Privacy Policy

Draft only. This is a starting template, not legal advice. If any agency using this is UK/EU-based, this needs proper UK GDPR / EU GDPR review before launch, since the Service processes employee personal data (names, emails, and work performance/points records) on each agency's behalf. Replace [Company Name], [Company Address], [Contact Email], and [Hosting details] with your details.

Last updated: [date]

1. What data we process

For each agency ("Controller") using the Service, we process on their behalf: admin and care worker names and email addresses, employment status (probation/contracted), points awarded and the written reason for each award, and cash-out requests and their status. We do not knowingly process special category data (e.g. health information) through this Service.

2. Our role

Each agency is the data controller for its own staff's data. We act as a data processor, handling that data only as instructed by the agency, for the purpose of providing the Service. [If you offer a formal Data Processing Agreement, link/reference it here.]

3. Where data is stored

[Hosting details - e.g. hosted on Replit, database location/region]. Describe your backup practices and how long data is retained after an agency cancels.

4. Who can see agency data

Each agency's data is isolated from every other agency's. Within an agency, admins can see all staff data for that agency; care workers can see only their own points and cash-out history. [Company Name] staff may access data only as needed to provide support or maintain the Service.

5. Third parties we use

We use Stripe to process subscription payments (Stripe does not receive staff personal data, only the paying admin's billing details), and [your email provider, e.g. Resend/Postmark/Gmail] to send cash-out notification emails.

6. Data subject rights

Individual staff members should direct data access, correction, or deletion requests to their employer (the Agency), who can action most of these directly within the Service, or contact us at [Contact Email] and we'll support the Agency in responding.

7. Data retention and deletion

[Describe how long data is kept after an account is deactivated or an agency cancels, and how to request full deletion.]

8. Security

Passwords are stored hashed (never in plain text). [Add any further security practices you adopt - encryption at rest, access controls, etc.]

9. Changes to this policy

We may update this policy from time to time; we'll let you know of material changes.

10. Contact

Questions about this policy, or to exercise a data protection right: [Contact Email].