Privacy Policy for OnSinch System

Effective Date: 1st February 2025
Last Updated: 1st February 2025

1. Introduction
UK Events Crew ("we," "us," or "our") is committed to protecting the privacy and security of the personal data of all users of the OnSinch system. This Privacy Policy explains how we collect, use, store, and share personal data, as well as your rights concerning your personal information. UK Events Crew is dedicated to maintaining compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The OnSinch application is operated by OnSinch, s.r.o., company ID: 242 74 330, with its registered seat at Příběnická 939/20, 130 00 Prague 3, Czech Republic ("OnSinch"). OnSinch provides an all-in-one workforce management solution, which includes CRM, planning, task management, reporting, finance, and recruitment functionalities. UK Events Crew, as a client of OnSinch, utilizes this system to facilitate workforce operations efficiently. OnSinch provides technological support and maintains the platform, but UK Events Crew determines the specific data inputs and management processes.

2. Data Controller & Processor
UK Events Crew, registered at 5 Bowlers Court, LN6 9YD, is the primary data controller for the processing of personal data in relation to OnSinch. This means we determine the purposes and means of processing user data.

OnSinch acts as both a data controller and a data processor:

• As a data controller, OnSinch manages personal data of users who create an account on its platform for operational and support purposes.

• As a data processor, OnSinch processes personal data on behalf of UK Events Crew, maintaining user accounts and facilitating operational functions within the OnSinch system.

UK Events Crew and OnSinch collaborate under a contractual framework that ensures compliance with data protection obligations.

3. Data We Collect
When using the OnSinch system, UK Events Crew and OnSinch may collect the following categories of personal data:

• Personal Identification Data: Name, email address, phone number, date of birth.

• Employment Information: Job title, employment status, work history, availability.

• Payment and Financial Data: Bank details for payroll, invoicing records.

• System Usage Data: Login activity, IP addresses, location data, device information.

• Communications Data: Messages, feedback, and interactions within the system.

• Health and Safety Information: Emergency contact details, medical conditions (if relevant for health and safety purposes).

• Performance and Work Records: Shift records, timesheets, and client feedback related to assignments.

4. How We Collect Data
We collect data in the following ways:

• Directly from you: When you sign up, complete your profile, or communicate with us.

• Automatically: Through cookies and tracking technologies when accessing the OnSinch system.

• From third parties: Such as employers or references for verification purposes.

• From internal records: Information generated through employment or project participation with UK Events Crew.

5. How We Use Your Data
We use your personal data for the following purposes:

• Service Provision: To manage your account, process payroll, and facilitate job assignments.

• Security and Fraud Prevention: To protect against unauthorized access and ensure system integrity.

• Compliance with Legal Obligations: To meet UK employment, tax, and regulatory requirements.

• Improving Our Services: To analyze trends, enhance user experience, and develop the OnSinch system.

• Communication: To send important updates, notifications, and respond to queries.

• Training and Development: To assess performance and provide growth opportunities within UK Events Crew.

• Client and Business Administration: To ensure smooth scheduling and workforce management.

6. Legal Basis for Processing
Under UK GDPR, we process personal data based on:

• Contractual Necessity: To fulfill our agreements with users.

• Legal Obligation: To comply with employment and financial regulations.

• Legitimate Interests: To improve the OnSinch system, manage operations, and ensure workforce efficiency.

• Consent: When required, such as for marketing communications (users can withdraw consent at any time).

7. Data Sharing and Transfers
We do not sell personal data. However, we may share data with:

• Service Providers: Payroll processors, IT support, cloud storage providers, and scheduling software providers.

• Regulatory Authorities: When legally required for compliance with tax, employment, or law enforcement obligations.

• Employers or Clients: To facilitate job assignments and workforce management.

• OnSinch: As a data processor, managing the OnSinch system for UK Events Crew.

• Legal and Compliance Bodies: Where necessary for dispute resolution or legal claims.

Where data is transferred outside the UK, we ensure adequate safeguards are in place, such as Standard Contractual Clauses (SCCs) or UK adequacy decisions.

8. Data Retention
We retain personal data only for as long as necessary for the stated purposes, including legal and financial record-keeping obligations. Retention periods vary depending on the type of data:

• Payroll and tax records: Minimum of 6 years (as required by HMRC).

• User accounts and employment records: Retained for the duration of employment plus a reasonable period after termination.

• System logs and security records: Retained for up to 12 months unless legally required to keep for longer.

9. Data Security
We implement industry-standard security measures, including:

• Encryption of sensitive data.

• Access controls and authentication protocols.

• Regular security audits and vulnerability assessments.

• Strict internal policies governing data access and handling.

10. Your Rights
Under UK GDPR, you have the following rights:

• Access: Request a copy of your personal data.

• Rectification: Request corrections to inaccurate data.

• Erasure: Request deletion of your data where applicable.

• Restriction: Request limitations on processing.

• Objection: Object to data processing based on legitimate interests.

• Data Portability: Request data transfer to another service provider.

• Withdraw Consent: For processing based on consent.

• Lodge a Complaint: With the UK Information Commissioner's Office (ICO) if you believe your data is being misused.

To exercise any of these rights, contact us at admin@ukeventscrew.co.uk.

11. Cookies and Tracking
OnSinch may use cookies and similar technologies to enhance system performance and user experience. Users can manage cookie preferences via browser settings. We use cookies for:

• Essential system functionality.

• Performance analytics.

• Security monitoring.

12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be communicated via email, system notifications, or updates on our website.

13. Contact Us
For any questions regarding this Privacy Policy or data protection concerns, please contact:

Data Protection Officer
UK Events Crew
5 Bowlers Court, Lincoln, LN6 9YD
Email: admin@ukeventscrew.co.uk
Phone: 03300 434332

For OnSinch-specific queries, contact:

OnSinch, s.r.o.
Příběnická 939/20, 130 00 Prague 3
Email: info@onsinch.com

support@onsinch.com

 

 

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