Privacy notice for workers

[Your company name] uses a service called SiteClara at the sites where you work. This notice tells you what it records about you and why.

What SiteClara is

Tags are fixed to the walls of the building. You tap or scan a tag with your phone to confirm you have done an area, to see what needs doing there, and to close a job. There is no app and no account. Your phone number is how SiteClara recognises you.

What is recorded about you

• Your name and your mobile number, which [your company name] enters when it enrols you.
• If you are a building manager set up by the organisation that administers a building: your name, your number and the buildings you manage. A supervisor can escalate a job to you by text, once per job, with its location, issue and their reason and never their name; you can stop or resume those texts from your list of escalated jobs.
• If you are a supervisor and choose to give one, an email address, which you enter yourself on your queue page and confirm by a link. SiteClara emails each new job at the buildings you supervise to it. You can change or remove it from your queue page, and every email has a link to stop them. Nothing is sent until you confirm the address, and nobody else is shown it.
• Which sites you are assigned to.
• Each time you confirm an area or close a job: where, and when.
• Problems you report, optional photos you save at a location, and the time and place. Saving a photo does not mark work done.
• Scheduled checks you complete or cannot complete, and any reason you give.
• If you supervise a site: daily report comments, who you record as notified, and when you approve the report.
• When your phone last used SiteClara, so a lost phone can be signed out.
• The network address and browser type of your phone with each confirmation, used only to detect misuse of the service. Nobody is shown these.

SiteClara does not record your location between tags, your hours, or anything else your phone does.

Who sees it

• [Your company name] sees your name, your number and what you have confirmed or closed.
• The building’s owner or manager sees that [your company name] confirmed an area, and when. They never see your name or your number.
• SiteClara (CIaaS Limited) stores the data on our behalf and does not use it for anything else.

Why we use it

To show the building’s owner that the work they pay us for was done, and to give you one list of what needs doing. Our lawful basis is our legitimate interest in running the contract, and the contract itself where confirming work is part of your job.

Text messages

You receive a text message when you are enrolled, and if you need to sign in again. Your number is used only to recognise you. You are not sent messages about jobs, unless you are a building manager and a supervisor escalates one to you, which you can stop at any time.

How long we keep it

For as long as you work at these sites with us, and then [for example: for 12 months after the contract ends]. Confirmations are part of the record of work done at the building and are kept with it.

Your rights

You can ask [your company name] for a copy of what is held about you, ask for it to be corrected, or ask for your number to be removed so that SiteClara no longer recognises you. Contact [name, email or phone number of the person to ask]. You can also complain to the Information Commissioner’s Office at ico.org.uk.