Privacy Policy
Last updated: 16 June 2026 Effective from: 16 June 2026
This Privacy Policy explains how Wageperks Ltd ("WagePerks", "we", "us", "our") collects, uses, shares, and protects personal data. It applies to our website at wageperks.com, our employee management portal at emp.wageperks.com, and our companion mobile app for iOS and Android.
This policy is written to comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and the Privacy and Electronic Communications Regulations 2003 (PECR).
We have a separate, more detailed Data Retention Policy covering how long different categories of data are kept and when they are securely deleted.
1. Who we are and how to contact us
| Data Controller | Wageperks Ltd |
| Company registration | (UK; Companies House) |
| Registered office | (as on Companies House) |
| Data Protection contact | privacy@wageperks.com |
| General contact | support@wageperks.com |
| Postal address | Available on request via the email contacts above |
If you are unhappy with how we have handled your personal data and we cannot resolve it together, you have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).
2. Who this policy applies to
WagePerks is a business-to-business platform. Personal data is processed in three different roles depending on the context:
Employer customers (your organisation has subscribed to WagePerks). You are a Controller of your employees' data. WagePerks is a Processor acting on your instructions for the personal data of your employees who use the platform. The terms of this processing are set out in the WagePerks Customer Agreement and the accompanying Data Processing Addendum.
Employees (your employer has added you to a WagePerks tenant). For the data your employer puts into the platform, your employer is the Controller — please refer to your employer's own privacy notice. For limited data we process directly (e.g. your authentication credentials, device identifiers, the technical operation of the mobile app on your device, support emails you send us), WagePerks is the Controller. This policy describes that Controller-side processing.
Website visitors (you've visited wageperks.com but you're not yet a customer). WagePerks is the Controller of the limited browsing data we process about you.
3. What personal data we collect
3.1 Information you give us directly
- Account details: your name, work email address, job title, work phone number.
- Profile information: profile photo, home address, personal email and phone (optional), emergency contacts (name + relationship + phone), national insurance number, passport / driving licence / visa details where required for right-to-work verification.
- Employment data: working pattern, holiday entitlement, contract type, bank account for payroll, pension preferences.
- Time and attendance: clock-in / clock-out events with optional GPS coordinates and reverse-geocoded place names, shift assignments and acceptances, leave requests and supporting documents.
- Documents and signatures: any documents your employer sends you to read or sign, your typed-name and/or drawn-image electronic signature, read receipts.
- Benefits and rewards: purchases from the voucher marketplace, redemption codes, peer-to-peer recognition messages.
- Communications: support emails you send us and our responses; survey responses; any feedback you provide.
3.2 Information we collect automatically
- Identifiers: a unique user ID, your tenant (employer) ID, a per-install device identifier used for push notifications and biometric session tracking.
- Authentication state: which device you are signed in on, when you last signed in, biometric / Face ID / Touch ID enabled state (stored only on your device, not transmitted).
- Diagnostic data: anonymous crash reports, performance metrics, the URLs of API requests that fail, the version of the app and the operating system. Crash reports may incidentally include personal data if it was on screen at the moment of the crash; we make reasonable efforts to scrub this.
- Logs: server-side logs of API requests including the requesting user, timestamp, URL, status, and response time. Used to detect security incidents, debug errors, and meet our audit obligations.
3.3 Information from third parties
- Address lookups: when you use the address autocomplete on our forms, we send the partial postal code or address fragment to our address-lookup partner (a UK address-data provider), and receive matched address suggestions in return. We do not retain your search terms.
- Payment status: when you purchase a voucher, our payment processor Stripe confirms whether the payment succeeded and returns a transaction reference. We do not see, store, or have access to your bank card details — these stay with Stripe.
- Voucher fulfilment: when a voucher purchase completes, our voucher / gift-card aggregator partner confirms fulfilment and returns the gift card code which we surface to you in the app.
We do not buy mailing lists, scrape data from social networks, or otherwise compile personal information from sources other than those listed above.
A current list of named sub-processors is available on request from privacy@wageperks.com.
