Privacy Policy

1. Who We Are

WorkSync ("we", "us", "our") is a workforce management platform that enables employers to manage employees, track working hours, and process timesheets. WorkSync is developed and operated by Websites by Dale Jefferies (www.jefferies.me.uk).

If you have any questions about this policy, contact us at: privacy@jefferies.me.uk

2. What Data We Collect

We collect the following personal data when you use WorkSync:

• Account information — your full name, email address, and phone number when you register
• Employment information — your employer relationships, hourly rate, and role
• Time and attendance data — clock-in and clock-out times, break durations, and GPS location (if enabled)
• Timesheet records — submitted timesheets, approval status, and total hours worked
• Messages — communications sent between employees and employers within the platform
• Technical data — IP address, browser type, and session information for security purposes

3. How We Use Your Data

We use the personal data we collect to:

• Provide and operate the WorkSync platform
• Authenticate users and maintain account security
• Enable employers to manage timesheets and approve or reject submissions
• Send email notifications about timesheet submissions and approvals
• Forward approved timesheet summaries to bookkeepers or payroll contacts designated by employers
• Improve platform performance and diagnose technical issues
• Comply with applicable legal obligations

4. Legal Basis for Processing (UK GDPR)

We process your personal data under the following legal bases:

• Contract — processing necessary to provide the service you have signed up for
• Legitimate interests — for platform security, fraud prevention, and service improvement
• Legal obligation — where we are required to retain data by law (e.g. employment records)
• Consent — where you have explicitly opted in (e.g. GPS location tracking)

5. Who We Share Your Data With

We do not sell your personal data. We may share it with:

• Your employer — timesheets, clock-in records, and profile information as needed for payroll and workforce management
• Payroll/bookkeeping contacts — approved timesheet summaries forwarded on behalf of your employer
• Email service providers — to deliver system notifications (e.g. timesheet approvals)
• Hosting and infrastructure providers — to store and run the platform securely
• Legal authorities — where required by law or court order

6. Data Retention

We retain your personal data for as long as your account is active or as necessary to provide the service. Timesheet and employment records may be retained for up to 7 years to comply with HMRC requirements. You may request deletion of your account at any time, subject to any legal retention obligations.

7. Your Rights

Under UK GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate or incomplete data
• Erasure — request deletion of your data ("right to be forgotten"), subject to legal retention requirements
• Restriction — ask us to limit how we process your data
• Portability — receive your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests
• Withdraw consent — at any time, where processing is based on consent

To exercise any of these rights, email us at privacy@jefferies.me.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

8. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include encrypted connections (HTTPS), hashed passwords, and access controls. No system is completely secure, and we encourage you to use a strong, unique password for your account.

9. Cookies and Public-Page Analytics

WorkSync uses a single secure, HTTP-only authentication cookie to keep you logged in. This cookie is strictly necessary for the platform to function and does not track you across other websites. We do not use advertising or analytics cookies.

We use PromoHub, hosted at seo.ubique-apps.co.uk, to measure visits to our public landing page, user guide and legal pages, and to count successful account registrations. We send only the public page address, the referring website and the type of action. Query strings and fragments are removed; the referring address is reduced to its website origin. We do not send names, email addresses, form entries, account identifiers or password-reset links. Signed-in application screens and password-reset pages are excluded.

This analytics integration does not create tracking cookies or persistent visitor identifiers. Like any web request, the analytics service receives connection information such as an IP address and browser headers. We respect browser Do Not Track and Global Privacy Control signals. You can also exclude visits from your browser by opening the homepage with?promohub=ignore. This saves only an opt-out preference in your browser; use?promohub=count to remove that preference.

10. Changes to This Policy

We may update this policy from time to time. When we do, we will update the date at the top of this page. Continued use of WorkSync after changes are posted constitutes your acceptance of the updated policy.