Staff Privacy Notice — template (v2026-10-01)

How to use this template. It is for businesses that use QuoteNod, to adapt and give to the people on their team. QuoteNod Ltd provides it as a starting point, not legal advice: the business that employs or engages you is responsible for the notice it gives you. Replace everything in [square brackets] before you use it.

Who is responsible for your information. [Business name], of [business address] ("we"), is the controller of the information about you described here. We use QuoteNod, a service of QuoteNod Ltd, to run our jobs, diary, team and pay records. QuoteNod holds this information for us as our processor and does not use it for its own purposes. If you have a question, ask [name] at [email address].

What we hold about you.

- Your name, work email address, work phone number, position, and the role that decides what you can see in QuoteNod.
- Your photograph, if we add one.
- Your sign-in: your password, which is stored only in a form nobody can read back, your two-factor setting, and a record of sign-ins.
- The jobs you are booked on, your diary and rota, and the times you clock on and off a job.
- Your holidays and other time off, including sickness absence where we record it.
- Your pay rate, hours, overtime, and the pay records we make each month.
- The notes, photographs, messages and records you add to jobs.

"On my way" messages. When you are on your way to a job, QuoteNod may email the customer on our behalf with your name, position, work phone number, photograph and an estimated arrival time, so they know who to expect. Only your work details are shared; your home address and personal phone number never are.

Why we hold it, and the lawful basis.

- To employ or engage you and run the work: the contract with you (UK GDPR Article 6(1)(b)).
- To keep the pay and working-time records the law requires: legal obligation (Article 6(1)(c)).
- To tell customers who is coming and keep our jobs and records running: our legitimate interests (Article 6(1)(f)), which we have weighed against yours — only work details are shared, and you can raise any concern with us.
- Sickness absence is information about your health. We record only what we need to meet our obligations as an employer (Article 9(2)(b), and the Data Protection Act 2018, Schedule 1, paragraph 1).

Who sees it. People in our business, according to their role. Customers see only what an "on my way" message shows them. QuoteNod Ltd and the companies it uses to run the service, listed at quotenod.co.uk/legal/sub-processors. When the assistant in QuoteNod is asked about our work, colleagues' names are replaced with codes before anything leaves QuoteNod. [Our accountant, HMRC and our pension provider], where we have to.

How long we keep it. While you work with us, and afterwards: pay and tax records for six years from the end of the tax year they relate to, and [other records: for how long]. When we take your sign-in away, your access stops at once.

Your rights. You can ask to see what we hold about you, to have it corrected, erased or restricted, to object to how we use it, and to have a copy to take elsewhere. Ask [name] at [email address]. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.