Privacy Policy
Last updated: April 2026
1. Introduction
Vortexorce Ltd ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our staffing platform, website, and mobile application. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data We Collect
We collect information you provide directly: name, email, phone number, address, date of birth, national insurance number (for PAYE workers), bank details (for payment processing), identification documents (passport, driving licence, right-to-work documents), qualifications and certifications, employment history, and any other information you choose to provide. We also collect information automatically: device information, IP address, browser type, usage patterns, location data (with your consent), and cookies.
3. How We Use Your Data
We use your personal data to: provide and maintain our staffing platform services, match workers with job opportunities, process payments and generate invoices, verify identity and right-to-work status, comply with legal and regulatory obligations (HMRC, pension auto-enrolment), communicate with you about shifts, payments, and account updates, improve our platform and develop new features, and prevent fraud and ensure platform security.
4. Legal Basis for Processing
We process your data on the following legal bases: Contract — to fulfil our obligations when you register and use our platform. Legal Obligation — to comply with employment, tax, and immigration laws. Legitimate Interest — to improve our services, prevent fraud, and communicate with you. Consent — for optional data processing such as marketing communications and location tracking.
5. Data Sharing
We share your data with: employers (limited profile information when you apply for or accept shifts), payment processors (bank details for salary/invoice payments), identity verification providers (document verification services), HMRC (tax and NI reporting for PAYE workers), pension providers (auto-enrolment obligations), and cloud service providers (data hosting and storage). We never sell your personal data to third parties.
6. Data Retention
We retain your personal data for as long as your account is active plus 6 years after account closure (to comply with HMRC record-keeping requirements). Identity documents are retained for the duration of employment plus 2 years. You may request earlier deletion of non-essential data at any time.
7. Your Rights (UK GDPR)
You have the right to: access your personal data (Subject Access Request), rectify inaccurate data, erase your data (right to be forgotten, subject to legal obligations), restrict processing, data portability, object to processing, and withdraw consent. To exercise any of these rights, contact us at privacy@vortexorce.com.
8. Cookies
We use essential cookies to operate our platform and analytical cookies to understand usage patterns. You can manage cookie preferences through your browser settings. For more details, see our cookie settings on the website.
9. Security
We implement appropriate technical and organisational measures to protect your data, including encryption in transit (TLS/SSL), secure cloud hosting, access controls and authentication, regular security audits, and staff training on data protection.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through a notice on our platform. Your continued use of our services after changes constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or our data practices, contact our Data Protection Officer at: Email: privacy@vortexorce.com. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.