Who controls your personal information?
FlexyStaff is operated by Flexy Staff Limited, an Isle of Man company. For the purposes of applicable data protection law, Flexy Staff Limited is the controller of personal information processed through FlexyStaff.com and the FlexyStaff app unless we explain otherwise.
This notice applies to people looking for flexible work, businesses using FlexyStaff to source temporary staff, website visitors, app users and people who contact us.
The information we may collect
Account & contact details
Name, email address, telephone number, login credentials, account identifiers and communication preferences.
Worker profile information
Profile details, work history, skills, qualifications, availability, preferred work categories, profile images, ratings and attendance-related information.
Business information
Business name, contact details, staffing requirements, shift details, workplace information, billing information and authorised-user information.
Identity & eligibility information
Information required to confirm identity, eligibility to work and related verification checks, including documents or verification results where needed.
Shift & payment information
Applications, accepted shifts, times submitted, approvals, pay-related information, charges, invoices, transaction references and payroll information.
Technical & device information
IP address, device type, browser, operating system, app version, device identifiers, diagnostics, security events and usage data.
Location information
Approximate or precise location information where you choose to provide it or where it is required to show relevant shifts, workplaces or map-based results.
Communications
Messages, support enquiries, feedback, complaints, reviews, survey responses and records of communications with FlexyStaff.
Information from third parties
We may receive information from identity-verification providers, employment/payroll providers, payment providers, social sign-in services such as Apple or Google, businesses using FlexyStaff, and other service providers where this is necessary to operate the platform or provide a feature you have chosen to use.
Why we use personal information
- To create, maintain and secure worker and business accounts.
- To display relevant staffing opportunities and worker applications.
- To allow businesses to review applicants and manage temporary staffing requirements.
- To support worker profiles, reviews, attendance history and reputation features.
- To verify identity and, where required, Right to Work or other eligibility information.
- To support timesheets, shift completion, payroll, worker payments and business charges.
- To provide maps, distance-based results and location-relevant opportunities.
- To send service messages, app notifications, shift alerts and important account updates.
- To prevent fraud, misuse, duplicate accounts, unauthorised access and other security risks.
- To provide customer support and resolve disputes, complaints or payment issues.
- To improve FlexyStaff, analyse performance and understand how the website and app are used.
- To meet legal, regulatory, tax, accounting and employment-related obligations where applicable.
- To send marketing where permitted and in line with your preferences.
Our legal reasons for using your information
Depending on the activity, FlexyStaff may rely on one or more of the following lawful bases:
| Lawful basis | When it may apply |
|---|---|
| Contract | Where processing is necessary to provide the FlexyStaff service you have requested or to take steps before entering into an arrangement with you. |
| Legal obligation | Where information must be processed to meet legal, regulatory, tax, employment, accounting or compliance requirements. |
| Legitimate interests | Where we have a legitimate business need, such as operating and improving the platform, preventing fraud, supporting users or protecting our services, provided your rights and interests are appropriately considered. |
| Consent | Where the law requires consent or where we choose to rely on consent, for example for certain marketing, optional permissions or technologies. |
Verification and safer recruitment
FlexyStaff may use specialist verification services, including OneID or another approved provider, to support identity and Right to Work checks where required.
Verification may involve you providing identity information directly to the verification provider. FlexyStaff may receive the result of a verification check, status information, reference information or other information needed to confirm whether the required checks have been completed.
The verification provider may act as an independent controller or processor depending on the service being provided. You should also review the provider’s own privacy information when completing a verification journey.
Employment and payroll information
For eligible UK shifts, FlexyStaff may work with a chosen employment and payroll provider, currently Danbro, to support employment, payroll and statutory payment processes.
Where this applies, relevant information may be shared with the employment/payroll provider so that they can onboard you, manage employment records, calculate deductions, process pay and meet legal obligations.
FlexyStaff does not use this Privacy Notice to promise specific employment benefits. Any employment terms, statutory entitlements, payroll arrangements or additional benefits are governed by the documentation issued by the relevant employment/payroll provider.
Where your information may be processed
Some technology, cloud, analytics, communications, verification or payment providers may process information outside the Isle of Man or United Kingdom.
Where an international transfer requires additional protection, we will use an appropriate lawful transfer mechanism or safeguard as required by applicable data protection law.
How long we keep personal information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including providing the platform, maintaining records, resolving disputes, preventing fraud and meeting legal, tax, accounting, employment or regulatory obligations.
Retention periods may vary depending on the type of information and the relationship you have with FlexyStaff. When information is no longer required, we aim to delete it, anonymise it or securely restrict its use where continued storage is required by law.
How we protect your information
We use proportionate technical and organisational safeguards designed to reduce the risk of unauthorised access, misuse, alteration, loss or disclosure of personal information.
These measures may include access controls, account authentication, system monitoring, encrypted connections, role-based permissions, supplier controls and appropriate operational procedures.
No online service can guarantee absolute security. Users should also protect their passwords, devices and account access details.
Messages, updates and promotions
FlexyStaff may contact you with platform updates, service announcements and messages connected to your account. These service communications are different from marketing communications.
Where marketing consent is required, we will ask for it. You can opt out of marketing at any time using the unsubscribe option in a message or by contacting FlexyStaff.
Opting out of marketing does not prevent us from sending essential account, shift, security or service communications.
How matching and ranking may work
FlexyStaff may use information such as location, availability, work categories, profile information, ratings, attendance history or other relevant platform data to help organise or display suitable opportunities and applicants.
Where automated tools are used, they are intended to support the operation of the platform. Businesses may still make their own decisions when reviewing and selecting applicants.
If FlexyStaff introduces any solely automated decision that produces a legal or similarly significant effect, we will provide the additional information and safeguards required by applicable law.
Your data protection rights
Depending on the circumstances and applicable law, you may have rights including:
Children and younger people
FlexyStaff is a work and staffing platform and is not designed as a service for young children. Age and eligibility requirements may vary depending on the type of work, location and applicable employment law.
If you believe information has been provided to FlexyStaff by a child or young person in circumstances where it should not have been collected, please contact us so we can review the situation.
Changes to this Privacy Notice
We may update this Privacy Notice when our services, technology, suppliers or legal obligations change. The latest version will be published on this page with a revised “Last updated” date.
Where a change is significant, we may also provide an additional notice through the website, app or another appropriate communication channel.
Questions about your personal information?
If you want to exercise a data protection right, raise a privacy concern or ask how FlexyStaff uses your information, please contact us through the FlexyStaff contact page.
Contact FlexyStaff
