Privacy Policy

At Liveforce we strive to respect your privacy and we commit to safeguarding your personal data.

This policy describes the information we collect or you share with us when you visit our website (https://liveforce.co/) (regardless of where you visit it from) and through the use of the Liveforce Platform use, how your data is used, stored and safeguarded, and your choices regarding this information.

Scope

This policy outlines how we at Liveforce Ltd collect and process your personal data through your use of our website (https://liveforce.co/), and through your use of the Liveforce Platform (https://admin.liveforce.co or https://app.liveforce.co), the Liveforce Admin App and Liveforce Crew App, and our products and services (collectively our “Services”), including any data you may provide when you register an account with us, purchase and use our Services, your interactions with us and our online communities, any interactions you make with us through our social media channels, as well as any personal data we collect and process via our other apps, widgets, and other online products and services. This policy provides information about how your personal data is used, stored and safeguarded, and your choices regarding this information.

Liveforce provides staffing software and solutions to enable businesses to manage their temporary workforce and our website and Services are not intended for personal use or for use by children and we do not knowingly collect data relating to children.

This privacy policy covers how we use information for different types of data subjects who interact with our service, namely:

• Admins: we collect and processed personal information account administrators and other individual employed by our customers who interact with Liveforce to manage the customer’s workforce; and,
• Crew: we collect and process personal information about Crew, these being individuals seeking temporary work and who may apply for jobs advertised on a customer’s Liveforce account. In certain cases we act as data controller of this information but only process your personal information in the course of providing our services to our customers and we do not use your data for other purposes (such as marketing).

This policy does not apply to our workforce or other individuals who apply for a position at our company.

It is important that you read this privacy policy together with any other policy on data processing or other notices we may provide on specific occasions so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Data controller and contact details

Liveforce Ltd is the data controller for the purposes of this privacy policy and is responsible for your personal data; all references to “we”, “use” or “our” refer to Liveforce Ltd.

Our details are as follows: Belgrave House, 39-43 Monument Hill, Weybridge, Surrey
KT13 8RN.

How to contact us about your rights and data

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us at [email protected].

We are regulated by the Information Commissioner’s Office and you have the right to make a complaint at any time to them. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit, connect with, or are referred to.

Information collected about you

We have set out below the personal data about you we may collect, use, store and transfer when you interact with us through our Services. Personal data means any information from which you can identify you, it does not include information we collected on an anonymous basis.

• Identity & Account Data includes your first name, last name, email address, telephone, address, date of birth, and gender.
• Financial & Transaction Data we collect or process certain financial & transaction data depending on our relationship with you as follows:
  • For our Customers, where you opt to pay using a company payment card, your payment card details, billing address and purchase history will be collected and processed – we do not knowingly collect or process personal card details.
  • For Crew, where you are hired by a Customer for a Job that Customer may store your bank account details within our platform.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website and the Liveforce Platform.
• Profile Data includes your email address and password, details of your Liveforce account, linked company names, role types, skills, and any other data the company may wish to collect.
• Usage Data includes information created about you through your use of our Services, in particular the Admin App or Crew App, such as unique identifiers and activity logs.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties, other interactions with us, such as feedback to surveys or with our technical support or customer services teams, as well as your communication preferences.
• Social Media: we maintain a social media presence on platforms such as Facebook and LinkedIn and may advertise on these channels. We may collect information about you if you interact with us through these channels, such as your feedback, impressions and monitor your interacts and may link this information to unique identifiers.

We also collect, use and share aggregated data about you. This includes statistical or demographic data, which could be derived from your personal data but is not considered personal data in its own right as this data on its own would not allow anyone to directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

As a data controller, we do not knowingly collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. Where you are asked by one of our customers to provide such information (such as part of their own onboarding requirements) that information may be uploaded to the Liveforce platform and stored on that customer’s behalf.

Information process where we are not the controller

How your data is collected

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity, Contact, Financial, Profile, Marketing and Communications Data by interacting with us through our website or Services, filling in forms or completing any registration process, or by corresponding with us. This includes personal data you provide when you:

• create an account in the Liveforce Platform;
• purchase any of our products and Services;
• subscribe to any of our mailing lists or request marketing to be sent to you;
• select your marketing and communications preferences;
• complete a survey; or
• give us feedback or contact us.

When using the Services. Through your use of our Services, and in particular the Admin App or Crew App, we will collect, process and store your Usage Data. Where your employer has registered has assigned you an account to use our Services through the Liveforce Platform, we may also receive your Profile Data when you use the Service.

Automated technologies or interactions. As you interact with both our website and Services, we automatically collect various information about you, such as the device you use when you interact with us, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.

Third parties or publicly available sources. We will receive personal data about you from various third parties as set out below:

• Technical Data from the following parties:
  • analytics providers such as Google Analytics;
  • advertising networks; and
  • search information providers.
• Contact, Financial and Transaction Data from providers of technical, payment and delivery services, such as our third-party payment processors, or social media platforms, such as LinkedIn, where you sign up to Liveforce through referral from these platforms.

How we use your information

We collect, process, store and disclose personal data for a variety of different reasons, but in all cases when the law allows us to.

