OPSICLEPrivacy Policy
Last updated 29 August 2026
OPSICLE is workforce software for shift-based businesses. Most of the personal data that passes through it is not ours — it belongs to the employers who use it, about the people who work for them. This policy explains which data we decide the purposes for, which data we only hold on somebody else’s instructions, and what you can ask us for in either case.
The two roles, and why the difference matters
Data protection law distinguishes the organisation that decides why personal data is processed (the controller) from the one that processes it on the controller’s instructions (the processor). OPSICLE is both, for different data, and the difference decides who you should approach.
| Whose data | Our role | Who to ask |
|---|---|---|
| Visitors to this website, people who request a demo, and the individuals who administer a customer account | Controller | Us — info@opsicle.co.uk |
| Employees, workers and job applicants whose records a customer keeps in OPSICLE | Processor | Your employer, or the company you applied to. They are the controller and they decide. We will help them answer you, and we cannot answer for them. |
If you are an employee and want your data corrected or erased, ask your employer rather than us. They hold the account, they decide what it contains, and the law gives us no authority to change or delete their records on our own initiative. If you contact us we will tell them, and we will not action it ourselves.
Data we hold as a controller
This website
This site sets no cookies, runs no analytics, embeds no trackers and loads nothing from a third party. There is no consent banner because there is nothing to consent to. Our hosting provider processes the ordinary server information any web request produces — IP address, the page asked for, the time, browser type — to serve the page and to defend against attack.
Demo requests and enquiries
When you ask for a demo we collect your name, work email, telephone number if you give one, your company, and whatever you tell us about how you schedule people today. We use it to reply, to prepare for the conversation, and to keep a record of the enquiry. Our lawful basis is legitimate interests — responding to somebody who has approached us about our product. You can ask us to delete an enquiry at any time.
Account administrators
For the people who sign in to administer a customer’s account we hold name, email address, a hashed password, and a record of security-relevant actions taken in the platform. Our lawful basis is performance of a contract with the customer, and legal obligation for the parts we must be able to account for.
Data we process for our customers
Where a customer uses OPSICLE to run their workforce, they decide what goes in. In practice that includes:
- Identity and contact details — name, address, telephone, email, date of birth, emergency contact and next of kin.
- Employment records — role, site, contracted hours, pay rate, schedules, clock-in and clock-out times, breaks, absence and holiday.
- Payroll-adjacent information — National Insurance number, tax code, student loan plan and starter declarations, so that hours can be handed to payroll.
- Right-to-work evidence — passports, share codes and visa documents, which UK employers are required to check and retain.
- Recruitment records — applications, CVs, interview notes, scorecards and offers.
- Documents — contracts, handbooks and policies issued to staff, and the record of who has read and signed what.
- Face recognition templates, where a customer switches the feature on and the individual opts in. See below.
Some of this is special category data or close to it — biometric data used to identify someone, and information about health where it explains an absence. We handle it only on the customer’s documented instructions, and the customer is responsible for having a lawful basis and, where required, an appropriate policy document and a DPIA.
Face recognition, specifically
The clock-in terminal can identify staff by face instead of a PIN. Because this is biometric data, it is worth being exact about what happens:
- It is off unless the customer enables it, and then opt-in for each individual, who confirms with their own PIN. A PIN alone always remains available as an alternative, so nobody has to give a face to get paid.
- What is stored is a mathematical template, not a photograph. A template cannot be turned back into a picture of a face, and it is only comparable against the same model that produced it.
- Templates are held in the customer’s database record for that employee. They are not copied into object storage, so there is exactly one place they exist and one place to erase them from.
- Withdrawing consent erases the templates. Not flags them, not hides them — removes them, after which the person clocks in with a PIN as before.
Who else processes it
We use a small number of sub-processors. Each is bound by contract to process personal data only on our instructions and to keep it secure.
| Provider | What for | Where |
|---|---|---|
| Render | Application hosting and the primary database | Germany (EEA) |
| Cloudflare | Content delivery, security, and object storage for documents, right-to-work evidence, CVs and profile images | Global network; storage in the EU |
| Anthropic | Assessing CVs against a job description, where a customer uses the hiring module’s AI screening | United States |
| PureSMS | Text messages, such as verification codes and shift notifications | United Kingdom |
| Fasthosts | Outbound email | United Kingdom |
Where a transfer leaves the UK we rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or on adequacy where it applies. AI screening is used only for recruitment material a customer has chosen to put through it; it is not applied to employee records, and no personal data is used to train anybody’s model.
How long we keep it
| What | How long |
|---|---|
| Enquiries and demo requests | Two years from the last contact, unless you ask sooner |
| CVs and application attachments | Deleted 90 days after upload by an automatic rule on the storage bucket |
| Employee and payroll records | For as long as the customer’s account is open. They set their own retention, and UK payroll records generally must be kept for six years |
| Right-to-work evidence | As the customer requires — statutory retention runs for two years after employment ends |
| Face templates | Until consent is withdrawn or the employee record is deleted, whichever is first |
| Customer data after an account closes | Available for export for 30 days, then deleted |
How it is protected
- Encrypted in transit everywhere, and at rest by the database and storage providers.
- Passwords are hashed with bcrypt. Nobody at OPSICLE can read one.
- Access inside a customer’s account is governed by explicit capabilities rather than broad roles, so what somebody can see is decided per permission.
- Our staff cannot open a customer’s account to support them without an administrator of that customer approving it, and every such session is recorded in an append-only audit log.
- The database is backed up with point-in-time recovery.
Your rights
Under UK GDPR you can ask for access to your data, correction of it, erasure, restriction of processing, portability, and you can object to processing based on legitimate interests. Where we rely on consent you may withdraw it at any time without affecting what was done beforehand.
For data we hold as a controller, write to info@opsicle.co.uk and we will respond within one month. For data held in an employer’s account, please ask that employer — see the note at the top of this page.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner’s Office at ico.org.uk, though we would rather you told us first so we can put it right.
Changes
If we change this policy we will change the date at the top. Where a change materially affects how we handle personal data we will tell account administrators directly rather than relying on you to re-read the page.
Contact
OPSICLE — info@opsicle.co.uk