Privacy notice

Weekyard is a trading name of Admitt Ltd, registered in Northern Ireland, company number NI730260. Our registered office is 40 Railway Street, Lisburn, BT28 1XP.

For anything about this notice or your data, email privacy@weekyard.com.

That organisation decides what is recorded about you and why, so it is the controller of that data. We hold and process it on its instructions, under a data processing agreement. This covers your timesheets and clock records, including any location recorded when you clock in or out, as well as leave and absence, expenses, job applications, interview notes and scores, and equality monitoring.

Please send questions and requests about that data to the organisation first. If you contact us, we will pass your request to them, because we cannot act on it without their instruction. The rest of this notice covers data we are responsible for ourselves.

• When you email us: your name, email address, company and whatever you write. We use it to reply, on the basis of our legitimate interest in answering enquiries.
• When you start a workspace: your organisation’s name, your name, your work email and a password, which we store only as a hash. We need these to provide the service under our contract with your organisation.
• Billing contacts and invoice details: to invoice your organisation and keep the accounting records the law requires.
• Technical logs: when your browser requests a page, our server records details such as your IP address, the address requested and your browser type. We use these to keep the service secure and working, on the basis of our legitimate interest in doing so.

We do not sell personal data, and we do not use it for advertising.

This website sets no cookies and runs no analytics.

The Weekyard application uses a small number of cookies that it needs to work: one that keeps you signed in for up to 30 days and renews as you use it, one that identifies a shared clocking terminal for up to a year, and one that remembers for up to a year whether you collapsed the sidebar. Weekyard’s own staff have a separate sign-in cookie that lasts 12 hours. It also keeps a few settings in your browser’s storage, such as your theme and which notifications you have seen. None of this is used for tracking or advertising.

The Weekyard desktop clock keeps your employee ID, your name, when you clocked in and any clockings waiting to send on your computer, so it can work offline.

We use these suppliers to run the service, and they may only use the data to provide their service to us:

• DigitalOcean: hosts the application, its database and its backups, in its London data centre.
• Resend: delivers the emails the service sends. Resend is a US company, so this can involve a transfer outside the UK, which we protect with a recognised legal safeguard. Ask us for a copy of the details.

Some services are contacted directly from your device, and each will see your IP address:

• OpenStreetMap: provides the map when an administrator edits a work site. It also sees the area being viewed. No employee location is sent to it.
• GitHub: the desktop clock checks there for updates when it starts and every six hours.
• An employer’s own website: careers pages can load the employer’s logo from it.

We will also share data if the law requires us to, or if a business sale or restructure means someone else takes over the service. We would tell you first where we are allowed to.

• Enquiries: up to two years after we last spoke, unless you become a customer.
• Account data: for as long as your organisation has a workspace, and up to 60 days after the agreement ends.
• Invoices and accounting records: six years, as tax law requires.
• Technical logs: these are removed automatically as newer entries replace them. There is no fixed period, so this can take a long time when traffic is low.
• Backups: we take a copy every night, and each one expires within 21 days, so deleted data can remain in a backup until then.

You can ask for a copy of your data, and ask us to correct or delete it. You can also ask us to restrict how we use it, object to how we use it, or give it to you in a format you can pass on. Some of these rights depend on the circumstances. Email privacy@weekyard.com and we will normally respond within one month.

You can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would welcome the chance to put things right first.

We will update this page when our practices change, and change the date at the top. If a change significantly affects you, we will tell you directly where we can.