Privacy Policy

Scope

This policy applies to all data that e-days controls, including data submitted via this website, obtained directly from our clients or potential clients and the data processed and stored by the e-days absence management application.

1. Summary

This Policy sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us.  It is important that you read this Policy so that you are aware of how and why we are using your personal information. Please contact us with any specific questions.

2. Compliance

2.1 We will comply with data protection law. This says that personal information we hold about you must be:

2.1.1 used lawfully, fairly and in a transparent way;

2.1.2 collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;

2.1.3 relevant to the purposes we have told you about and limited only to those purposes;

2.1.4 accurate and kept up to date;

2.1.5 kept only as long as necessary for the purposes we have told you about; and

2.1.6 kept securely. 

3. What information do we collect?

3. 1 We may collect and process information about you. This information is referred to in this Policy as personal information. This personal information may be collected as part of any documents or online forms you complete or from communications between us. 

3.2 In particular, we may collect and process the following personal information about you:

3.2.1 information that you provide by filling in forms for us, including the website registration form (this information may consist of your name, address, contact details (including email address and mobile phone number), postcode, password, and other data);

3.2.2 details of your visits to our website, for example, traffic data, location data (including the country and telephone area code where your computer or access device is located) and the resources that you access (including the pages/areas of our website that you view); and

3.2.3 information concerning your marketing preferences.

3.2.4 Information required by the e-days application in order to manage attendance such as employment dates, working schedule, company team/department/location, leave entitlements, dates, times and reasons for absences from work, overtime worked. Optionally we can also store extended HR information such as Job title, salary, next of kin, home address and contact details. All the data stored within the e-days application can be securely accessed from within the application by yourself and your system administrators with the required permission to do so.

3.3 If you provide us with personal information about another person, you must ensure that before you provide us with their personal information, you have their agreement to do so and that they are aware of the ways in which we use personal information as set out in this Policy.

4. How do we use your personal information?

4.1 We use your personal information in connection with the attendance management service we provide. In particular, we may use your personal information to:

4.1.1 carry out our obligations arising from any contracts entered into between you and us;

4.1.2 manage and administer the relationships between you and us;

4.1.3 comply with our legal obligations;

4.1.4 notify you about changes to our services and to otherwise communicate with you; for example, we will use your contact details in order to respond to any queries that you submit to us;

4.1.5 train our staff to continuously improve our services; and

4.1.6 to analyse the efficacy of our services and marketing activity and to carry out market research relating to the application.

4.1.7 The e-days application itself uses your data in order to allow you and your employer to manage your employment details and attendance. The application uses notification tools such as email in order to communicate attendance information between the employees of your organisation and to facilitate functionality such as action reminders and password resetting.

4,2 If you fail to provide certain information when requested, we may not be able to provide you with the support we offer or access to functionality within the e-days application.

4.3 We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

4.4 The section below entitled "What choices do I have?" explains how you can change whether to receive this information. Please note that, even if you choose not to receive this information, we may still use your personal information to provide you with important communications, including communications in relation to the service and applications that we offer.

5. With whom do we share your personal information?

5.1 We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we legitimately need to in order to continue the operation of the e-days application.

5.2 We may disclose your personal information to third parties in connection with our operations and service. For example, we may pass your personal information to:

 5.2.1 third-party organisations that provide services to us (including assisting us with carrying out marketing and PR activities);

5.2.2 external agencies and organisations (including the police and other law enforcement agencies) for the purpose of preventing and detecting fraud (including fraudulent transactions) and criminal activity;

5.2. 3 third parties if we are under a duty to disclose or share your personal information in order to comply with any legal obligation (including in connection with a court order), or in order to enforce or apply the terms of any agreements we have with or otherwise concerning you (including agreements between you and us); or to protect our rights, property or safety or those of our customers, employees or other third parties.

5.3 All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies and in line with current laws on data protection. We do not allow our third-party service providers to use your personal information for their own purposes.  We only permit them to process your personal information for specified purposes and in accordance with our instructions.

5.4 We may share your personal information with other third parties, for example in the context of the possible sale or reconstruction of the business. We may also need to share your personal information with a regulator or otherwise to comply with the law. 

5.5 We may share non-personal, anonymised, aggregate statistics (group) data about the use of our application, attendance statistics, sales and traffic patterns with certain third parties for any purpose

5.6 We will never sell or rent your personal information to any third party.

6. Protecting your personal information

6.1 Keeping the data stored by e-days safe is our highest priority and we work hard to ensure we do. We have put in place extensive security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, or third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

6.2 We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

6.3 The transmission of information via the internet is not completely secure; this risk is not specific to our Platform and is common across the internet. Unfortunately, we can’t guarantee the security of the transmission of the data to us which is outside our control; any data you send is at your own risk.

6.4 We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for,

7. What choices do I have?

In the context of the data that e-days stores about you for sales, marketing and support purposes, you have the following options.

7.1 It is important that the personal information we hold about you is accurate and current. If you think the personal information we hold about you is inaccurate or incorrect, or you would like your information removed you can request that we correct this information (including your marketing preferences) by writing to us using the details below.

7.2 If you do not want us to use your personal information to provide you with information about services, promotions and offers, or to share your personal information with third parties for marketing purposes, please tick the relevant box(es) situated on the form on which we collect your data (the paper or online registration form).

7.3 You can also choose to change your preferences in respect of your data at any time and for any reason by emailing us using the address below

7.4 You can request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.  You may also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing.

7.5 By law, you have the right to object to the processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

7.6 You can also request that we restrict the processing of your personal information. This enables you to ask us to suspend the processing or personal information about you, for example, if you want us to establish its accuracy or the reason for processing.

In the context of the data that the e-days application stores about its users, you have the following options.

7.7 In this context e-days acts as the Data Processor, we process and store your data but do not have the authority to control it, therefore. The responsibility to keep your data up-to-date, grant access to and delete your data lies with your employer, the e-days client, who act as the data controller in this context.

8. Access to your personal information

8.1 You can request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.   

8.2 You will not have to pay a fee to access your personal information. However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive.  Alternatively, we may refuse to comply with the request in such circumstances.

8.3 We may need to request specific information from you to help us confirm your identity and ensure your right to access the information.  This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it. 

9. Third party websites

9.1 Our website or application may, from time to time, contain links to third-party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal information to these websites.

10. Policy changes

10.1 We reserve the right to update this Policy at any time, and we will provide you with a new privacy policy when we make substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

11. How to contact us

11.1 If you have any questions, comments or requests regarding this Privacy Policy, please feel free to contact us in any of the following ways:

11.1.1 by telephoning on 01159500101; or

11.1.2 by emailing us at: security@e-days.co.uk or

11.1.3 by writing to us at:

 e-days absence management ltd

137 Canal Street

Nottingham NG1 7HD