Data processing agreement

You are the controller of the personal data you put into Weekyard, and Admitt Ltd is your processor. This agreement applies alongside UK data protection law, including the UK GDPR and the Data Protection Act 2018. You are responsible for having a lawful basis for the data and for telling the people it concerns.

• Process the data only on your documented instructions, which include these terms and how you use the service, unless the law requires otherwise. We will tell you if we believe an instruction breaks the law.
• Make sure people authorised to access the data are bound by confidentiality.
• Maintain the security measures listed below.
• Help you, as far as is reasonable, to respond to requests from individuals and to meet your own security, breach and impact assessment duties. We will pass on any request we receive directly.
• Tell you without undue delay after we become aware of a personal data breach affecting your data, with the details you need to meet your own duties.
• Give you the information reasonably needed to show that we comply, and allow audits on reasonable notice, no more than once a year unless a regulator requires it or there has been a breach.

You authorise us to use these sub-processors. We bind each to data protection terms equivalent to these, and we remain responsible for their work.

• DigitalOcean, LLC: hosting, database and backups, in its London data centre.
• Resend (US company): delivery of emails sent by the service, including the recipient’s address and the message.

We will give you at least 30 days’ notice before adding or replacing one. If you have reasonable data protection grounds to object and we cannot resolve them, you can end the agreement before the change takes effect.

Some services are contacted directly from the user’s device rather than by us: OpenStreetMap supplies the map when an administrator edits a work site and sees their IP address and the area shown, but receives no employee location. GitHub supplies desktop clock updates and sees the device’s IP address. Careers pages can load your logo from the website you choose.

The optional AI timesheet note helper is off by default. If you turn it on, you supply your own Anthropic API key, and the job details, timesheet notes and any rejection reason used to suggest a note are sent to Anthropic under your own agreement with them. Anthropic is not our sub-processor.

We will transfer personal data outside the UK only where the transfer is covered by UK adequacy regulations or another safeguard recognised by UK law, such as the International Data Transfer Agreement.

You can ask for an export of your workspace records before the agreement ends or within 30 days afterwards, by emailing privacy@weekyard.com. It does not include passwords, active sign-ins, one-time codes or copies of emails already sent. We delete your personal data within 60 days of the agreement ending, unless the law requires us to keep it. Copies in backups expire within a further 21 days.

Purpose: providing the service, which covers hiring, time recording, absence, people records, expenses and preparing figures for payroll. Processing lasts for the term of the agreement and until deletion under the section above.

People concerned: your employees, workers and contractors, job applicants, and anyone else you add.

Types of personal data:

• Identity and contact: name, personal and work email, postal address, phone number (applicants), employee number, and the card or fob number used at terminals.
• Employment: start and end dates, job and occupation code, contract and pay type, manager, shift patterns.
• Time and attendance: clock-in and clock-out times, GPS location and accuracy when a clocking uses it, whether the location was verified and the site matched, amendments and their notes, clockings made offline, timesheets, overtime and shift swaps. The network address at clocking is compared with a site’s networks and is not stored.
• Absence: leave balances and requests, with their type (including sickness, maternity, paternity and compassionate leave) and any reason given.
• Expenses: claims, mileage, vehicle type, and receipts as images or PDFs.
• Recruitment: applications and cover notes, CVs and documents, questionnaire answers, candidates’ replies, interview notes and scores.
• Service records: passwords, PINs and one-time codes in hashed form, audit records, and copies of emails sent by the service.

Special category data: sickness and pregnancy-related absence is health data. Where you use equality monitoring, the service holds sex and community background, including background determined by the employer and notes on how, which can reveal religious belief or political opinion. You may also record other special category data in free text and documents.

We do not ask for bank details or National Insurance numbers, and the service has no fields for them. Please do not put them into free-text fields or documents unless you need to.

• Each customer’s data is separated at database level by row-level security.
• Connections to the service are encrypted with HTTPS.
• Passwords are stored as hashes.
• Access inside a workspace is controlled by roles, with an optional email code for sensitive actions.
• Weekyard staff sign in separately from customers, on a shorter session, and actions they take in the staff console are recorded. Direct access to the server and database is limited to our deployment key and is not recorded in that log.
• The database is backed up nightly, and each backup expires within 21 days.

Report a security concern to security@weekyard.com.