VenueOps Privacy Policy

1. Who we are

VenueOps is operated by PRIME EPOS LTD. VenueOps provides venue-management and workforce tools including staff records, rotas, tasks, leave, additional hours, documents, messaging, notifications and payroll/payslip access where enabled.

Where an employer or other organisation uses VenueOps to manage its workforce, that organisation will generally decide why and how its employee information is used. In those circumstances, the organisation may act as the data controller and PRIME EPOS LTD processes information to provide and support the VenueOps service.

VenueOps is a private workforce application. Accounts are created or invited by an authorised organisation and are not intended for general public sign-up.

2. Information we may process

Identity & contact informationName, email address, account/user identifier and employment profile information provided by the organisation.

Workforce & operational informationRotas, shifts, leave requests, additional/overtime hours, assigned tasks, task status, notes and approvals.

User contentMessages, task notes, reasons, comments and photos or files uploaded as task evidence or workplace documentation.

Payroll & financial informationWhere payroll is enabled, pay-related information such as net pay, deductions and payslip records made available to the authorised employee.

DocumentsPolicies, contracts, staff documents and other files made available according to role and person-level access rules.

Device & notification informationApp/device notification tokens and technical identifiers needed to send operational push notifications.

VenueOps does not use your information for third-party advertising and does not use personal data to track you across unrelated apps or websites for advertising purposes.

3. How we use information

To authenticate users and provide secure, role-based access.
To display rotas, shifts, tasks, leave, additional hours and other workforce information.
To allow managers and authorised committee/administration users to review and approve operational requests.
To deliver staff messages, operational alerts and push notifications.
To provide documents and payslip information to the correct authorised person.
To maintain audit, security and operational records.
To provide technical support, prevent misuse and maintain the reliability of the service.
To meet legal or regulatory obligations where applicable.

Legal bases

Depending on the context, processing may be necessary to provide the VenueOps service under a contract, for the legitimate interests of the organisation using VenueOps, to comply with legal obligations, or where another lawful basis applies. The employing organisation is responsible for determining its lawful basis for processing workforce information.

4. Who information may be shared with

Access inside VenueOps is role-based. Staff members should not be able to view another staff member's private HR, contract, payroll or payslip information unless they have been explicitly authorised to do so.

We may use trusted service providers where necessary to operate VenueOps, such as hosting/infrastructure providers, email delivery services and push-notification providers. Where an organisation enables an integration such as Xero, relevant data may be exchanged with that service to provide the requested functionality.

We may also disclose information where required by law, regulation, court order or another lawful request.

5. International transfers

Some technology providers used to operate VenueOps may process data outside the United Kingdom. Where this occurs, appropriate safeguards are used as required by applicable data-protection law.

6. How long information is kept

Information is kept only for as long as reasonably necessary for the purpose for which it was collected, to provide the VenueOps service, to meet the employing organisation's record-keeping requirements, or to comply with legal obligations.

Retention periods can vary by data type. For example, employment, payroll, audit and compliance records may need to be retained for different periods. Organisations using VenueOps are responsible for deciding appropriate retention periods for their workforce records.

7. Your data-protection rights

Depending on applicable law and your circumstances, you may have rights to request access to your personal data, correction, deletion, restriction of processing, objection to certain processing, or data portability.

If VenueOps is provided to you by your employer or another organisation, you should normally raise requests about your employment records with that organisation first. You may also contact PRIME EPOS LTD using the details below.

You may also have the right to complain to the UK Information Commissioner's Office (ICO) or another relevant supervisory authority.

8. Security

VenueOps uses technical and organisational controls designed to protect information against unauthorised access, alteration, disclosure or loss. These include authenticated access, role-based permissions, person-level document controls and encrypted HTTPS connections.

No internet-based service can guarantee absolute security. Users should keep passwords confidential and notify their organisation if they believe their account or device has been compromised.

9. Push notifications

If notifications are enabled, VenueOps may send operational alerts such as new task assignments, rota changes, leave or additional-hours decisions, messages and payslip availability. Notification permission can be changed at any time in your device settings.

10. Children's privacy

VenueOps is a workforce management application and is not directed at children under 13. Access is provided by authorised organisations to their staff and other approved users.

11. Changes to this policy

We may update this policy when VenueOps features, legal requirements or service providers change. The latest version will be published on this page with an updated date.

12. Contact us

PRIME EPOS LTD
Email: info@prime-epos.co.uk
Website: https://prime-epos.co.uk/

If your query relates to employment records held by your venue/employer, you may also contact your manager, committee or organisation administrator through the normal VenueOps channels.