After the shift · what is left on file

Data we keep.

A filled shift leaves a trail: who was asked, who went, what they showed us at the gate, what hours came back and what was paid. Some of that we are obliged to hold and some of it we choose to, so this page says which is which, for how long, and who else ever sees any of it. MTEK People Limited is the data controller for everything described here.

Each bar in the strip above shows how far down this page that part sits. Anything here that turns out to be wrong about your own information should be sent to shifts@mtekpeople.live and we will correct it.

Part 01

What we take, and at which point

collected

Almost everything we hold about a person arrives at one of two moments: when they are first set up with us, and at the end of a week they have worked. Very little arrives in between, and nothing is gathered about anyone from anywhere else.

From hirers we hold far less: a site address, the names and contact details of the people who book and confirm shifts, and what was agreed about each one. That is business contact information about named individuals, so it is covered by the same rules.

A work-seeker’s file

Setting up: Name, address, date of birth, phone number and email; National Insurance number; proof of your right to work; tickets, cards and certificates; bank details for payroll; an emergency contact; the days and patterns you will take.
Each shift: Which site, the times booked, the hours confirmed, the breaks taken, and what was paid against them.
Only if it happens: Anything you or a site tells us about an incident on a shift, or a problem one of you has raised.

Part 02

Why we are allowed to hold each part

lawful basis

There is no single answer, which is the point of separating them. Most of the file exists because the law obliges us to have it, a good deal of the rest because we cannot pay you or send you anywhere without it, and only a small part because we judge it useful.

Where the basis is our own judgement rather than an obligation, you can object and we have to weigh it again properly. Where it is a legal obligation, we cannot delete it on request before its time is up — and we would rather say that here than promise otherwise and refuse later.

Which basis, for which part

Legal obligation: Right-to-work evidence, payroll and tax figures, working time records, and the records an employment business must keep under the Conduct of Employment Agencies and Employment Businesses Regulations 2003.
Contract: Your bank details, the terms of each assignment, the hours and what was paid for them.
Our legitimate interests: Your availability, the tickets you hold and which work suits you — the part that lets us offer you a shift at all.
Your consent: Keeping you on our availability list once you have told us you are no longer looking for shifts. You can withdraw it at any time.

Part 03

How long each thing stays, exactly

retention

Different parts of the same file have different clocks, which is why “we keep your data for as long as necessary” is not an answer. These are the periods we work to. Where a period is set by law we have said so; where it is our own decision, we have said that instead.

Work-seeker and hirer records: At least one year from the end of our dealings with you, as the 2003 Regulations require. We do not keep them longer than two years unless another period below applies.
Right-to-work evidence: For as long as you are working through us, and two years after the last assignment ends — the period Home Office guidance sets for a check to remain a defence.
Payroll and tax figures: Three years after the end of the tax year they relate to, which is the period HM Revenue and Customs requires.
Working time records: Two years, as the Working Time Regulations 1998 require for the weekly limit and for night work.
A set-up that never led to a shift: Twelve months from our last contact with you, then deleted. That is our own choice, not a legal period.
Something you raised with us: Kept with the assignment it concerns, and for as long as that assignment’s records are kept.

When a period runs out the file is deleted, not archived somewhere quieter. Where one document carries two clocks — a payslip is both a payroll figure and part of an assignment — the longer period applies to that document and the shorter one still applies to everything else.

Part 04

Who sees it, and what they get

shared

A site that has booked you gets what it needs to let you through a gate and run the shift safely — your name, when to expect you, the tickets you hold and any induction still outstanding. It does not get your date of birth, your National Insurance number, your bank details or your home address.

Beyond that: HM Revenue and Customs, because payroll reporting is compulsory; a payroll or accounting provider if we use one, under a contract that lets them use it for nothing but running our payroll; and our own insurers or professional advisers if something specific requires it. Nobody else.

Never

Sold, rented or swapped with anyone
Used to advertise anything to you
Passed to a site that has not booked you
Sent to another agency to fill their shift
Used to decide anything about you automatically

Part 05

What you can ask us to do

your rights

Write to shifts@mtekpeople.live and it reaches a director of the company. You can ask for a copy of what we hold, have anything wrong corrected, ask us to delete what we are not obliged to keep, object to the parts we hold on our own judgement, ask us to pause using it while something is in dispute, or withdraw a consent you gave.

We answer within one month. We will not charge you for it and we will not ask why. If a part of the file has to stay because a period in Part 03 has not expired, the reply will name which part and when it ends rather than refusing in general terms.

If our answer is not good enough

Come back to us first: Usually faster, and it is the only route that can actually correct the file.
The Information Commissioner: You can complain to the ICO at ico.org.uk at any point, including instead of asking us. You do not need our permission and it costs nothing.
No data protection officer: We are not required to appoint one and have not. The email above is the route, and it is read by a director rather than a queue.

Part 06

What we never take, and this website

not held

We do not run criminal record checks as a matter of course. If a particular role legally requires one we will tell you before you agree to that assignment, and it goes through the proper disclosure route with your knowledge. We hold no health information beyond anything you choose to tell us for a site’s own safety induction, and we do not ask about it otherwise.

This website is the quietest part of the whole arrangement. It sets no cookies, runs no analytics and carries no tracking of any kind. Nothing you type into the rest-break checker leaves your browser — the sums happen in the page and are gone when you close it. The only thing the site fetches from anywhere else is its two typefaces, from Google Fonts.

The company behind this page

Controller: MTEK PEOPLE LIMITED, company number 17429433, registered in England and Wales.
Registered office: Unit 97A, Building 6, St. Asaph Business Park, St. Asaph, Wales, LL17 0JE.
In writing: shifts@mtekpeople.live, or by post to the office above.