1. Introduction

Welcome to the SyntraFlow. This Privacy Policy explains how we collect, use, store, and protect personal data processed through our payroll rota platform. We are committed to ensuring that your privacy is protected in accordance with applicable data protection laws.

2. Information We Collect

When using the SyntraFlow, we may collect and process the following personal data:

• Employee details: Name, job title, employee ID, and contact information.
• Payroll information: Working hours, shift patterns, salary details, deductions, tax information, and benefits.
• Attendance records: Clock-in/out times, leave records and holiday requests.
• Device and access data: IP addresses, login details, and usage logs for security purposes.

3. How We Use Your Information

We process your personal data for the following purposes:

• Managing work schedules and rota assignments.
• Process payroll, including tax deductions and benefits administration.
• Ensuring compliance with employment laws and regulations.
• Monitoring attendance and leave entitlements.
• Maintaining security and preventing unauthorised access.

4. Legal Basis for Processing

We only process your personal data where we have a legal basis to do so, including:

• Contractual necessity: Processing payroll and managing work schedules.
• Legal obligations: Complying with tax, employment, and regulatory requirements.
• Legitimate interests: Ensuring system security and business efficiency.

5. Data Protection & Security

We implement appropriate technical and organisational measures to safeguard your personal data, including:

• Secure servers and encryption methods.
• Access controls and authentication protocols.
• Regular security audits and risk assessments.

6. Data Sharing & Third Parties

We do not sell or trade personal data. However, data may be shared with:

• Payroll processing and tax authorities where required by law.
• HR and finance teams for employment administration.
• Trusted third-party service providers who support our IT infrastructure under strict data protection agreements.

7. Data Retention

We retain payroll and rota data for as long as required by law and business needs. Typically:

• Payroll records are retained for at least six years for tax and legal compliance.
• Attendance records may be retained for up to three years.
• Data no longer required will be securely deleted or anonymised.

8. Your Rights

Under data protection laws, you have the right to:

• Access the personal data we hold about you.
• Request corrections to inaccurate or incomplete data.
• Request deletion of data where applicable.
• Restrict processing under certain conditions.
• Object to data processing for specific purposes.
• To exercise your rights, please contact us using the details below.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be communicated through the platform or via email where necessary.

10. Contact Information

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at:
Email: [email protected]