Privacy & Data Protection Policy
Who We Are
This Privacy Policy applies to the services provided by:
Alphanomic
Registered in England & Wales
Company Number:
Registered Office: Suite-1 Francis House, Queens Road, Norwich, England, NR1 3PN
Contact Email: info@alphanomic.co.uk
We are the Data Controller for the information you submit or that is collected on our platform.
Scope of This Policy
This policy applies to all personal data collected, processed, or stored when you use our platform, which includes:
- Rota & Shift Scheduling
- Finance & Cash Flow Reporting
- Document Center & eSignatures
- Unlimited Contracts Management
- Training and SOP Assignments
- Branch-level & Employee Access Controls
What Personal Data We Collect
Account & Identity Data
- Full name
- Email address
- Job title & department
- Login credentials (encrypted)
- Profile photo (if uploaded)
- Branch or team assignment
Organisational & Financial Data
- Cash inflow/outflow entries
- Uploaded financial reports
- Payroll & invoice documents (if applicable)
Document & Media Files
- Contracts, SOPs, policies, training docs
- Templates, receipts, PDFs, Excel files
- e-Signed documents
Usage & Technical Data
- Login activity, timestamps
- IP address, browser/device details
- Page views, buttons clicked
- Audit trails for document views/changes
Legal Basis for Processing
We process your data under the following lawful bases:
- Contractual necessity – to provide the platform's core features
- Legitimate interests – to monitor, protect, and improve the system
- Legal obligation – e.g. for financial compliance, HR reporting
- Consent – for optional features like marketing or analytics
How We Use Your Information
We use your data to:
- Deliver platform functionality (e.g. rota scheduling, file uploads)
- Maintain audit logs and version history of documents
- Assign staff to SOPs, training, or contract records
- Automate cash flow & reporting tools
- Notify you of shift changes, document updates, or deadlines
- Improve support and user experience
- Generate downloadable reports (PDF, Excel, CSV)
Who We Share Data With
We do not sell or share your personal data with advertisers.
We may share data with GDPR-compliant third parties only to:
- Deliver email and notification services
- Provide secure cloud storage & backups
- Enable e-signatures (e.g. DocuSign, Adobe Sign)
- Integrate with financial platforms (e.g. QuickBooks, Xero, if enabled)
All processors are under Data Processing Agreements (DPAs).
International Transfers
All data is stored within the UK or EEA. If transferred outside the UK, we ensure:
- Adequacy Regulations (e.g. EU, Switzerland)
- Standard Contractual Clauses (SCCs) for other countries
- Technical safeguards (encryption, limited access, logs)
How Long We Keep Data
We retain data only as long as necessary:
Data Type & Retention Period
- Contract & rota history : 5 years (legal & audit purposes)
- Financial records : 7 years (HMRC compliance)
- Document uploads : Until deleted by admin or user
- User account data : Until deactivation or deletion request
- Audit logs : 12 months
Security Measures
We take every reasonable step to protect your data:
- End-to-end encryption (TLS/HTTPS)
- Encrypted storage (AES 256-bit)
- Role-based access & permission groups
- Two-Factor Authentication (2FA) [if available]
- Regular vulnerability scanning and penetration testing
- Secure audit logs with traceability
Your Data Protection Rights
As a UK resident, you have the following rights under the UK GDPR:
- Right to access your data
- Right to rectify incorrect or outdated info
- Right to request deletion (“right to be forgotten”)
- Right to restrict or object to processing
- Right to data portability
- Right to withdraw consent
- Right to lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise your rights, email us at: info@alphanomic.co.uk
Cookies
We use essential and performance cookies. These include:
- Authentication cookies – keep you logged in securely
- Usage tracking – understand how users interact
- Preference cookies – remember language or UI settings
You can control cookies via browser settings or via our [Cookie Settings Panel].
Children’s Data
Our services are not intended for children under 16. We do not knowingly collect personal data from minors.
Changes to This Policy
We may update this policy from time to time. Significant updates will be communicated via:
- Email notices
- In-app announcements
- Updated date at the top of this document
Contact Us
If you have questions, concerns, or requests regarding your data, contact:
Alphanomic
- Email : info@alphanomic.co.uk
- Address : Suite-1 Francis House, Queens Road, Norwich, England, NR1 3PN