Privacy policy

Who we are

Passbeam provides a cloud certificate authority and network authentication, for wireless and wired networks, to organisations using Microsoft Entra ID.

If you are an IT provider using Passbeam for your customers, you are the controller of your customers’ data and Passbeam is a processor acting on your instructions. For your own Passbeam account, including the people you invite and how you use the service, Passbeam is the controller.

Passbeam is provided by Passbeam Ltd, a company registered in England and Wales (company number 17485165), registered office 71-75 Shelton Street, London WC2H 9JQ.

What Passbeam does not do

Passbeam does not keep a copy of your directory. It reads Microsoft Entra ID when a decision is needed, such as when a device tries to connect or a certificate is issued. It stores no copy of your users, groups or devices.

Passbeam never holds a device’s private key. Each certificate is issued to a key the device created and keeps, and Passbeam stores only the public certificate. Passbeam does hold the certificate authority keys it creates for each of your clients, encrypted at rest, because it needs them to sign certificates.

Passbeam does not use your data, or your customers’ data, to train any model. Your data is not sold, rented or shared for advertising.

The signed-in product has no analytics or tracking. The public website uses Cloudflare Web Analytics, which counts page views by country and referring site. It sets no cookies and creates no identifier that could follow you between sites or visits, so there is no consent banner. Cloudflare already handles every request to this domain, so no extra company receives your data.

The site’s Content Security Policy allows only two outside services: that analytics script, and the spam check on the contact form. Everything else is blocked.

What Passbeam stores

Your account

The organisation name and billing details you enter, and for each person you invite: their email address, their role and a hash of their password. Second factors are stored only in the form needed to check them: an encrypted authenticator-app secret, or a passkey’s public key.

If someone signs in with Microsoft, we store the Entra tenant ID and object ID that identify their Microsoft account, their Microsoft username, and when they last signed in that way.

Billing

Once your account is over the free limit, we keep your invoices (the name and address they are billed to, what they charge for, and whether they were paid) and a record of who agreed to the paid terms and when.

For a Direct Debit we keep the bank’s name, the account holder’s name and the last two digits of the account number, so you can tell which account it is. You enter your full bank details on GoCardless’s pages, and GoCardless holds them. Passbeam never does.

Sessions

When you sign in, Passbeam records the time, your IP address and your browser’s user-agent string, so you can spot a session that is not yours. Sessions expire after twelve hours of inactivity and can be revoked.

Your clients’ networks

For each network you set up: its name, its sites, the certificate authority Passbeam created for it, the certificates issued and their status, and the identifiers needed to reach your Entra tenant. Credentials you supply, such as an application secret or a gateway password, are encrypted at rest and never shown back to you.

Authentication and enrolment logs

Each connection attempt is logged with who or what made it (an Entra user principal name or a device identifier), the time, the site, the result, and the reason if it was refused. These logs let you see why someone could not connect, and confirm that access stopped when an account was disabled. They do not contain any network traffic, which Passbeam never sees.

The Passbeam Connect app

The Android app sends the code from your organisation’s link, the name you give the phone and a certificate request. The phone keeps its own key. The app has no analytics or tracking.

To delete your phone’s data: remove the phone from your organisation’s Passbeam page (or ask your IT team to remove it), then uninstall the app. Removing it revokes the certificate, so the phone can no longer join the network. The name you gave the phone stays in your organisation’s records, and its connection logs are kept for the retention period below. To have the name deleted as well, email support@passbeam.co.uk from the address you signed in with, naming your organisation and the phone.

Support conversations

The subject, the messages, and any screenshots or documents you attach. Attachments are deleted when the ticket is.

Audit trail

A record of who changed what and when, such as certificates revoked, credentials rotated, people invited or removed, and clients suspended or deleted. It is designed to resist alteration.

Where it lives

Passbeam’s servers and database are hosted in the United Kingdom, and encrypted backups are kept in the United Kingdom. We use a small number of trusted providers for hosting, email delivery and network protection. They handle data only to provide those services to us.

GoCardless collects Direct Debits. When you set one up, you give your bank details to GoCardless directly, and it handles them under its own privacy notice as well as on our behalf.

When Passbeam reads your directory or asks Intune about a device, the request goes to Microsoft, in your tenant, using the permissions you granted. Those permissions are listed in the product before you consent, and you can withdraw them in Entra at any time.

How long it is kept

Authentication logs, sessions and enrolment events are kept for three months. An organisation can choose to keep them for one year or five years instead, in its billing settings, for a monthly fee. Older entries are deleted automatically.

Account and network configuration, and the audit trail of changes made in Passbeam, are kept while your account is open.

When you delete your account, we delete its clients, certificate authorities and their keys, sites, logs and support history straight away, and keep no copy. Encrypted backups already taken are deleted within fourteen days. Before you delete, the product warns you that devices with certificates from those authorities will no longer be able to connect.

The one exception is invoices. A company must keep its accounting records for six years, so invoices issued to your account are kept for six years after it is deleted. Only the invoices are kept, not the account.

Your rights

You can ask for a copy of what Passbeam holds about you, ask for it to be corrected, or ask for it to be deleted. Where Passbeam processes your customers’ data on your behalf, those individuals should send requests to you as the controller, and Passbeam will help you answer them.

Getting in touch

Customers can open a support ticket from inside Passbeam. If you are not a customer and need to contact us about privacy, use the contact form on this site.

The data processing agreement sets out the Article 28 terms for personal data Passbeam processes on your behalf, and names every sub-processor. For anything it does not cover, such as a security questionnaire, ask us.