Telling your workers about RotaProof
Ready-to-copy wording that tells your workers what you keep about them, including clock-in locations.
Why you need to tell them
UK data protection law says people must be told what information is kept about them, why, who can see it and how long it's kept. This is called the right to be informed. It applies to everyone whose details you put into RotaProof: employees, casual and zero-hours workers, self-employed cleaners and agency workers.
Tell people when you first collect their details, for example when you do their right-to-work check.
What to tell them
- Your company's name and who to contact with questions
- What you keep: their right-to-work check and a copy of their documents, and their shifts and hours
- Why: to show you checked they can work in the UK, and to run the rota and pay them correctly
- That you use RotaProof to store it, on a server in the UK
- How long you keep it
- If they clock in with a phone link: that their location is recorded when they clock in or out, if they allow it
- Their rights, and how to complain
Wording for all workers
Copy this into your contract, handbook or new starter pack. Replace everything in [square brackets].
How we keep your right-to-work records
By law, [your company name] must check that everyone who works for us can work in the UK, and keep proof of that check. This includes employees, casual workers, self-employed cleaners and agency workers.
We keep a record of your check: the date, how it was done, the document we saw, your share code if you gave one, and when your permission to work ends if it's time-limited. We also keep a copy of your document or the check result. These documents usually show your photo, date of birth and nationality.
We store these records, your shifts and your hours in RotaProof, a secure online system that keeps them on a server in the UK. Only managers at [your company name] can see them. RotaProof stores them for us and doesn't use them for anything else.
We keep your right-to-work records while you work for us and for [2 years] after you stop, because the law expects us to. Then we delete them.
You can ask to see the information we hold about you, or ask us to correct it. If you have a question or want to complain, contact [name] at [email address or phone number]. If you're not happy with our answer, you can complain to the Information Commissioner's Office (ico.org.uk).
Extra wording for cleaners who clock in on their phone
If your cleaners use their personal clock-in link, add this too.
Clocking in and out, and your location
You clock in and out of your shifts using a private link on your phone. We record the time you clock in and out.
When you tap clock in or clock out, your phone will ask if you want to share your location. If you say yes, we record where your phone was at that moment, and how far that was from the site. We don't track you at any other time, and we can't see your location between clocking in and clocking out.
We use this to show you were at the site and to check timesheets are right. Only managers at [your company name] can see it.
We keep location records for [12 months], then have them deleted.
You don't have to share your location. If you say no, you can still clock in and out as normal. We just won't see where you were, and your manager may check your hours in another way.
Choose how long you'll keep locations and put it in the wording. Keep them only as long as you need them, for example to settle questions about hours or pay.
Extra wording if you use the client portal
If you give clients a client portal link that shows cleaners' names or clock-in times, add this too.
What our clients can see
The clients whose sites you clean can see a page listing the shifts at their sites. It shows your first name and the first letter of your surname, the times you clocked in and out, and that your right-to-work check is in order. It never shows your documents, your immigration details or your location.
Where to put it
| Where | When |
|---|---|
| Contract or staff handbook | For new starters, and when you next update it |
| New starter pack or onboarding | At the time you do their right-to-work check |
| Noticeboard, WhatsApp group or email | To tell people who already work for you |
| Agency or self-employed cleaners | Send it to them directly, as they may not see your handbook |
If a worker asks about their data
Questions and requests, such as asking for a copy of their information, should come to you first, because you decide how the information is used. You can usually answer from RotaProof: open the worker's record to see everything, correct their details, or download their inspection pack.
If a worker contacts RotaProof directly, we'll pass the request on to you and help you answer it. Our privacy notice explains this for workers.
Tips
- Don't write health details, sickness reasons or other sensitive information in notes. RotaProof doesn't need them.
- Only upload the document or check result the right-to-work check needs.
- When someone leaves, add their leaving date. Once you no longer have to keep their records, an admin can delete them from the worker's page. Here's how.
This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.