Privacy & data protection

Who we are

FlexiShift Planner is workforce scheduling, time-tracking and payroll software operated by FlexiShift Planner, based in Cape Town, South Africa.

For any question about this notice, to see what we hold about you, or to ask for information to be corrected or deleted, write to noreply@notify.flexishift.co.za. We answer within 30 days.

Who owns the data

The company that subscribes owns everything in its workspace: staff records, rosters, attendance, leave, loans, pay results and uploaded documents. It stays theirs.

We hold and process that information only to run the service for them, on their instructions. We never sell it, never rent it, never use it for advertising, and never use it to train artificial-intelligence models.

A subscribing company can export its data at any time from the reports and export tools, and can ask us to delete its workspace. We delete it within 30 days of the request, apart from billing records we are legally required to keep.

Our role and yours

In privacy law terms, the subscribing company is the controller of its staff data: it decides what is recorded and why, and it must have a lawful reason to hold it, tell its staff about it, and keep it accurate.

We are the processor. We act on the subscribing company's instructions and do not decide what staff data goes into a workspace.

For our own website visitors, enquiries and account holders, we are the controller.

What we hold, and why

• Account details — name, work email, password (stored only as an irreversible hash), company name and country. Needed to give you an account and keep it secure.
• Staff records entered by the subscribing company — names, identity or permit details, contact details, job role, pay rate, bank details where captured, and qualification or permit expiry dates. Held to produce rosters, attendance and pay.
• Operational records — shifts, clock-ins, leave, loans, deductions, pay runs and payslips. Held to run the service and to give the employer the records the law requires them to keep.
• Uploaded documents — contracts, certificates and permits stored in a private area only that workspace can reach.
• Billing records — subscription, invoices and payment references. Held to charge for the service and to meet tax record-keeping duties.
• Website measurement — an anonymous count of page visits, with no name, email or advertising identifier attached.
• Audit trail — who changed what and when inside a workspace, so the employer can account for changes to pay and staff records.

Lawful basis

We process account and billing data to perform our contract with the subscribing company, and to meet legal obligations such as tax records.

Staff data is processed on the subscribing company's behalf, on the basis it relies on as employer — normally its employment contract with the person and its own legal duties.

Anonymous website measurement relies on our legitimate interest in knowing whether the site works. It cannot identify anyone.

Who else touches it

Only the suppliers we need to run the service, each under a contract limiting them to that purpose:

• Our hosted database and authentication provider, which stores the workspace data.
• Our email delivery provider, which sends sign-in, invoice and notification emails from noreply@notify.flexishift.co.za.
• Our payment providers, who handle card payments. Card numbers are entered on the payment provider's own page — we never see or store them.

Where it is stored, and cross-border transfer

The hosted database runs in Ireland, inside the European Union, under European data-protection law.

For South African clients this means personal information leaves South Africa. We tell you plainly, as POPIA requires: the receiving country is subject to the GDPR, a law that provides a level of protection substantially similar to POPIA, which is the safeguard we rely on.

For clients in the EU and UK, the data stays within the European Economic Area.

How long we keep it

Workspace data is kept while the subscription is active. If an account closes, the workspace is retained for 90 days so it can be reinstated, then deleted.

Invoices and payment records are kept for five years to meet South African tax law.

Anonymous visit counts are kept for 24 months.

Your rights

Wherever you are, you can ask us to: give you a copy of what we hold about you; correct anything wrong; delete it; restrict or object to how it is used; or hand it to you in a portable file.

If the data is in an employer's workspace, ask that employer first — they control it, and we will help them act on your request.

You can also complain to a regulator: the Information Regulator in South Africa, the Information Commissioner's Office in the United Kingdom, or your national data-protection authority in the European Union.

How we protect it

No online service can promise absolute security. If a breach ever puts personal information at risk, we notify the affected companies and the relevant regulator without undue delay.

• Encrypted in transit (HTTPS on every page) and encrypted at rest in the database.
• Each workspace is separated at database level, so no company can read another company's records.
• Access inside a workspace is limited by role — staff see only their own shifts, leave, loans and payslips.
• Passwords are stored only as irreversible hashes; nobody, including us, can read them.
• Every change to pay and staff records is written to an audit trail that cannot be edited or deleted.
• Bank account numbers shown on invoices are masked to the last four digits.

Cookies and site measurement

We use a small amount of browser storage to keep you signed in and to remember your workspace. That is necessary for the service to work.

We count page visits anonymously to see which pages are used. There are no advertising cookies, no third-party trackers and no profiling — which is why you are not asked to accept cookies.

Artificial intelligence

The in-app assistant answers questions using only the settings and records of the workspace asking, and only while the question is being answered. Nothing from your workspace is used to train any model, and no other company's workspace is ever visible to it.

Children

The service is sold to employers and is not intended for anyone under 18 to sign up for. We do not knowingly create accounts for children.

Changes to this notice

If we change how data is handled, we update this page and change the date at the top. Material changes are emailed to account holders.