4. Why we use your data (lawful basis)
We rely on the following lawful bases under Article 6 of the UK GDPR:
| Purpose | Lawful basis | Notes |
|---|---|---|
| Operating your account (sign-in, sign-out, account recovery, account deletion) | Contract — necessary to deliver the service we have contracted to provide to your employer and you | |
| Showing you the features your employer has enabled (payslips, leave, benefits, etc.) | Contract | |
| Geofence / GPS-validated clock-in/out | Legitimate interest (accurate time and attendance) + your employer's contractual instructions | The location capture is optional in the app's permission flow; declining means clock-in records do not carry geo-coordinates. |
| Sending you push notifications about shifts, leave decisions, documents to sign, vouchers | Legitimate interest (a primary purpose of the app) | You can turn off notifications in your device settings; some notification categories can be turned off inside the app's Settings screen. |
| Security and fraud prevention | Legitimate interest + legal obligation | We monitor for unusual sign-in patterns, brute-force attacks, and abuse of the voucher marketplace. |
| Processing voucher purchases via Stripe | Contract (the purchase you make) | |
| Anonymous diagnostic / performance metrics | Legitimate interest | |
| Sending you our own marketing emails (employer / decision-maker contacts only) | Consent + legitimate interest (soft opt-in under PECR for existing customers) | You can unsubscribe at any time via the link in every marketing email. |
| Complying with statutory record-keeping (HMRC payroll, employment law) | Legal obligation |
For sensitive data — special category personal data like sickness absence reason or health information collected as part of leave / EAP / GP service flows — we rely on additional Article 9 conditions, principally:
- Employment law (Article 9(2)(b) UK GDPR), where the processing is necessary for the exercise or performance of employment rights or obligations.
- Explicit consent (Article 9(2)(a)), where you have chosen to provide health information (e.g. uploading a sick note).
5. Who we share your data with
We share personal data only where necessary to operate the service or comply with law:
5.1 Service providers (processors)
| Provider | Purpose | Location | Notes |
|---|---|---|---|
| Amazon Web Services (AWS) | Hosting, document storage (S3), database (RDS), transactional email (SES) | UK and EU regions only | We use AWS's UK region (eu-west-2) for primary data; backups may transit other EU regions. |
| Stripe Payments UK Ltd | Card payment processing for voucher purchases | UK / EU / US | Stripe is a separate Controller for the card data you enter; we never see card details. |
| Voucher / gift card aggregator (UK-based) | Voucher / gift card fulfilment | UK | The aggregator receives the voucher type and amount but not your wider profile. The named sub-processor is disclosed on request. |
| Google Firebase Cloud Messaging | Push notifications to your mobile device | Global infrastructure | Only an opaque device token and the push payload (a short string) are exchanged. |
| Google Firebase Crashlytics | Crash diagnostics from the mobile app | Global infrastructure | Crash reports may include device model and OS; we have disabled the SDK's option to collect advertising identifiers. |
| Address-data lookup provider (UK-based) | Address autocomplete on forms | UK | We send only the partial address fragment, not your wider profile. The named sub-processor is disclosed on request. |
| Virtual-GP / employee assistance partner (if your employer has enabled this module) | Virtual GP service and/or Employee Assistance Programme | UK | Subject to the partner's own privacy notice; only the minimum data needed to register you with the service is shared. The named sub-processor is disclosed on request. |
All processors are subject to a written contract requiring them to provide at least the same level of protection as we provide. The contract restricts what they may do with the data, requires confidentiality, and obliges them to return or delete the data at the end of the engagement.
5.2 Your employer
The data your employer has put into the platform about you, plus the data you have entered yourself, is visible to your employer as the underlying Controller. We do not share data between employer tenants — your employer can only see their own users.
5.3 Other recipients
We may also share personal data with:
- HM Revenue and Customs (HMRC) and other UK government bodies, where required by law (e.g. for payroll real-time information reporting on behalf of your employer).
- Law enforcement and courts, where compelled by a valid legal request.
- Our professional advisors (lawyers, accountants, auditors) under strict confidentiality.
- A successor entity, in the event of a sale, merger, or restructuring of WagePerks. Any successor would be bound by the terms of this policy or one that is at least as protective.
We do not sell personal data, and we do not share it for advertising purposes.
6. International transfers
We host primary data in the UK and EU. Some of our processors (notably Stripe and Google Firebase) operate global infrastructure that may involve transfers to the United States. Where we transfer personal data outside the UK or EEA we rely on one of the following safeguards:
- UK Addendum to the EU Standard Contractual Clauses with the receiving party.
