Application privacy policy: Amset Manager and Amset

1. About this policy

This policy explains how personal information is used in our two apps:

• Amset Manager, the app for care providers and their managers;
• Amset, the app for care workers and applicants.

Both apps are provided by Statixs Limited, a company registered in England and Wales (company number 15858080). Our registered office is 128 City Road, London, EC1V 2NX.

This policy covers the apps on Android, iOS, Windows and the web. It's separate from our website privacy policy, which covers visitors to statixs.com. Your employer may also give you its own privacy notice for recruitment, checks and employment. Please read that too.

The apps are for adults at work. They're not meant for anyone under 18.

2. Who is responsible for your information

Your care provider is in charge of your workforce information. When a care provider uses our apps to recruit, check, roster and pay its staff, the provider decides what information is needed and why. It's the controller of that information. Statixs is its processor. That means we only use the information to run the service for the provider, on the provider's instructions and under a data processing agreement with them.

Statixs is in charge of a small set of its own uses. We're the controller when we run your app account and sign-in, keep the service secure, provide support, and bill care providers for the service.

If you have a question about your workforce records, such as why something is held or for how long, ask your care provider first. If you're not sure who to ask, contact us and we'll help you find the right organisation.

Contact: [email protected]. Please don't send passwords or copies of identity documents in your first message.

We haven't appointed a Data Protection Officer. Our privacy mailbox is monitored, and privacy questions are handled by a named member of our management team.

3. The information the apps use

What's used depends on your role and on the features your care provider has turned on.

• Account and contact details: your name, work email address, phone number, address, invitation code, and sign-in and security details.
• Recruitment and compliance records: application details, identity and right-to-work evidence, DBS check information, references, employment history, training, supervision and health declarations.
• Work records: shifts, rotas, attendance, leave, absence and any workplace adjustments.
• Pay records: pay, tax code, National Insurance number, bank details, payslips and expenses, where your provider uses our payroll and expense features.
• Documents and photos that you or your provider upload as evidence.
• Location: when you clock in or out in Amset, the app reads your device's location at that moment to confirm where you were. It doesn't track your location in the background. Expense claims can include journey locations that you enter.
• Device and notification details: a notification token so we can send you alerts on Android and iOS, and basic technical information that our servers need to run the service securely, such as your IP address and device type.

Some of this is special category information, such as health information, or criminal offence information, such as DBS results. Your care provider must have a lawful reason and a legal condition to use it. We only process it on the provider's instructions, with extra access controls.

Information comes from you, from your care provider and its authorised staff, from referees, and from services your provider uses, such as a DBS check.

No advertising and no third-party analytics. The apps don't show adverts, don't sell your information, and don't use third-party analytics or advertising tools. They don't track you across other companies' apps or websites.

4. Why we use information and our legal basis

For workforce information, your care provider decides the purposes and legal basis. These are usually to meet its legal duties as an employer and a regulated care provider, and to manage your employment. Its privacy notice explains this.

For our own uses:

Rules and calculations. The apps use rules to support your provider's legal duties. For example, they check that required compliance steps are complete before someone is rostered, and they calculate absence scores. These can show warnings or stop a step going ahead until something is resolved. Your care provider is responsible for how these results are used. You can ask your provider to explain an outcome, have a person review it, and give your side.

5. Who information is shared with

Inside your organisation, only people with the right permissions can see your information, and only what they need for their role.

We use these service providers to run the apps. They act on our instructions:

• Cloudflare, for secure storage of documents and photos, backups, and delivering the service over the internet.
• Amazon Web Services (Amazon SES), to send emails such as invitations, reminders and account messages.
• Google Firebase Cloud Messaging, to deliver notifications to the Android and iOS apps.
• Stripe, to take payment from care providers. The web version of Amset Manager loads Stripe's payment library, which Stripe uses to process payments and prevent fraud.
• An external DBS processing agency, registered with the Disclosure and Barring Service, when your care provider asks for a DBS check through the apps.
• Our hosting provider, for the servers the service runs on.

Other recipients:

• HMRC, when your care provider uses our payroll feature to make statutory payroll submissions.
• OpenStreetMap, which supplies map images when a manager views an attendance location on a map. The map request shares the viewer's IP address and the map area with OpenStreetMap.
• Regulators, police or courts, only where the law requires it.

We don't sell personal information, and we don't share it for advertising.

6. International transfers

Our servers and main database are in London, in the UK. Our database backups are stored in the European Union, which UK law recognises as giving adequate protection. Some of our service providers, or their support teams, can access information from other countries, including the United States. Where that happens, we rely on UK adequacy regulations or on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses in the provider's data processing terms. Contact us for more detail.

7. Security and information on your device

We use encrypted connections (HTTPS) for everything the apps send. Access is limited by role and by organisation. On Android and iOS, the apps store your sign-in session in the device's secure storage. No system is completely secure, so keep your sign-in details private and sign out on shared devices.

The apps store only what they need on your device: your sign-in session and your app settings. The web version uses browser storage for the same purpose. We don't use advertising cookies or tracking identifiers.

8. How long information is kept

Workforce records are kept for as long as your care provider instructs. Care providers must keep many records for set periods by law, such as payroll and right-to-work records. When a provider stops using our service, we return or delete its information within 90 days. Copies in our backups are deleted as the backups expire on their normal cycle.

Your Amset account. In Amset, go to Profile, then Account and security, then Delete account. Your request is scheduled for 30 days later, and you can cancel it before then. When it runs:

• you're signed out on every device;
• your profile, contact details, invitation codes and links to organisations are deleted;
• your sign-in email and password are replaced so the account can't be used or identified by them, and your notification token is cleared;
• we keep a basic account record, so that the workforce records your provider must keep still hold together, and a record of your deletion request, including its dates, any reason you gave and the IP address it came from. These can still be linked to you, so we protect them in the same way.

Deleting your account doesn't delete workforce records your care provider must keep, such as employment and compliance records. Ask your provider about those.

Amset Manager accounts are set up by your organisation. To close one, ask your organisation's administrator or contact us.

9. Your rights

You have the right to:

• see a copy of your information;
• ask for it to be corrected;
• ask for it to be deleted;
• ask us to restrict how it's used;
• receive it in a portable format;
• object to how it's used, where we rely on legitimate interests.

For workforce records, your care provider handles your request, and we help them. For your account and our own uses, contact [email protected]. We may need to check your identity first. We reply within one month, and we'll tell you if we need longer.

10. Complaints

If you're unhappy with how we've handled your information, contact [email protected]. We'll acknowledge your complaint within 30 days, look into it, and tell you the outcome.

You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. You don't have to contact us first.

11. Changes to this policy

If we change how the apps use personal information, we'll update this policy and the date at the top. For significant changes, we'll take reasonable steps to let you know, such as a notice in the apps.