For the personal data identified in this policy where we act as the data controller, we rely on the following lawful basis to processing your data:

1. Consent: we use your consent as a legal basis for processing your personal data or for the purposes of marketing communications, in particular, where you register your interest with us through our website or otherwise (such as at a trade show or networking event). You have the right to withdraw consent at any time by contacting us, or by opting out through any marketing communication we may provide.
2. Contractual Obligations: where we need to perform the contract we are about to enter into or have entered into with your employer.
3. Regulatory or Legal Obligations: where we need to comply with a legal obligation.
4. Legitimate Interests: where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. We rely on a wide range of legitimate interests as a business:
   • for marketing activities (other than where we rely on your consent);
   • to correspond or communicate with you;
   • to verify the accuracy of data that we hold about you;
   • to preserve the integrity of our network and information security and, in particular, for us to take steps to protect your information against loss or damage, theft or unauthorised access;
   • for prevention of fraud and other criminal activities;
   • to improve our website, products and Services, in particular through analysing how you interact with us through our website, products and Services to more generally improve your user experience;
   • for the management of queries, complaints, or claims, including when complying with a request from you in connection with the exercise of your data protection rights;
   • for the establishment and defence of our legal rights.

Where we act a data processor on behalf of our customers, we will predominantly rely on contractual obligations, legitimate interests and legal obligations as justification for processing your data.

We have summarised below the various ways we use your personal data and our legal basis for doing so.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. In general we employ the following data control mechanisms when we use your personal data for the purpose of direct marketing:

Consent

When you register for an account with us or subscribe, you are invited to consent to receiving marketing and other promotional information from us. You may withdraw this consent at any time by contacting us. Withdrawing consent will not prevent us from sending service messaging (such as planned downtime, upgrades, patches or changes to our terms and policies).

Promotional offers from us

Where you have provided your consent, we may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us and you have not opted out of receiving that marketing.

Third-party marketing

We will get your opt-in consent before we share your personal data with any third party for marketing purposes save for our third-party service providers.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

Cookies and other technologies

Cookies come in a variety of forms but are essentially small data files used to collect and store information about you. We use them both on our website and within our Liveforce Platform for a variety of different functions:

• for the smooth and safe operation of our website and Services;
• to manage your preferences and remember you for future visits;
• to analyse how you use our website and Services in order to continually make improvements;
• to manage your access to secure areas of our Services, such as your Liveforce account.

The majority of these cookies are linked to your browser session (session cookies) and disappear once you close your browser. Others remain on your device for a longer period (persistent cookies).

For further information about the cookies we use, please see our Cookie Policy.

Information sharing and disclosure

We share the information we collect or that is provided to us as follows:

Sharing with our Partners

We may share your personal data with the parties set out below for the purposes we have identified above.

We use a number of external Third Parties, who help us provide Liveforce and our services. Currently, we use the following trusted Partners:

• AWS: our cloud provider.
• GDrive: for our working environments.
• HubSpot: to help us send targeted marketing and advertising to you and to manage your consent preferences.
• Trengo: to help us manage our customer support queries.
• Google Analytics: to help us analyse how users interact and use our website;
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

A full list of our sub-processors can be viewed here.

International Transfers

Unless identified, your data is hosted and processed within the UK or the EEA. Where we do utilise a third-party located outside the UK or the EEA, we ensure that any transfers are done on the basis of compliant transfer mechanisms.

How we safeguard your data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

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

Retention and deletion

As a general rule, we retain your account data for as long as you keep your account active. In the event you decide to delete your account, we permanently delete your account data immediately .

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

In some circumstances you can ask us to delete your data by contact us (see the below section for further information).

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your data, you rights

Pursuant to the UK General Data Protection Regulation (“UK GDPR”) you have certain rights regarding your personal data.

You can enforce your rights by contacting us, or in most cases, by deleting your account and/or by ending your use of our Services.

• Right to Correction: if you believe any of the information on your profile to be inaccurate you have a right to request that we correct this. This right also extends to various other information we collect about you which you can request a copy of (see Right to Copies below).
• Right to Copies of your data: you have a right to request a copy of the information that we hold about you along with an explanation from us as to why we process that information. We will provide this information to you free of charge for a first request, but will charge for reasonable administrative costs for further requests.
• Right to erasure: you have a right to request the deletion of your data at any time. If you submit such a request to us we will consider carefully and reply with an explanation as to why we are required to retain certain information either by law or for our own legitimate reasons. Where, after review, we identify any data we do not need to retain for these purposes, we will delete that data as per your request.
• Right to object or complain: you have a right to complain about how we are processing your data to our principal Data Protection Authority, the Information Commissioner’s Office here or in writing at the following address:

  Customer Contact
  Information Commissioner’s Office
  Wycliffe House
  Water Lane
  Wilmslow
  SK9 5A

Should you have any concerns about how we are processing your data, we invite that you submit those questions to [email protected].

Updates to our policy

As we further enhance our website and improve our services, we may make changes to this policy from time to time. If we make any major changes, or any changes which directly affect the services provided to you or the data collected or processed by us, we will notify you of those changes by a prominent banner on our website. However, we encourage you to periodically review this policy for the most up to date version.