Work System
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Your data, looked after properly.

Your Hub holds your staff's personal details, your sites and your clients. Here is exactly where it lives, who can see it and what we do to keep it that way, written for business owners rather than IT departments.

Held in the UKBacked up dailyRole-based access enforced in the databaseNo passwordsExportable at any time
Held in London

Your Hub's database runs in a London data centre operated by an established cloud provider, with automatic backups every day.

Only what their role allows

Access is enforced in the database itself, not just hidden on screen. A guard cannot see another guard's record, even if they tried.

No passwords

Staff sign in with a link sent to their email. There's no password to forget, share, reuse or leak.

Yours to keep

It's your data. You can export it at any time, and if you leave we export it for you and delete our copy.

Who can see what

Directors

Everything in the Hub, including deleting records and changing roles.

Office and supervisors

Everything they need to run the day. They can't delete staff or sites, so history is never lost by accident.

Site staff

Their own shifts, jobs, details and licences. Nothing about anyone else.

Clients

Nothing, unless you choose to share a specific report or checklist with them by link.

Work System

We can see your Hub to support it. We don't look at your data for any other reason, and never share it.

Everyone else

Nothing. There is no public part of your Hub.

How it's protected

Day to day

  • Encrypted in transit: every page and every sign-in link uses HTTPS
  • Encrypted at rest in the database
  • Sign-in links expire and work once
  • Known-leaked passwords are impossible because there are no passwords
  • Each Hub has its own database. Nothing is shared between clients

If something goes wrong

  • Daily backups, kept for a rolling period
  • Deleted records can be recovered from backup on request
  • We tell you, in plain English, if we ever believe your data has been accessed by anyone who shouldn't have
  • You can suspend anyone's access instantly by setting their status to Left

Data protection

Your role

You are the data controller for your staff's and clients' information. You decide what goes in the Hub and who sees it.

Our role

Work System processes that data on your behalf, only to run your Hub, under a written agreement that says so.

People's rights

If a member of staff asks what you hold about them, it's on their profile. If they leave and ask to be deleted, a director can do it, and backups age out.

Questions about your data

Is it GDPR compliant?

The Hub is built so that you can meet your obligations: data held in the UK, access restricted by role, records exportable and deletable, and a written processing agreement between us. Compliance is something a business does, not something software is, and we'll help you with the parts that involve the Hub.

What happens to badge photos and personal details?

They're stored in a private area that only the person themselves and your office can open. Links to them expire within minutes.

Can you see our data?

Yes, because we support it, and we'll tell you when we've been in and why. We don't use it for anything else.

What if Work System stops trading?

You get a full export of your data, and the agreement gives you the right to have the Hub handed over to another developer.

Questions we haven't answered?

Ask us anything about how your data is held. We'd rather answer it now than after you've signed.

Get in touch

Or email shae@worksystem.uk · ring 07707 936959