Privacy policy

Who is responsible for your information

This WorkSync service is operated by Dale Jefferies, which is responsible for the personal information described here. For any privacy question or request, email admin@ubique-apps.co.uk.

Where your employer uses WorkSync to manage your hours, your employer is also responsible for how it uses your time records.

What we collect

• Account details: your name, email address, optional phone number, account type and an encrypted (hashed) password. We never store your password itself.
• Business details (employers): business name and address, timesheet settings and the bookkeeper contact you enter.
• Employment links: which businesses you're connected to, the status of each request, any message you include and the hourly rate the employer sets.
• Time records: clock-in, clock-out and break times, and the timesheets built from them, including approval decisions and reasons.
• Clock-in location: only if your browser asks and you allow it, the approximate latitude and longitude when you clock in. You can decline.
• Jobs and messages: job postings, applications and the messages you send.
• Technical data: a session cookie that keeps you signed in, a cookie remembering your light/dark preference, and short-lived security records (stored in a scrambled form) used to limit repeated sign-in and password-reset attempts. The web server also keeps standard access logs.

We don't ask for National Insurance numbers or bank details.

Why we use it

• To provide your account and the time-recording and approval service.
• To show your records to the employers you've linked to, and their records to them.
• To send service emails: password resets, timesheet submissions and decisions, and approved timesheets to a bookkeeper an employer has named.
• To keep the service secure and prevent misuse.

Who can see it

• Employers see the details, time records, timesheets and messages of employees linked to their business only. They can't see your work for other businesses.
• Bookkeepers nominated by an employer receive approved timesheets for that business by email.
• Administrators of this service can see records to run and support it.
• Our hosting and email providers process data on our behalf to run the service.

We don't sell your information or use it for advertising.

Analytics

WorkSync does not currently use analytics, tracking or advertising cookies.

How long we keep it

Time records and timesheets are kept while they're needed as employment records for the businesses involved. When an account is closed, its time records are kept so that employers' historical records remain complete, and other details are removed in line with the operator's retention policy. Password-reset links expire after one hour, and security records are deleted after two days.

Your rights

Under UK data protection law you can ask for a copy of your information, ask for it to be corrected or deleted, object to or restrict how it's used, and ask for it in a portable format. Some time records may need to be kept for your employer's legal obligations even if you ask for deletion. To make a request, email admin@ubique-apps.co.uk. You can also complain to the Information Commissioner's Office at ico.org.uk.

Security

Passwords are hashed, the site should only be used over HTTPS, and every request is checked so that people can only see the records they're entitled to.

Changes

If this policy changes, the updated version will be published here with a new date.