WorkPulse Solutions — Privacy Policy

Effective date: October 01, 2025

1. Overview

This Privacy Policy describes how WorkPulse Solutions ("we," "our," or "us") collects, uses, and protects your personal information when you use our employee monitoring and time tracking platform ("Platform"). We are committed to protecting your privacy and ensuring transparency about our data practices.

Data Controller: WorkPulse Solutions, 42 Hamilton Road, London, NW11 9EJ, United Kingdom

2. Data We Collect

2.1 Account Information

  • Name, email address, and contact details
  • Company/organization name and details
  • Login credentials and authentication data
  • Billing and payment information

2.2 Monitoring Data (From Company Devices Only)

Important: Monitoring only occurs on company-assigned devices during active work sessions.

  • Screenshots: Periodic screen captures during monitored sessions
  • Activity Data: Mouse clicks, keystrokes, application usage, idle time
  • Website Usage: URLs visited and time spent on websites
  • Application Usage: Programs used and duration of use
  • Session Data: Login/logout times, session duration, project assignments
  • Location Data: GPS location (only if enabled and for legitimate business purposes)

2.3 Technical Data

  • Device information (OS, browser, device type)
  • IP addresses and network information
  • Log files and usage analytics
  • Performance and error data

3. How We Use Your Data

3.1 Service Delivery

  • Provide time tracking and monitoring services
  • Generate reports and analytics for employers
  • Calculate wages and productivity metrics
  • Maintain platform security and prevent fraud

3.2 Legal Basis (GDPR)

We process personal data based on:

  • Contract: To provide services as agreed
  • Legitimate Interests: For security, fraud prevention, and business operations
  • Consent: Where explicitly provided for monitoring activities
  • Legal Obligation: To comply with applicable laws

4. Data Sharing and Disclosure

4.1 Within Your Organization

  • Authorized managers and supervisors in your company
  • HR personnel for payroll and performance management
  • IT administrators for system management

4.2 Third-Party Service Providers

  • Cloud hosting providers (data stored in UK/EU)
  • Payment processors for billing
  • Security and monitoring services

4.3 Legal Requirements

We may disclose data when required by law, court order, or to protect our legal rights.

We do NOT sell personal data to third parties for marketing purposes.

5. Data Security

We implement comprehensive security measures including:

  • Encryption: Data encrypted in transit and at rest using industry-standard protocols
  • Access Controls: Role-based access with multi-factor authentication
  • Data Centers: Secure, certified facilities in the United Kingdom
  • Regular Audits: Security assessments and penetration testing
  • Staff Training: Regular security awareness training for all personnel
  • Incident Response: 24/7 monitoring and rapid response procedures

6. Your Rights

Under GDPR and UK data protection law, you have the right to:

6.1 Access and Portability

  • Access: Request a copy of your personal data
  • Portability: Receive your data in a machine-readable format

6.2 Correction and Deletion

  • Rectification: Correct inaccurate personal data
  • Erasure: Request deletion of your personal data (subject to legal requirements)

6.3 Processing Restrictions

  • Restriction: Limit how we process your data
  • Objection: Object to processing based on legitimate interests
  • Withdraw Consent: Withdraw consent for data processing where applicable

6.4 How to Exercise Your Rights

Contact us at: pa@onlineforu.co.uk or through your employer's HR department.

Response Time: We will respond within 30 days of receiving your request.

7. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy:

  • Active Monitoring Data: 90 days (screenshots, detailed logs)
  • Aggregated Reports: 24 months
  • Account Information: Duration of employment + 7 years
  • Billing Records: 7 years (legal requirement)
  • Security Logs: 12 months

Automated Deletion: Data is automatically deleted according to these schedules unless legal obligations require longer retention.

8. International Data Transfers

Your data is primarily stored in the United Kingdom. Where data is transferred internationally, we ensure:

  • Transfers are to countries with adequate data protection (EU adequacy decisions)
  • Appropriate safeguards such as Standard Contractual Clauses
  • Your rights remain protected under GDPR

9. Children's Privacy

Our Platform is not intended for individuals under 16 years of age. We do not knowingly collect personal data from children under 16. If we become aware that we have collected such data, we will delete it promptly.

10. Policy Updates

We may update this Privacy Policy periodically. Changes will be:

  • Posted on our website with an updated effective date
  • Communicated to active users via email for material changes
  • Made available through your employer for workplace monitoring changes

Continued use of our Platform after changes constitutes acceptance of the updated policy.

11. Contact Information

Data Protection Officer:

Email: pa@onlineforu.co.uk
Address: WorkPulse Solutions, 42 Hamilton Road, London, NW11 9EJ, United Kingdom

11.1 Complaints

If you are not satisfied with our response to your privacy concerns, you may lodge a complaint with:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113