1. Who we are
My Kazzi Apps is provided by Kazzicom Ltd, a company registered in England & Wales (company no. 06102229) with its registered office at 25 Clarendon Road, Redhill, Surrey RH1 1QZ. We are registered with the Information Commissioner’s Office (ICO) under registration number Z2919821.
This policy explains how we handle personal data when you use this website (mykazziapps.com), the My Kazzi Apps mobile app for iOS and Android, and the admin portal at admin.mykazziapps.com. It is written to meet the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions, contact our data protection lead at dpo@kazzicom.com.
2. Our role: controller or processor
Who is responsible for your data depends on how you use My Kazzi Apps:
- If you use the app through your employer, your employer decides what information is held about you and why. Your employer is the controller and Kazzicom is a processor, acting only on your employer’s instructions under a written data processing agreement. Your employer’s own privacy notice also applies, and they are usually the best first contact for questions about your HR and payroll records.
- If you are a Kazzicom consultant or employee, Kazzicom is your employer and the controller of your data in the app.
- If you visit this website, send us an enquiry, or are a contact at one of our customers, Kazzicom is the controller.
3. What we collect
Website visitors and enquiries
When you contact us we receive the details you choose to give: your name, email address, phone number, company, number of employees, the modules you are interested in and your message. Enquiries sent through the contact form are recorded as a ticket in our customer support system, Freshdesk, so our team can reply and keep track of the conversation. Like any website, our web server also records basic technical logs such as IP address, browser type and the pages requested.
To protect the form from spam, we temporarily record a one-way coded version of your IP address for up to one hour. Submissions our filters identify as spam are logged (name, email, the start of the message, IP address and browser type) so we can check that no genuine enquiry was blocked, and these logs are deleted after two months. The form may also use Cloudflare Turnstile to confirm you are a person; Cloudflare processes your IP address and browser information for this purpose under its own privacy policy.
Customers
For organisations that use My Kazzi Apps we hold business contact details, admin portal accounts, contract and billing information, and records of support requests.
App users
What the app holds depends on which modules your employer switches on. It can include:
| Area | Personal data |
|---|---|
| Account & login | Name, work email, employee reference, line manager, password (stored as a secure hash), device and login records |
| Holiday & absence | Leave requests, approvals, balances and absence history, including any absence reason you or your employer record |
| Time & attendance, Check In, Project Timing | Clock-in and clock-out times, hours worked, projects and tasks, and the location at the time you clock or check in |
| Lone Worker | Welfare check-in times and responses, location when needed for the feature, and alerts raised to managers or nominated contacts |
| Expenses | Claim details, amounts, VAT, approvals, and photos or scans of receipts |
| Payslips, P45 & P60 | Pay, deductions, tax and National Insurance details as supplied by your employer’s payroll |
| Onboarding | Information and documents you upload as a new starter, such as contact details, bank details for payroll and right-to-work documents |
| Chat, News, Notifications, Social Media | Messages you send and receive, and notifications delivered to your device |
| Surveys & Whistle Blower | Your responses and reports (see below for anonymous submissions) |
| Password Vault & Generator | Account names and passwords you choose to store |
4. Sensitive information
Some records can contain special category data. For example, an absence reason may reveal health information, and onboarding may collect information your employer needs for equality monitoring or right-to-work checks. Where Kazzicom is a processor, your employer is responsible for having a lawful basis and condition for this. We process it only on their instructions and protect it with the same controls described below.
5. Location data
Time & Attendance, Check In and Lone Worker can use your device’s location so your employer knows where you clocked in or that you are safe while working alone. Location is collected only when you use a feature that needs it and in line with how your employer has configured the app. We do not use it for advertising or sell it.
You control location access in your phone’s settings. If you turn it off, features that depend on location may not work, and you should speak to your employer about alternatives.
6. Biometric login
Face ID, Touch ID and fingerprint login use the secure biometric features built into your phone. Your face or fingerprint data stays on your device. The app only receives a yes-or-no result from your phone, and neither Kazzicom nor your employer ever receives your biometric data.
7. Anonymous surveys and whistleblowing
The Surveys module (including exit interviews) and the Whistle Blower module let you submit feedback and reports anonymously. Anonymous submissions are presented to your employer without your name attached. Anything you write in free-text answers could still identify you, so think about what you include if you want to stay anonymous.
8. How we use personal data and our lawful bases
Where we are the controller, we use personal data for the following purposes:
| Purpose | Lawful basis |
|---|---|
| Replying to enquiries, arranging demos and providing quotes | Legitimate interests (responding to people who contact us), or steps before entering a contract |
| Providing the service to customers, managing accounts, billing and support | Contract |
| Keeping the app, portal and website secure, and preventing misuse | Legitimate interests |
| Keeping business and financial records | Legal obligation |
| Running the app for Kazzicom’s own consultants and staff | Contract and legal obligation (employment, payroll and tax) |
| Occasional updates about My Kazzi Apps to business contacts | Legitimate interests, with an easy way to opt out at any time |
Where we are a processor for your employer, we use your data only to provide My Kazzi Apps to them, to support and maintain the service, and to keep it secure.
We do not sell personal data, use it for advertising, or make decisions about you based solely on automated processing.
10. International transfers
We aim to keep personal data within the UK. If a service provider processes personal data outside the UK, we make sure it is protected by UK adequacy regulations or by appropriate safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
11. How long we keep it
- Enquiries that don’t lead to a contract: up to 2 years after our last contact.
- Customer account, contract and billing records: for the length of the contract and 6 years afterwards, to meet legal and accounting requirements.
- App data held for an employer: for as long as the employer instructs us. When a customer’s contract ends we return or delete their data in line with our agreement with them, and remove it from backups as those backups expire.
- Server and security logs: kept for a limited period, then deleted.
12. How we protect it
Kazzicom is Cyber Essentials certified across the whole organisation. Our controls include encrypted connections (HTTPS) between the app, portal and our servers, role-based access so people see only what their permissions allow, secure password hashing, optional biometric login, and restricted, logged access for our own staff. No system is completely secure, so if we ever have a personal data breach that puts you at risk, we will tell the affected customer and, where required, you and the ICO.
14. Your rights
Under UK data protection law you have the right to:
- access a copy of your personal data;
- have inaccurate data corrected;
- have data erased in some circumstances;
- restrict or object to how your data is used;
- receive your data in a portable format; and
- withdraw consent at any time where we rely on consent.
To make a request, email dpo@kazzicom.com. We will normally respond within one month. If your request is about app data held for your employer, please contact your employer first. If you contact us, we will pass your request to them and help them respond.
15. Children
My Kazzi Apps is a workplace product for employees and businesses. It is not intended for children, and we do not knowingly collect data from anyone under 16 through this website.
16. Complaints
If you are unhappy with how we have handled your data, please contact us first at dpo@kazzicom.com and we will try to put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
17. Changes to this policy
We may update this policy from time to time, for example when we add new modules. The date at the top shows when it was last changed. If we make significant changes, we will let customers know.
18. Contact us
Data protection lead, Kazzicom Ltd
25 Clarendon Road, Redhill, Surrey RH1 1QZ
dpo@kazzicom.com