds a DNS based domain name to a customer. The goal is to prohibit users from registering in the wrong organisational context.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
ReportTrigger
ReportTrigger
A ReportTrigger is a configuration object which defines whenever we should send out a report to whomever is subscribed. The list of subscriptions could be a list of hard coded email addresses.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Fingerprint
Fingerprint
The Fingerprint entity contais a set of Bluetooth iBeacon scan data, made by an X-Guard On-Site Engerineer. The scan data only contains iBeacon UUID regions whitelisted, by default beacons as sold by X-Guard. Each datapoint has an associated RSSI-value for intelligent indoor positioning.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
ObservationTrigger
ObservationTrigger
The ObservationTrigger Entity is a technical configuration object describing whenever an Alarm should be generated in the system. I.e. on what event codes should we respond with the creation on an Alarm. Triggers could also contain actions to send out emails or sms messages whenever an event occurs.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
ReportTriggerRun
ReportTriggerRun
ReportTriggerRun entities are recording of reports which have been sent out. For example a full recollection of an email which has been sent including the possible attachements. This entity often contains a lot of personal information because reports tend to aggregate Asset/User information including their personal details.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
AlarmEvent
AlarmEvent
The AlarmEvent entity describes various events which could happen on an Alarm. For example all chat messages, all Assets who are called upon, all actions taken in the X-Guard Alarm Manager, the acknowledgement, and call connections. During the alarm this is used to effectively display what is happening during an Alarm. Afterwards it is used for audit logging purposes.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 or 3 years. Only alarms escalated to an AlarmCenter are saved for 3 years.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
AlarmHelper
AlarmHelper
The AlarmHelper entity describes who (Assets) has been called upon to help during an Alarm. Note that AlarmHelpers also include whoever has been notified but not responded and Assets who have actively declined to help.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 or 3 years. Only alarms escalated to an AlarmCenter are saved for 3 years.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
AlarmPushSubscription
AlarmPushSubscription
The AlarmPushSubscription entity describes which Assets are currently subscribed to an Alarm. A subscription is created when the Alarm detail page is opened in of our clients like the X-Guard Alarm app. This data is saved temporary and deleted upon closing the page.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 or 3 years. Only alarms escalated to an AlarmCenter are saved for 3 years.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
AlarmProfessionalResponder
AlarmProfessionalResponder
The AlarmProfessionalResponder entity contains information about a professional partner who has been called upon during an Alarm. Whenever a StaticResponder is available and marked as a professional (and has an active integration with for example Sequrix), we are able to call this responder with verified and automated ways.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 or 3 years. Only alarms escalated to an AlarmCenter are saved for 3 years.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
ContactList
ContactList
The ContactList Entity is a list of static names, e-mails and phone numbers which can be linked to a ReportTrigger or a Zone to be visible during an Alarm. The use of this list is discouraged as X-Guard beleives in a dynamic approach and the maintanability of these lists is hard. When used, it could contain PII refering as added by Support or the user / organisation themselves.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Overlay
Overlay
An Overlay contains, similar to a Zone, a geographic polygon which could point to house address or commerical building. An overlay shows an image with a floorplan over our normal maps in applications.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
PhoneNumberVerification
PhoneNumberVerification
The PhoneNumberVerification object is a temporary object which is created during the verification process of a phone number.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 40 days.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Role
Role
Roles define a set of permissions in the X-Guard Alarm Cloud system. They do not contain any PII.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: Not linked to customer, not deleted
StaticResponder
StaticResponder
StaticResponders are entities describing someone who can be used as a responder during an Alarm situation. The availability of a static responder is defined through a Zone or AlarmProfessionalResponder. For example (but not limited to): A StaticResponder will be bound to a Zone and whenever an Asset is in this Zone, the StaticResponder will be exposed in the X-Guard Alarm Manager.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 1 year.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Observation
Observation
The Observation Entity is special message with event data as sent out from a Device. For example "new position" or "an alarm button has been pressed". The Observation contains reference data like the bound asset and position.Pii: Yes
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
40 days
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Webhook
Webhook
Webhooks are technical entities to forward data to external system when configured so by a customer themselves. Webhooks are able to forward all data operation (create, read, update, delete) for all accessible entities withing a Customer. The Webhook entity itself does not contain any PII, it does however enable the integration to forward it to a (possibily) external 3rd party.Pii: No
Special Pii: None
Goal Of Data: Core system functionality of product
Retention: In production
For the duration of the contract + 3 months.
Backups
See backup policy. Note that backups are not accessible through our systems and are only used in case of an applied restore during an outage.
Physical Location
Belgium, Netherlands
✅ All in EER
✅ All in EER
Database System
X-Guard Cloud
Encryption
✅At Rest
✅In Transit
Automated: Google Cloud Key Management
✅In Transit
Automated: Google Cloud Key Management
Last review: 22/04/2025. Next review planned for 22/04/2026