Privacy Policy

Welcome to the Shiftie privacy policy.

Shiftie respects your privacy and is committed to protecting your personal data.

The information set out in this privacy policy aims to inform you as to how we collect and look after your personal data when you visit our website, https://www.shiftie.co or make use of our software and services (regardless of where you visit from). It will also tell you about your privacy rights and how the law protects you.

References to “you” or “your” are to you as an individual using our website, software, or services, or otherwise contacting Shiftie (either on behalf of yourself, your business or another individual or organisation).

THE CONTENT

IMPORTANT INFORMATION

WHO WE ARE

THE DATA WE COLLECT ABOUT YOU

IF YOU FAIL TO PROVIDE PERSONAL DATA

HOW WE COLLECT YOUR PERSONAL DATA

HOW WE USE YOUR PERSONAL DATA

DISCLOSURES OF YOUR PERSONAL DATA

DATA SECURITY

DATA RETENTION

YOUR LEGAL RIGHTS

CONTACT DETAILS AND COMPLAINTS

IMPORTANT INFORMATION

It is important that you read this privacy policy together with our Cookie Policy our Terms of Use and any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other notices and is not intended to override them.

Please note that Shiftie may update and amend this privacy policy from time to time and any changes will be posted on our website. This version was last updated on 22nd January 2021.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Our website and software may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

By accessing and continuing to use Shiftie’s website and/or services and/or software, you accept the terms of this privacy policy.

WHO WE ARE

Website Vision Limited T/A Shiftie is a company incorporated in England and Wales with company number 05193786. Our registered office is Sigma House Oak View Close, Edginswell Park, Torquay, Devon, TQ2 7FF and the company is referred to as ” Shiftie”, “we”, “us” or “our” in this privacy policy

Shiftie provides its customers with a cloud-based software-as-a-service shift scheduling and human resources management platform, through which our customers have the ability to manage their teams’ shifts, availability, attendance, and personal details. Individual users can also hold their own independent accounts and subscribe to different company workplaces, managing their own personal data and availability. We provide our software products and services to our clients who act as the controller of any personal data that we, as the processor, then process for and on their behalf.

It is the responsibility of our customers to determine how their employees’ personal data is processed and to ensure there is a lawful basis for its use. If you are one of our customers’ employees and you have any specific queries or concerns about how your personal data is being handled you should contact the relevant customer in their capacity as controller.

Shiftie is a controller (in respect of personal information we process in relation to our website) and a processor on behalf of our customers (in respect of personal information we process in relation to our website, software, and services) and we are responsible for your personal data.

We are bound by applicable data protection laws in respect of the handling and collection of your personal data and are registered as a data controller in England and Wales, with the Information Commissioner’s Office (ICO) under the ICO number ZA827372.

If you have any questions about this privacy policy, including any requests to exercise your legal rights as set out in the ‘YOUR LEGAL RIGHTS’ section, please contact us using the contact details in the ‘CONTACT’ section.

THE DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data) or data relating to a corporate entity.

If you visit our website, or contact us about employment opportunities or to enquire about our products and services or are an employee making use of our software and services via one of our customers’ Shiftie accounts, we may collect, use, store and transfer different kinds of personal data about you, which we have grouped together as follows:

Aggregated Data. We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific software feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

Special Categories of Personal Data. We do not actively collect any special categories of personal data about you. This includes details about your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, health, sex life or sexual orientation. However, we may process certain special categories of personal data when:

Children. Our website is not intended for children and in this respect, we do not knowingly collect data relating to children.

We do not actively collect any information about criminal convictions and offences. However, our software does provide our clients with the opportunity to collect and process personal data relating to their employees’ criminal records.

IF YOU FAIL TO PROVIDE PERSONAL DATA

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our products or services or open up a customer account). In this case, we may have to suspend or cancel a product or service you have with us but we will notify you if this is the case at the time.

HOW WE COLLECT YOUR PERSONAL DATA

We use different methods to collect data from and about you including through:

HOW WE USE YOUR PERSONAL DATA

Please note this section only summarises the purposes for which we use personal data where we are acting as a controller of personal data. Our clients are responsible for determining the purposes for which they use our software and will be responsible for providing you information in that respect.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose / ActivityType of DateLawful basis for processing including basis of legitimate interest
To receive information about you from you or other third parties for the purposes of recruitmentIdentity Data

Contact Data

Special Categories of Personal Data
Performance of a contract

Necessary for our legitimate interests (in finding and hiring the right people to help grow our business)

Consent
To carry out our obligations arising from any contracts entered into between you and us, where you are an individual that orders our servicesIdentity Data

Contact Data
Performance of a contract
To enable you to open a customer account and use our software and servicesIdentity Data

Contact Data

Technical Data

Profile Data

Marketing and Communications Data
Necessary for our legitimate interests (in being able to ensure our clients can use our software products and services in order that they may manage their employees)
To provide, monitor, develop and improve our software products and services and the experience we are able to offer our customers and their employeesIdentity Data

Contact Data

Transaction Data

Technical Data

Profile Data

Usage Data

Marketing and Communications

Special Categories of Personal Data
Necessary for our legitimate interests (to continually improve our software products and services)
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms of use, privacy policy or cookie policy
(b) Asking you to provide a review or take a survey
Identity Data

Contact Data

Profile Data

Marketing and Communications Data
Performance of a contract

Necessary for our legitimate interests (to keep our records updated and to study how customers use our products and services)

Necessary to comply with a legal obligation
To receive and respond to enquiries from you about our software products and/or servicesIdentity Data

Contact Data

Marketing and Communications Data
Necessary for our legitimate interests (to engage with stakeholders and to facilitate the growth of our business)
To receive and respond to customer support related questions raised by youIdentity Data

