Policy Privacy
Privacy notice
This notice explains how Aludel Limited uses personal information when you visit our website, contact us, become a customer, or use an account that we administer.
Who we are
Aludel Limited is the data controller for the personal information described in this notice. You can contact us about data protection at contact@aludel.co.uk.
When an organisation uses Workforce to manage its staff, that organisation is ordinarily the controller of the workforce information entered into the service. Aludel processes that information on the organisation's behalf under a Data Processing Agreement. Staff should normally direct requests about their Workforce records to their employer in the first instance.
Information we use and why
| Context | Information and purpose | Lawful basis |
|---|---|---|
| Website visits | Basic server and security logs, such as IP address, request time, requested page and browser information, used to deliver and protect the site. | Our legitimate interests in operating a secure and reliable website. |
| Enquiries and demonstrations | Your name, work contact details, organisation and the contents of your message, used to respond and discuss our services. | Steps at your request before a contract, or our legitimate interests in responding to business enquiries. |
| Customer relationships | Business contact, contract, support, billing and correspondence information, used to provide services and manage the relationship. | Performance of a contract, our legitimate interests in customer administration, and legal obligations relating to records and tax. |
| Workforce accounts | Name, email address, organisation, account role, authentication and security records, used to create accounts, control access, communicate about the service and keep it secure. | Performance of a contract and our legitimate interests in providing and securing Workforce. |
We do not currently use the website for behavioural advertising or marketing analytics. Our cookie notice describes the essential technologies used by Workforce.
Workforce customer data
Depending on how a customer configures Workforce, the service may contain staff names, work email addresses, employee identifiers, roles, teams, skills, contracted hours, availability, shift preferences, roster assignments and related operational records. Aludel uses this information only to provide, secure, support and improve the contracted service on the customer's instructions.
Workforce is not designed for health information, medical details, sickness or absence reasons, or other special category data. Customers and users should not enter this information into free-text fields.
Sharing information
We share personal information only where needed to operate our business and services, comply with the law, or establish and defend legal rights. Recipients may also include professional advisers, regulators and public authorities where appropriate.
Our Workforce subprocessors are Render Services, Inc. for application and database hosting, the University of St Andrews for the hosted Conjure optimisation service, and Google for essential account-email delivery. Workforce's primary application and customer database are hosted in Frankfurt, Germany. Our Trust & Compliance page explains what each provider does and the information involved.
International transfers
Although Workforce's primary application and customer database are hosted in Germany, some suppliers are based outside the UK and European Economic Area. Where personal information is transferred internationally, we use an adequacy regulation or recognised contractual safeguards as required by data protection law. Contact us if you would like more information about the safeguards relevant to your data.
How long we keep information
- Enquiries: normally up to two years after the last meaningful contact, unless the information becomes part of a customer relationship.
- Customer and transaction records: for the relationship and then as required for tax, accounting, legal claims and regulatory obligations.
- Workforce account and customer data: for the customer relationship, then deleted or returned in accordance with the customer agreement and any applicable legal requirement.
- Security records: only for as long as reasonably needed to investigate incidents, protect the service and meet legal obligations.
We may keep information longer where it is needed for an active dispute, legal requirement or regulatory investigation. We delete or anonymise it when it is no longer needed.
Your rights
Depending on the circumstances, you may have the right to ask for access to your personal information, correction of inaccurate information, deletion, restriction, objection to processing, or transfer of information you provided. Where processing is based on consent, you may withdraw that consent at any time.
To exercise a right or raise a concern, email contact@aludel.co.uk. We may need to verify your identity. There is normally no charge, and we normally respond within one month.
Complaints
Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator, through ico.org.uk/make-a-complaint.
Changes to this notice
We review this notice when our services, suppliers or legal obligations change. Material changes will be highlighted here and, where appropriate, communicated directly to affected customers or users.