Staff & Family Privacy Notice (template)

For Estates to adapt and give to their staff, contractors and family safety contacts. Last updated: {{EFFECTIVE_DATE}}.

This is a template. Your Estate uses the Estate Ops app and is the controller

of the data described here. {{COMPANY_LEGAL_NAME}} provides the software as the

Estate's processor. Estates should complete the {{PLACEHOLDERS}} and review this

notice before issuing it. Estate Ops provides it as a starting point, not as legal

advice.

How {{ESTATE_NAME}} uses your information in the Estate Ops app

{{ESTATE_NAME}} ("we") uses the Estate Ops app to manage our work and to help keep field workers safe. This notice explains what information the app collects about you, why, and your rights. We are the controller of this information.

What we collect

• Your name, role, department and contact details, and your app login.
• Location: when you place a map pin the app records that location; if you use

the lone-worker feature, the app records your location during an active session; and if you raise an SOS, the app sends your location with the alert.

• Safety information: SOS alerts you raise, lone-worker check-ins, and alerts

from the app's fall-detection feature. Fall detection analyses your phone's motion sensors on the device to decide whether to raise an alert.

• Photos you take or attach in the app, and records you create.
• Technical information such as your device's notification token and app activity.

Why we use it, and our lawful basis

• To run our operations and keep records — our legitimate interests, and our

contract with you where relevant.

• For your safety and that of colleagues (lone-worker monitoring and SOS) — our

legitimate interest in worker safety, and, in a genuine emergency, the vital interests of the person at risk.

• To meet our legal and health-and-safety obligations.

We use location and lone-worker monitoring to help keep you safe, not to monitor you covertly. {{ESTATE_MONITORING_STATEMENT — describe when monitoring is active, e.g. "only during a lone-worker session you start", and who can see your location.}}

Who can see it

Authorised managers and administrators at {{ESTATE_NAME}}. In an emergency, an SOS alert is sent to the safety contacts and managers configured for you, which may include a family contact you have agreed to. The app is operated for us by {{COMPANY_LEGAL_NAME}} and the providers listed in its sub-processor list.

Family safety contacts

If you are added as a family safety contact, you receive alerts about a worker you are linked to, according to the sharing settings agreed (for example, alerts only, or alerts plus location during a shift). You can ask to be removed at any time.

How long we keep it

{{ESTATE_RETENTION_STATEMENT — state your retention periods for safety and operational records.}}

Your rights

You can ask us to access, correct, delete or restrict your information, object to certain processing, or receive a copy. Contact {{ESTATE_CONTACT}}. If you are not satisfied, you can complain to the Information Commissioner's Office (ico.org.uk).

Questions

Contact {{ESTATE_CONTACT}}.