Privacy notice for workers

Template, version 12, 25 October 2026

For the service provider. You are the controller of your workers’ personal data; SiteClara is your processor. Replace the highlighted parts with your own details and give each person this notice before you enrol them, in writing or on a noticeboard they can read. Give them time to read the Text messages section, then ask the question under Agreeing to texts and wait for a clear yes. Keep a secure onboarding note of their name and number, the date and time, who asked, whether it was in person or by phone, this notice's version and their answer. Only then tick the consent box in SiteClara and send the text. A no or silence means do not enrol them for texts. Delete this instruction box from the copy you give them and keep a copy of that notice. This applies to building managers too, and to staff who report problems at a building you administer, such as a school’s teachers, who are invited by a link and have no number, and to a contractor you send a job to by a link. It is written in plain words so that a browser’s translate feature handles it.

[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, and the country the number belongs to.
That you agreed to get texts from SiteClara: when [your company name] confirmed it, and who confirmed it.
If you stop texts, by replying STOP or on your own screen in SiteClara, when you did, and when you started them again.
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. At a building that organisation runs itself, you can also choose to give an email address, which you enter yourself on your list and confirm by a link: SiteClara emails each urgent job at the buildings you manage to it, with its location, issue and who has it, never who reported it. You can change or remove it from your list, and every email has a link to stop them.
If you are staff who report problems at a building, such as a school, invited by a link: your name, which [your company name] enters; the school or work email address you enter and confirm yourself, used only to send you a sign-in link when you ask for one; the problems you report and any photo you attach; and when you were invited, first signed in and last used SiteClara. You have no phone number in SiteClara and are never sent a text. You see your own reports and nobody else’s.
If you are a contractor sent a job by a link: your name, and your company and trade, which [your company name] enters; when the job was sent to you and when you first opened the link; and what you record at the tag: that the job is fixed or needs another visit, your note, your photos and the time. You have no account, SiteClara keeps no phone number or email address for you and sends you nothing: the link comes from [your company name]. You see the job’s location, the problem as reported and its photos, and how to reach [your company name], never who reported it.
If you are a supervisor and choose to give one, an email address, which you enter yourself on your queue page (or, if you are trying SiteClara and enrol your own phone, in the same form) and confirm by a link. SiteClara emails each new job at the buildings you supervise to it and, where you approve the daily report, a reminder when it is ready and an hour before it would be held. 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 and, if you work for the organisation that runs the building, which of its services you cover, such as IT or maintenance, if it chooses to say. That decides which of its jobs you are shown.
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.
If you are staff who report problems: your name goes with each report to whoever deals with it, including a contractor responsible for the work, and is in the daily report and in [your company name]’s copy of its records. It is never printed on a poster or shown on a public page.
If you are a contractor: your name and company, and what you record at the tag, are on the job, in the daily report and in [your company name]’s copy of its records.
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

SiteClara sends you a text message when you are enrolled, and when you request a sign-in link. Your number is used to recognise you and deliver these texts. 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.

There are no marketing texts. Message frequency varies: a text when your organisation enrols you or resends your enrolment link, a text whenever you request a sign-in link and, for building managers, a text whenever a supervisor escalates a job to you. Message and data rates may apply. Agreeing to texts is voluntary and is not a condition of buying anything. For US and Canadian numbers, reply HELP for help with texts. You can also email help@siteclara.com or ask [your company name]. Read SiteClara's terms and privacy notice. No mobile information is shared with third parties or affiliates for marketing or promotional purposes.

[Your company name] only enrols you once you have agreed to get texts from SiteClara. SiteClara supports mobile numbers in the United Kingdom, Ireland, the United States, Canada, Australia, New Zealand and South Africa, and sends texts only where the country has been switched on. Twilio sends the texts for SiteClara. If your number is from a country other than the United Kingdom, the text also passes through the mobile networks in that country, which need your number and the message to deliver it.

You can turn texts from SiteClara off on your own screen in SiteClara, the page a sign-in link opens, or reply STOP to any text from SiteClara. Either way it sends your number nothing more, sign-in links included, until you turn texts back on there or reply START. A text to a number in the United States or Canada says this at the end.

After you have read the Text messages section, [your company name] asks you:

Do you agree to receive SiteClara texts on your mobile number for enrolment, sign-in links you request and, if you are a building manager, jobs a supervisor asks you about, as explained above? Please say yes or no.

Tell [your company name] whether you agree before they enrol you. They must receive your yes before sending the first text. Your choice here concerns text messages; the other sections of this notice explain the information recorded about your work and why.

After you say yes, [your company name] confirms: Thank you. We will send your SiteClara enrolment link by text. The first text names the business that has set you up on SiteClara and includes your enrolment link. For US and Canadian numbers it also says Reply STOP to opt out.

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.

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