- An adequacy decision by the UK government for the destination country, where one is in force.
You can request copies of the relevant transfer mechanisms by emailing privacy@wageperks.com.
7. How long we keep your data
Retention periods are set out in detail in our Data Retention Policy. In summary:
- Active employees: for the duration of your employment relationship plus a tail period required by employment law (usually 6 years after termination).
- Authentication and session data: kept for the lifetime of the session plus 24 hours for security investigation.
- Push notification device tokens: until you log out of the device or uninstall the app.
- Voucher purchase records: 6 years (statutory accounting retention).
- Crash reports: 90 days.
- Server logs: 90 days routinely, longer if linked to a security investigation.
You can request deletion of your account at any time — see Section 9.
8. Cookies and tracking
The WagePerks website uses cookies and equivalent technologies. We use the minimum necessary set:
- Strictly necessary cookies: to authenticate you to the employee portal, maintain your session, and protect against cross-site request forgery. These cannot be disabled because the service would not work without them.
- Preferences cookies: to remember your locale, theme, and similar settings.
- Analytics: anonymised page-view counters using a privacy-friendly analytics provider that does not set cross-site tracking cookies.
We do not use third-party advertising cookies. We do not allow advertising networks to track you across sites from our domain.
The mobile app does not use web cookies; the equivalent identifiers (session tokens, device IDs) are listed in Section 3.
9. Your rights
Under UK GDPR and DPA 2018 you have the following rights in respect of personal data we hold about you as a Controller:
- Right to be informed — by this policy.
- Right of access — you can request a copy of the personal data we hold about you.
- Right to rectification — you can ask us to correct inaccurate data.
- Right to erasure ("right to be forgotten") — you can ask us to delete your data, subject to our retention obligations.
- Right to restriction of processing — you can ask us to pause processing in certain circumstances.
- Right to data portability — you can ask us to provide a machine-readable export of certain data you have provided.
- Right to object — you can object to processing carried out on the basis of legitimate interests; we will then weigh your interests against ours.
- Rights related to automated decision-making — we do not carry out automated decision-making with legal or similarly significant effects on you.
- Right to withdraw consent — where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing carried out beforehand.
To exercise any of these rights, including account deletion, email privacy@wageperks.com. We will respond within one calendar month and may extend this by up to two further months for complex requests, in line with UK GDPR.
You can also delete your WagePerks account directly from inside the mobile app: Me → Settings → Delete account. This permanently removes your authentication, profile data, and voucher purchase history (subject to the statutory retention obligations in Section 7).
Where you are an employee and the data is held by us as a Processor on behalf of your employer, please raise your request with your employer in the first instance. We will help facilitate the request.
10. Security
We take security seriously and apply industry-standard measures including:
- TLS 1.2+ encryption for all data in transit, with HSTS-preload submitted.
- Encryption at rest for the database, document storage, and backups.
- Per-device biometric or password gating on the mobile app, with refresh tokens kept in the device keychain / keystore.
- Time-bounded session tokens with refresh, revocation, and per-device sign-out.
- Restricted internal access on a need-to-know basis; production database access is gated by network policy and individual audit logs.
- Penetration testing and routine vulnerability scanning.
- A documented incident response process; in the event of a personal data breach affecting our Controller-side data we will notify the ICO within 72 hours where required.
If you believe your account has been compromised, please email security@wageperks.com immediately. You can also sign all other devices out of your account from inside the app: Me → Settings → Sign out of other devices.
11. Children
WagePerks is a workplace platform. We do not knowingly collect personal data about anyone under the age of 16. If your employer has added a younger employee in compliance with UK employment law, the same protections in this policy apply.
12. Changes to this policy
We may update this policy from time to time. Material changes will be flagged at the top of this page and communicated to active customers via email at least 14 days before they take effect.
The "Last updated" date at the top of this page is the most recent revision.
13. Contact
For any privacy question, exercise of your rights, or to raise a concern:
- Email: privacy@wageperks.com
- Or write to our registered office (available on request via the email above).
If you remain unsatisfied with our response, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk, telephone 0303 123 1113.