Privacy Policy

1. Information we collect

Depending on how you use the App and the work you seek, we may collect:

• account information, including your name, username, password, email address, telephone number, date of birth and contact preferences;
• profile and recruitment information, including your CV, employment history, skills, qualifications, references, availability, preferred locations, work preferences and application history;
• identity and eligibility information, including identity documents, right-to-work information, visa or immigration information, driving information, licences, certifications, DBS or other screening results where relevant and legally permitted;
• assignment information, including shifts viewed or accepted, attendance, timesheets, communications, performance-related records, workplace incidents and feedback;
• payment and payroll information, including bank details, tax or payroll information, pay rates, payment records and expense claims where required to pay you or administer an assignment;
• information you provide in messages, forms, calls, support requests, surveys or complaints;
• device and technical information, including device type, operating system, app version, IP address, identifiers, crash reports, login records and security logs;
• approximate or precise location information where you enable location services and it is necessary for a stated feature, such as displaying nearby work, confirming attendance or supporting workplace safety; and
• information obtained from referees, clients, employers, identity-check providers, payroll providers, public records, fraud-prevention services or other lawful sources.

Please do not provide information that is not needed for recruitment or work administration. If the App requests access to your camera, microphone, contacts, files or location, the App will use that permission only for the relevant feature and, where required, after you grant permission.

2. How we use your information

We use personal information to:

• create and administer your account;
• assess your suitability for roles and match you with vacancies or shifts;
• communicate with you about applications, onboarding, assignments, training, safety, payments and support;
• verify your identity, right to work, qualifications, licences, references and other role requirements;
• arrange, administer and record assignments, attendance, timesheets, payroll, payments, expenses and holiday-related administration;
• provide, maintain, troubleshoot and improve the App and recruitment services;
• protect users, clients and OverTimeFlex against fraud, misuse, security incidents and unlawful activity;
• meet legal, regulatory, tax, employment, safeguarding, health and safety, insurance and record-keeping obligations;
• handle complaints, disputes, audits and legal claims; and
• send recruitment opportunities, service information and, where permitted, marketing communications in accordance with applicable electronic-marketing rules.

3. Lawful bases

We process information only where a lawful basis applies. The relevant basis depends on the information and the purpose. We may rely on:

• contract or steps requested before entering into a contract, for account administration, recruitment, onboarding, assignment management, payment and support;
• legal obligation, for right-to-work checks, tax, payroll, employment, safeguarding, health and safety, regulatory and record-keeping requirements;
• legitimate interests, for operating and securing the App, communicating about relevant opportunities, improving services, preventing fraud and managing business records, provided those interests are not overridden by your rights;
• consent, where we ask for optional permission, such as certain marketing communications, optional location access or particular processing that requires consent. You may withdraw consent at any time, although this will not affect processing already carried out lawfully; and
• vital interests in exceptional circumstances where processing is necessary to protect someone's life.

Where we process special-category information, such as health information, biometric information or information revealing racial or ethnic origin, religion, trade-union membership or criminal-offence information, we will apply an additional legal condition and appropriate safeguards required by data-protection law. We will collect and use such information only where necessary, relevant to the role or legally permitted.

4. Sharing information

We may share relevant information with:

• employers, clients and worksite managers for recruitment, selection, onboarding, assignment administration, attendance, safety and performance management;
• payroll, payment, pension, tax, insurance, identity-verification, right-to-work, reference, DBS, occupational-health and screening providers where relevant;
• technology providers that host, maintain, secure or support the App, databases, communications, analytics and customer support;
• professional advisers, auditors, insurers, regulators, courts, law-enforcement bodies and government authorities where necessary or legally required; and
• another organisation in connection with a merger, acquisition, restructuring or sale of relevant business assets, subject to appropriate safeguards.

We do not sell your personal information. We share only information that is relevant and necessary for the stated purpose. Employers and clients who receive your information may process it under their own privacy notices and policies.

5. International transfers

Some service providers may process information outside the United Kingdom. Where this happens, we will use an adequacy decision, appropriate safeguards such as the UK International Data Transfer Agreement or UK Addendum, or another lawful transfer mechanism, and will provide further information on request. The countries or regions involved, where applicable.

6. Retention

We keep personal information only for as long as necessary for the purposes described in this Policy, including legal, payroll, tax, regulatory, audit, dispute-resolution and fraud-prevention requirements. Our intended retention periods are:

• active account and profile information: while your account is active and for a period after your last interaction;
• unsuccessful application and recruitment records;
• identity, right-to-work, screening and compliance records: period subject to the relevant legal requirement;
• assignment, timesheet, payroll and payment records: period required by applicable law and business records;
• support, complaint and dispute records: period after closure; and
• technical, security and consent records: period required for security, audit and compliance purposes.

When information is no longer required, we will securely delete it, anonymise it or retain it only where legally justified.

7. Security

We use appropriate technical and organisational measures to protect personal information, including access controls, authentication, encryption where appropriate, monitoring, backups and staff confidentiality obligations. No online service is completely secure, so you should keep your password confidential and notify us immediately at josepbaah@ovetimeflex.co.uk if you suspect unauthorised access.

8. Your rights

Subject to legal exceptions, you may have the right to:

• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request deletion of information;
• request restriction of processing;
• object to processing based on legitimate interests or to direct marketing;
• request portability of information processed by automated means on the basis of consent or contract; and
• withdraw consent where consent is our lawful basis.

You can exercise your rights by contacting data-protection@ovetimeflex.co.uk. We may need to verify your identity before responding. We normally respond within one month, subject to lawful extensions for complex requests.

If you are concerned about how we use your information, please contact us first. You also have the right to complain to the UK Information Commissioner's Office through its website or by telephone on 0303 123 1113.

9. Automated decision-making

We may use automated tools to help organise applications, identify potentially suitable opportunities, detect fraud or support administrative processes. Unless we tell you otherwise, recruitment decisions are not made solely by automated means. If a decision has a legal or similarly significant effect on you and is made solely by automated processing, we will provide the information and safeguards required by applicable law, including an opportunity to request human review where applicable.

10. Children

The App is intended for people who are legally able to work and is not directed at children. If you believe that a child has provided personal information to us improperly, contact data protection at josepbaah@ovetimeflex.co.uk.

11. Cookies and similar technologies

Our website and App may use cookies, software development kits and similar technologies for authentication, security, preferences, analytics and service improvement. Where consent is required, we will request it before using non-essential technologies. Further details are available in our cookie policy link.

12. Changes to this Policy

We may update this Privacy Policy when our services, data practices or legal obligations change. We will display the revised version in the App and update the "Last updated" date. Where required, we will provide additional notice or request consent.

13. Contact details

Data Protection Team
Email: Josepbaah@gmail.com
Postal address: LS11 0JS, 99 Cottingley Drive, Leeds
Company: OverTimeFlex Job Seekers Recruitment Ltd
Company number: 16801185
Phone: +44 7552 343176