Your information

What is recorded about you

• Your name, the name payroll knows you by, your role, your hourly rate and your contracted hours.
• Timesheets: the date, times, hours and mileage of each visit, and any notes you add.
• Time off requests, including sickness, and whether they were approved.
• Expenses and the receipt photos you attach to them.
• Sign-in details: a scrambled copy of your sign-in link and password, any passkey you set up, and for each session the device and browser used, its internet address and when it was last active.
• Whether you have opened the install steps or opened the app from your home screen.
• A record of changes made to your account and submissions, and who made them.

Why it is recorded

To run your employment contract: paying you for the hours you work, handling your time off and repaying your expenses. Some of it is also required by law, for example the payroll records HMRC requires an employer to keep. Sickness absence is health information and is recorded because employment law requires your employer to handle sick pay and absence.

The people you support

The app also records which people you visited and when. On your phone a person appears as initials only. Their full name is visible only to approvers and administrators, who need it to check and pay for the work.

Who can see it

You can see your own information. Approvers and administrators in your organisation can see the information of the staff they manage in order to approve work, run payroll and manage accounts. The people who look after the servers for your employer can reach the data in order to keep the service running and backed up. Nobody else receives it, and the app does not use advertising, analytics or tracking of any kind.

Where it is kept, and for how long

The data is stored on servers in the UK and the European Economic Area, with an encrypted backup copy in the European Economic Area. It is kept while you work for your employer and afterwards for as long as payroll law requires, which is at least three years after the end of the tax year it relates to. When you leave, your account is closed rather than deleted so that payroll history stays complete.

Your rights

You can ask for a copy of your information, ask for anything wrong to be corrected, ask for it to be deleted where the law does not require it to be kept, and object to or ask to limit how it is used. Ask your administrator. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

On this device

The app sets one cookie, which keeps you signed in and is cleared when you sign out. It also keeps a copy of the app itself on the device so it opens without a connection, and remembers which client you last chose on the timesheet form. None of your timesheets, time off or expenses is stored on the device. The app sets no tracking or advertising cookies, which is why it does not ask you to accept any.

If you filled in the sign-up form

The rest of this notice is for staff whose employer already uses Visitsheet. If you filled in the sign-up form, what you typed into it is stored as well: your organisation's name, your name, your mobile number and which parts of Visitsheet you asked for, along with the internet address the form was sent from. We store the details you typed to set your organisation up and to reach you about doing so, and the address to tell a run of spam from real requests. We use them for nothing else. It is all deleted once your organisation is set up, or when we tell you we cannot take you on. We do not pass it to anyone.