1. Introduction
Batch ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our staff scheduling and management platform (the "Service").
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our Service, you consent to the data practices described in this policy.
2. Information We Collect
Personal Information
We may collect the following personal information:
- Name and contact details (email address, phone number)
- Account credentials
- Employment information (job title, role, work schedules)
- Business information (company name, business type)
- Payment information (processed securely through Stripe)
Automatically Collected Information
When you access our Service, we may automatically collect:
- Device information (browser type, operating system)
- Log data (IP address, access times, pages viewed)
- Usage data (features used, interactions with the Service)
3. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain our Service
- Process and manage your account and subscription
- Send you notifications (schedule updates, shift swaps, announcements)
- Respond to your enquiries and provide customer support
- Improve and develop our Service
- Comply with legal obligations
- Prevent fraud and ensure security
4. Legal Basis for Processing
We process your personal data under the following legal bases:
- Contract: Processing necessary to perform our contract with you
- Legitimate Interests: Processing necessary for our legitimate business interests
- Consent: Where you have given consent for specific processing activities
- Legal Obligation: Processing necessary to comply with our legal obligations
5. Information Sharing
We may share your information with:
- Service Providers: Third-party vendors who assist in providing our Service (e.g., hosting, payment processing, email/SMS delivery)
- Within Your Organisation: Other members of your team or business as necessary for the Service functionality
- Legal Requirements: When required by law, regulation, or legal process
- Business Transfers: In connection with a merger, acquisition, or sale of assets
We do not sell your personal information to third parties.
6. Data Retention
We retain your personal data for as long as necessary to:
- Provide you with the Service
- Comply with legal obligations
- Resolve disputes and enforce agreements
When you cancel your subscription, we will delete or anonymise your data within 90 days, unless retention is required by law.
7. Your Rights
Under UK GDPR, you have the following rights:
- Access: Request a copy of your personal data
- Rectification: Request correction of inaccurate data
- Erasure: Request deletion of your data ("right to be forgotten")
- Restriction: Request restriction of processing
- Portability: Request transfer of your data to another service
- Objection: Object to certain processing activities
- Withdraw Consent: Withdraw previously given consent
To exercise these rights, please contact us at hello@batchstaff.com.
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
- Encryption of data in transit and at rest
- Regular security assessments
- Access controls and authentication
- Secure data hosting with reputable providers
9. International Transfers
Your data may be processed by service providers located outside the UK. We ensure appropriate safeguards are in place for such transfers, including Standard Contractual Clauses approved by the UK Information Commissioner's Office.
10. Cookies
We use essential cookies to operate our Service. These cookies are necessary for the Service to function and cannot be disabled. We do not use cookies for advertising or tracking purposes.
11. Children's Privacy
Our Service is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.
13. Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us at:
Email: hello@batchstaff.com
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.