This Privacy Policy explains how Whealbit, trading as WagePilot ("we", "us"), handles personal data when you use WagePilot. We are the data controller for your account information, and a data processor for the staff data you enter. We are committed to UK GDPR and the data-minimisation principle.
Note: This is a plain-English starting point and not legal advice. Have your final policy reviewed before relying on it.
1. What we collect
- Account data: business name, your name, email and billing details (card data is held by Stripe, not us).
- Staff data you add: names, pay rates, shifts, holiday and timesheet records.
- Clock-in location: a location check at the moment of clock-in or clock-out only, never continuous tracking.
- Usage and device data: basic logs needed to run and secure the Service.
2. How we use it
To provide the Service (rotas, clock-in, timesheets, reporting and export), to take payment, to keep the Service secure, and to support you. Our lawful bases are performance of a contract, our legitimate interests in running a secure service, and compliance with legal obligations.
3. Location data
WagePilot checks location only at the moment someone clocks in or out, to confirm they are on-site. We do not track staff between shifts or in the background. Where a precise check isn't possible, a QR-code fallback is used instead.
4. Sharing and sub-processors
We do not sell personal data. We use a small number of sub-processors to run the Service, including Stripe (payments) and our cloud hosting provider (data storage, in the UK/EU region). Each is bound by appropriate data protection terms.
5. Retention
We keep account and timesheet data for as long as your account is active and as needed to meet legal duties (for example, UK National Minimum Wage records must be kept for six years). You can request deletion subject to those obligations.
6. Your rights
Under UK GDPR you have rights to access, correct, delete, restrict and port your data, and to object to certain processing. To exercise them, email hello@wagepilot.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO).
7. Security
We use encryption in transit and at rest, access controls and reputable infrastructure. See our security page for more.
8. Changes & contact
We'll update this policy as the Service evolves and note the date above. Questions? Email hello@wagepilot.co.uk.