Contact Data

Technical Data

Profile Data

Usage Data
Necessary for our legitimate interests (to be able to provide our clients and their customers with excellent customer service)
To enable you to complete a surveyIdentity Data

Contact Data

Profile Data

Usage Data

Marketing and Communications Data
Necessary for our legitimate interests (to study how our clients and their customers use our software, to develop it and improve our business)
To administer and protect our business, this website and our software (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)Identity Data

Contact Data

Technical Data

Usage Data
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud, and in the context of a business reorganisation or group restructuring exercise)

Necessary to comply with a legal obligation
To use data analytics to improve our website, software, marketing, client relationships and end-user customer experiencesTechnical Data

Usage Data

Profile Data
Necessary for our legitimate interests (to define types of clients our services, to keep our website and software updated and relevant, to develop our business and to inform our marketing strategy
To make suggestions and recommendations to you about our products and services that may be of interest to youIdentity Data

Contact Data

Technical Data

Usage Data

Profile; Marketing and Communications
Necessary for our legitimate interests (to develop our products and services and grow our business)

Consent

 

Marketing from Us

If you provide your express, opt-in consent, we may use your Identity, Contact, Technical, Usage and/or Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You may receive marketing communications from us after you have requested information from us or opened a client account and, in each case, you have opted-in to receiving that marketing.

You can withdraw your consent at any time.

In some limited circumstances, we may contact you about similar products and/or services where you have purchased products or services from us and you have not opted-out of receiving this information. The legal basis on which we process personal data for these purposes is our legitimate interest to develop our products and services and grow our business.

You can ask us to stop sending you marketing communications at any time (please see the ‘Opting Out / Unsubscribing’ section).

Third-Party Marketing

We will get your express opt-in consent before we share your personal data with any company outside Shiftie for marketing purposes.

Opting Out / Unsubscribing

You can ask us to stop sending you marketing messages at any time by following the unsubscribe links on any marketing message sent to you or by contacting us at any time.

Where you opt-out of receiving these marketing messages, you may still receive messages for other purposes (such as providing the services to you).

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DISCLOSURES OF YOUR PERSONAL DATA

For the purposes set out in the ‘HOW WE USE YOUR PERSONAL DATA’ section we may have to share your personal data with the following parties:

CompanyServiceActionType of Data
Amazon (AWS)HostingSendIdentity Data; Contact Data; Transaction Data; Technical Data; Profile Data; Usage Data; Marketing and Communications Data
MapboxReverse geo-coding services for address lookupReceive; ExposeContact Data
StripePayment GatewaySendIdentity Data; Contact Data; Transaction Data

If you require further information on specific third party integrations in relation to your personal data, please get in contact (please see the ‘CONTACT’ section).

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

INTERNATIONAL TRANSFERS

We do not process your personal data in any country outside of either the United Kingdom (UK) or the European Union (EU).

Our clients may request that we transfer their customers’ personal data to a third party with whom the client contracts directly and where such a third party may process the personal data outside of either the UK or the EU, but our clients as controllers would be responsible for these arrangements.

DATA SECURITY

We have put in place appropriate security measures, including limited entrypoints to the API, limited access to the CDN, permission controlled access control, and hosting via private subnets within a VPC to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We also have a number of measures in place in case of a need for disaster recovery, including hosting 2 separate copies of our data in order to allow redundancy and automatic rerouting in the case of an outage in any of our operating zones.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. Please contact us if you require further information on our Security Policy (please see the ‘CONTACT’ section).

DATA RETENTION

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. We will generally retain our clients’ personal data for a period of 6 (six) months after a contract has ended, and historical billing recordings for a period of 7 (seven) years after a contract has ended, to ensure that we are able to assist you should you have any questions or feedback in relation to our products or services or to protect, or defend our legal rights, or for tax purposes.

Where you are an employee of one of our customers and your personal data is processed via our software, we refer you to the relevant customer’s retention policy. Your rights in respect of that customer are also set out below (please see the ‘YOUR LEGAL RIGHTS’ section). Subject to you exercising your rights with the relevant customer, we store the customer’s data, which may include your personal data, in accordance with the ‘We will only retain your personal data for as long as necessary’ section and the relevant customer’s instructions. On termination of any customer arrangement, the customer’s data, including any of your personal data, will be held for 6 (six) months and then permanently anonymised by us. If requested by the customer this data may be securely exported to the customer prior to anonymisation.

If we have processed your personal data to provide you with marketing communications with consent, we may contact you at least every 12 (twelve) months to ensure you are happy to continue receiving such communications. If you tell us that you no longer wish to receive such communications, your personal data will be removed from our marketing lists (but will be added to a “do not contact” list).

Where we have processed your data for any other reason (such as where you have contacted us with a question in connection with services or in relation to recruitment), subject to the ‘We will generally retain our customer’s data for a period of 6 (six) months after a contract has ended’ section, we will retain your data for 6 (six) months.

In some circumstances you can ask us to delete your data; please see section Request erasure of your personal data for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are detailed below:

If you wish to exercise any of the rights set out above and you are the employee of one of our customers you should direct your request to that customer. If you wish to exercise any of the above rights in respect of the personal data we are responsible for, please contact us directly (please see the ‘CONTACT’ section).

CONTACT DETAILS AND COMPLAINTS

Our full details are:

Full name of legal entity: Website Vision Limited T/A Shiftie

Contact person: Richard Booker

Email address: legal@shiftie.co

Postal address: Sentio House, Pynes Hill, Exeter, Devon EX2 5AZ

You have the right to make a complaint at any time to the ICO, the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.