Privacy, Cookie & Data Protection Policy

URL: /privacy-policy
Effective date: November 2025

ShiftNest is a trading name of Element Softworks Ltd, registered in England and Wales.

Registered address: Innovation Centre, Knowledge Gateway, Colchester, Essex, CO4 3ZQ
ICO registration number: ZA532756
Phone: 01206 259355
Email: hello@shiftnest.co.uk
Data Protection Officer: jack@and-element.com

We are committed to protecting your privacy and handling your personal information securely and transparently, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information we collect

We collect and process personal information to provide, improve, and support our platform and services.

a) Information you provide

• Name, email address, phone number, and account details
• Communication history with our support team
• Payment or billing information (where applicable)

b) Information collected automatically

• Device and browser information
• IP address and location data
• Platform usage data and analytics
• Cookies and similar technologies

c) Information from third parties

• Integrated systems (e.g., SSO providers or partner agencies)
• Payment processors and analytics tools
• Recruitment or HR partners (if applicable)

2. How we use your information

We use your data to:

• Operate and maintain our platform
• Manage user accounts and shift coordination
• Provide customer support and respond to enquiries
• Send essential service notifications and updates
• Conduct analytics to improve our products and experience
• Comply with legal and regulatory obligations
• Prevent fraudulent or unauthorised activity

We never sell or rent personal data to third parties.

3. Legal basis for processing

We process your data under the following legal bases:

• Contractual necessity – where processing is required to deliver our services
• Legitimate interests – to maintain and improve the platform
• Consent – for marketing or non-essential cookies
• Legal obligations – to comply with regulatory requirements

4. Data retention

We keep your personal data only for as long as necessary to:

• Provide our services
• Meet legal and accounting obligations
• Resolve disputes and enforce agreements

Once no longer required, data is securely deleted or anonymised.

5. Cookies

Cookies are small text files stored on your device to enhance your browsing experience.

a) How we use cookies

We use cookies to:

• Enable essential site functionality (login, navigation, preferences)
• Improve performance and analytics
• Personalise user experience
• Support marketing and advertising preferences

b) Types of cookies

• Essential cookies – required for platform functionality
• Analytics cookies – track usage trends and improve user experience
• Preference cookies – store user choices (e.g., language, theme)
• Marketing cookies – measure engagement with marketing activities

c) Managing cookies

You can disable cookies through your browser settings. Essential cookies cannot be turned off as they are required for the platform to function properly.

6. Data security

We use strong technical and organisational measures to keep your information safe, including:

• Encryption of data in transit and at rest
• Role-based access control
• Regular audits and security testing
• Staff training on data handling

7. International data transfers

Your data may be processed outside the UK or EEA. Where this occurs, we ensure adequate safeguards such as Standard Contractual Clauses are in place to protect your privacy.

8. Your data protection rights

Under the UK GDPR, you have the right to:

• Access your data
• Rectify inaccuracies
• Erase your data ("right to be forgotten")
• Restrict how we use it
• Object to certain processing activities
• Request portability of your data
• Withdraw consent where processing is based on consent

To exercise these rights, contact us at hello@shiftnest.co.uk.

We aim to respond to all requests within one month.

If you are not satisfied with our response, you may lodge a complaint with the Information Commissioner's Office (ICO): https://ico.org.uk/make-a-complaint/

9. Children's privacy

Our services are not intended for individuals under the age of 13. We do not knowingly collect personal data from minors.

10. Changes to this policy

We may update this policy from time to time. All updates will be posted on this page with the new effective date. If changes are significant, we will notify users via email or platform message.

11. Contact information

For questions, concerns, or data requests, please contact:

Data Protection Officer
Jack Kent
jack@and-element.com

Company details
Element Softworks Ltd (trading as ShiftNest)
Innovation Centre, Knowledge Gateway, Colchester, Essex, CO4 3ZQ
📞 01206 259355
📧 hello@shiftnest.co.uk

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© 2025 Element Softworks Ltd. All rights reserved.

ShiftNest is a trading name of Element Softworks Ltd, registered in England and Wales. This unified policy covers Privacy, Cookies, and GDPR compliance.