Data Processing Agreement

This agreement applies where you use ShiftBoss to process personal data about your staff. It forms part of our Terms of Service.

1. Roles

You (the business using ShiftBoss) are the Data Controller. ShiftBoss is the Data Processor. We process staff personal data only on your documented instructions, which are given through your use of the app's features.

2. Subject matter and duration

We process personal data for as long as your account is active, plus any retention period you configure in the app (default six years, to meet HMRC payroll record-keeping). On account closure and after any export you request, data is deleted.

3. Nature and purpose of processing

Hosting, storing, transmitting, displaying and calculating on staff data so you can manage rotas, working time, pay, tips and leave.

4. Categories of data subject

Your employees, workers and managers whose records you enter.

5. Categories of personal data

• Identity and contact: name, email, phone, postal address, nationality
• Employment: job title, role, hourly rate, contract type
• Payroll: National Insurance number, bank details, tax code, pay records
• Right to work: document details and expiry dates
• Working time: clock-in/out times, breaks, rotas, leave, lateness
• Tips and tronc allocations
• Access credentials: staff PIN (4 or 6 digit)
• Optional: profile photo; approximate location, only where you enable geofenced clock-in

We do not ask for special category data. If you choose to record it (for example a health reason in a leave note), you are responsible for having a lawful basis.

6. Our obligations

• Process personal data only on your instructions, and not for our own purposes.
• Keep it confidential and ensure anyone with access is under a duty of confidence.
• Apply appropriate technical and organisational measures (section 8).
• Assist you with data subject requests, impact assessments and regulator enquiries.
• Notify you without undue delay, and in any event within 48 hours, of becoming aware of a personal data breach affecting your data.
• Delete or return personal data at the end of the agreement, except where we must retain it by law.

7. Sub-processors

You authorise the sub-processors below. We will give notice before adding or replacing one, and you may object on reasonable data-protection grounds.

8. Security measures

• Encryption in transit (HTTPS/TLS) and encryption at rest by our hosting providers.
• Role-based access inside the app: staff see only their own records; personal and payroll details are visible only to your Admin.
• The app provider cannot read team chat messages or staff personal and financial details. Provider access is limited to what setup and technical support require, and is time-boxed and requested from your Admin.
• Access to production systems is restricted and authenticated.

9. International transfers

Data is held in UK/EU regions where our providers offer them. Where a transfer outside the UK occurs (for example Stripe billing), it relies on UK International Data Transfer Agreement provisions or an adequacy decision.

10. Data subject rights

Your staff can export their own data from the app (Report → Export My Data). Your Admin can correct or permanently erase a record (Team → person → Permanently erase). We will help if you receive a request you cannot fulfil through the app.

11. Audit

On reasonable written request, and no more than once a year unless required by a regulator, we will provide the information reasonably needed to demonstrate compliance with this agreement.

12. Contact

[email protected]. You can complain to the ICO at ico.org.uk.