Privacy notice for staff
Your employer uses BookaRota to run rotas, time records, holidays, pay preparation and the records employers must keep by law. Your employer is responsible for your information (the “data controller”). BookaRota handles it for them.
What we keep and why
- Your name, contact details, address and emergency contact: to employ you and reach you.
- Date of birth, National Insurance number, bank details and pay: to pay you correctly (bank details are encrypted and only the owner can see them).
- Passport, visa, share code and right-to-work check results: the law requires your employer to check and keep these.
- Shifts, clock-in and clock-out times and breaks: to pay you for the hours you work and meet working-time rules.
- Location when you clock in: only checked at that moment to confirm you are at work. We keep how far you were from the workplace, not where you were. Clock-out does not check location.
- Holiday, absence and fit notes: to manage time off and sick pay. Health documents can only be opened by the owner.
- Messages, documents you upload and things you sign: so you and your employer have a record.
Why we are allowed to
To carry out your employment contract, to meet legal duties (right to work, tax, pay, working time, and sponsor duties if you are sponsored), and for your employer's legitimate interest in running the business safely. Health information is kept only to meet employment law.
Automatic checks
Some documents are read by computer to save typing (for example dates on a right-to-work result). A person always checks these and makes the decision. No decision about you is made by a computer alone.
Who sees it
Your managers see what they need to run rotas and time off. Only the owner sees bank and health details. Pay information goes to your employer's accountant. If you are sponsored, some details may be reported to the Home Office, as the law requires.
How long we keep it
While you work here, then: right-to-work records for 2 years after you leave; pay and tax records for at least 3 years after the tax year you leave; holiday and holiday pay records for 6 years. After that your personal details are deleted, and only anonymous totals stay.
Your rights
You can ask to see your information, ask for mistakes to be corrected, and in some cases object or ask for it to be deleted. Ask your manager, or message them from your staff page. If you are not happy, you can complain to the Information Commissioner's Office (ico.org.uk).