Privacy Policy

Last updated 8 October 2026

Workforce Hub is the system we use to keep employee records and to book and approve leave. This policy explains what personal data it holds, why, who can see it, and what your rights are.

Who is responsible for your data

Workforce Hub Ltd ("we", "us") is the controller of your personal data. Your HR team looks after the system day to day and is your contact for anything in this policy.

What data we hold

Identity and contact: name, preferred name, work and personal email, phone numbers, home address, date of birth, nationality.
Employment: company, job title, department, location, manager, hire date, employment status and contract dates, and the history of changes to these.
Pay: salary or rate and its history. Only HR can see this.
Official numbers and documents: national ID, social security number, tax numbers, bank account (IBAN), passport number, visa and work-permit details.
Health and wellbeing: allergies, medical conditions and dietary requirements, only where you have given them to us.
Emergency contacts: the name, relationship and contact details of people you have asked us to call. Please tell them you have shared their details.
Leave: leave balances, requests, dates, notes, who approved or booked them, and any HR adjustments.
Photo and consents: your profile photo and your choices, for example whether you have withdrawn consent for your photo on company social media.
Sign-in and security records: that you signed in and when, and an audit trail of who viewed or changed records.

Why we use it, and on what basis

To run your employment (contract): keeping your record, calculating and approving leave, supporting payroll and benefits.
To meet legal duties (legal obligation): employment, tax, social security, immigration and health and safety records.
To run the business securely (legitimate interests): access control, audit trails, preventing misuse, internal reporting.
With your consent, where we ask for it, for example your photo. You can withdraw consent at any time.

Health information is special-category data. We hold it only where needed for employment, safety or your own request, with extra restrictions on who can see it.

Who can see it

You can see your own record.
Your manager can see your work details and your leave. They cannot see your personal details, pay or health information.
HR administrators can see and change records as their job requires. Every view of sensitive data and every change is written to an audit log.
The people directory is limited to HR and managers.

Who we share it with

We do not sell your data. We use a small number of service providers who handle it on our behalf and under contract: Cloudflare (hosting and database) and Microsoft (sign-in, and email notifications about leave). We may disclose data where the law requires it, for example to tax, social security or immigration authorities, or to payroll and benefits providers we use to administer your employment.

How we protect it

Sign-in is through your Microsoft work account with multi-factor authentication. Workforce Hub holds no passwords.
National ID, social security, bank, tax, passport and health fields are encrypted in the database.
Access is limited by role, and changes and exports are logged.
Data is held in Cloudflare infrastructure under access controls and encryption in transit.

How long we keep it

We keep your record while you work for us and afterwards for as long as the law requires or as is needed to deal with claims, and then delete or anonymise it. Leave and payroll-related records are kept for the periods set by employment, tax and social security law.

Your rights

You can ask us for a copy of your data, to correct what is wrong, to delete or restrict its use where the law allows, to receive it in a portable format, and to object to uses based on our legitimate interests. Where we rely on your consent you can withdraw it at any time. Contact your HR team to use any of these rights.

If you are not happy with how we handle your data you can complain to the Office of the Information and Data Protection Commissioner (Malta) at idpc.org.mt, or to the data protection authority where you live.

Changes

If we change this policy we will update the date at the top and tell you about significant changes.

What data we hold

Identity and contact: name, preferred name, work and personal email, phone numbers, home address, date of birth, nationality.

Employment: company, job title, department, location, manager, hire date, employment status and contract dates, and the history of changes to these.

Pay: salary or rate and its history. Only HR can see this.

Official numbers and documents: national ID, social security number, tax numbers, bank account (IBAN), passport number, visa and work-permit details.

Health and wellbeing: allergies, medical conditions and dietary requirements, only where you have given them to us.

Emergency contacts: the name, relationship and contact details of people you have asked us to call. Please tell them you have shared their details.

Leave: leave balances, requests, dates, notes, who approved or booked them, and any HR adjustments.

Photo and consents: your profile photo and your choices, for example whether you have withdrawn consent for your photo on company social media.

Sign-in and security records: that you signed in and when, and an audit trail of who viewed or changed records.

Why we use it, and on what basis

To run your employment (contract): keeping your record, calculating and approving leave, supporting payroll and benefits.

To meet legal duties (legal obligation): employment, tax, social security, immigration and health and safety records.

To run the business securely (legitimate interests): access control, audit trails, preventing misuse, internal reporting.

With your consent, where we ask for it, for example your photo. You can withdraw consent at any time.

Health information is special-category data. We hold it only where needed for employment, safety or your own request, with extra restrictions on who can see it.

Who can see it

You can see your own record.

Your manager can see your work details and your leave. They cannot see your personal details, pay or health information.

HR administrators can see and change records as their job requires. Every view of sensitive data and every change is written to an audit log.

The people directory is limited to HR and managers.

Who we share it with

How we protect it

Sign-in is through your Microsoft work account with multi-factor authentication. Workforce Hub holds no passwords.

National ID, social security, bank, tax, passport and health fields are encrypted in the database.

Access is limited by role, and changes and exports are logged.

Data is held in Cloudflare infrastructure under access controls and encryption in transit.

Your rights