Privacy policy

KoreKonnect is a workforce attendance service operated by Kore Digital Ltd (“we”, “us”), a company registered in England and Wales under company number 17202130, with its registered office at 82 James Carter Road, Suite A, Mildenhall, Suffolk, IP28 7DE, United Kingdom.

We are not required to appoint a statutory Data Protection Officer under Article 37 of the UK GDPR. Responsibility for data protection sits with Muhammad Rehmani, who can be reached at the address above.

This notice covers four groups of people.

• Visitors to our website at korekonnect.co.uk, including anyone who sends us an enquiry.
• Customer administrators and billing contacts at organisations that subscribe to KoreKonnect.
• Members of staff at those organisations, whose attendance, shifts and leave are recorded in the service.
• People who buy KonnectReaders from our shop.

Data protection law distinguishes between the organisation that decides why personal information is used (the controller) and the organisation that acts on its instructions (the processor). We are both, depending on the information.

Where we act as a processor, we only use the information to run the service for that customer and to meet our own legal obligations. We do not use it for our own purposes, we do not sell it, and we do not use it to train models. The processing terms we agree with customers are set out in Annex A of our terms of service.

This is the complete list. If a field is not named here, the system does not store it.

Staff and account records

• Full name.
• Work email address. Where a member of staff has no work email, employers may assign a placeholder address that does not receive mail.
• A password, stored only as a cryptographic hash by our authentication provider. Nobody at KoreKonnect can see or recover it.
• Role in the system, for example employee, team manager or department lead.
• Optional staff or payroll reference set by the employer.
• Team, department and the sites the person is assigned to.
• Annual leave entitlement in days, and whether the account is active.

Attendance

• The date and time of each tap, and whether it was a sign in or a sign out.
• The name of the door or reader that was tapped, and the site it belongs to.
• The chip identifier of the reader and its internal read counter, which together prevent a tap being copied or replayed.
• Whether the record came from a tap or was entered manually by a manager, and which manager entered it.
• Any note a manager adds to a record.

Working time, leave and corrections

• Contracted working pattern: day of the week, start and end times, and whether it is a working day.
• Published shifts and who is assigned to them, including break minutes.
• Leave requests: type, start and end dates, number of days, the reason given, the decision, who decided it and any comment they added.
• Leave balances: days allocated and days used for each year.
• Correction requests: the date, time and direction being corrected, the reason given, the outcome and any decision comment.

Customer, billing and order records

• Organisation name, time zone, subscription status and trial end date.
• Identifiers issued by Stripe for the customer and subscription, so we can match a payment to an account.
• For hardware orders: the buyer's email address, the delivery recipient's name and address, the order reference from Stripe, and what was ordered.

Enquiries

• Your name, organisation if you give one, email address and the message you send us. Enquiries arrive as email; they are not stored in the product database.

Technical information

• Your IP address, recorded briefly against a counter when you submit an enquiry, start a checkout or complete signup. We use it only to stop the same source flooding those endpoints.
• Our hosting and database providers also see the IP address and basic request details of everyone who uses the service, as any web host does.

These are deliberate design decisions, not omissions. The product has no way to gather any of the following.

• No biometric data. No fingerprints, facial recognition, iris or voice. We never process the special category data that biometric clocking systems rely on.
• No location tracking. No GPS, no geofencing, no Wi-Fi or Bluetooth positioning. We know which door was tapped because the reader is fixed to it, and nothing else about where anyone is.
• No background or continuous monitoring. Nothing is recorded between taps. There is no always-on app, no screen monitoring, no keystroke logging and no productivity scoring.
• No card or bank details. Payments are taken on Stripe's own hosted pages. Card numbers, security codes and bank details never reach our servers and are never stored by us in any form, not even the last four digits.
• No sensitive personnel data. No date of birth, home address, national insurance number, salary or pay rate, photograph, or right to work documents.
• No tracking, advertising or analytics. We run no analytics package, no advertising pixels, no session recording and no third party trackers of any kind. Our web fonts are served from our own domain, so your browser does not contact a font provider.

• From the customer organisation, when an administrator creates staff accounts and sets working patterns, teams and leave entitlements.
• From the individual, each time they tap in or out, request leave or ask for a correction.
• From Stripe, when a subscription or hardware order completes, including the delivery address the buyer typed into Stripe's checkout.
• Automatically, in the limited technical form described above.

Where we are the controller, we rely on the following bases under Article 6 of the UK GDPR.

Where we rely on legitimate interests we have considered the effect on you and are satisfied that our interests do not override your rights. You can ask us for that assessment at any time.

Where we act as a processor for an employer, the lawful basis for recording attendance is the employer's to choose and to document. It is commonly the employer's legitimate interests in managing the workforce, their legal obligation to keep working time and pay records, or performance of the contract of employment.

KoreKonnect is not designed to hold special category data, and no field asks for it. There is one place it could arrive by accident: the free text boxes used for a leave reason, a correction reason or a manager's note. If someone types “hospital appointment” or names a medical condition, that text becomes health information.

• We ask employers to tell staff to keep these boxes brief and factual, and not to record health, religious or other sensitive details in them.
• We treat anything that does appear in them as confidential and apply the same access controls as to every other record.
• Employers remain responsible for identifying an Article 9 condition if their own use of the service involves special category data, for example recording sickness absence.

We use a small number of cookies, all of which are strictly necessary to deliver a service you have asked for. Because of that, UK cookie rules do not require a consent banner and we do not show one. We set no advertising, analytics or tracking cookies.

You can block or delete cookies in your browser settings. Blocking the two tap cookies or the sign-in cookie will stop the service working, because there is no other way to keep you signed in or to complete a tap.

We do not sell personal information and we do not share it for advertising. We use a small number of suppliers to run the service. Each acts on our instructions under a written contract, except Stripe, which is also a controller in its own right for payment, fraud prevention and financial regulation.

We may also share information:

• With the customer organisation whose records they are, which is the point of the service.
• With our professional advisers, such as accountants and lawyers, where they need it and are bound by confidentiality.
• Where the law requires it, or to establish, exercise or defend legal claims.
• With a buyer or successor if the business is sold or reorganised, subject to the protections in this notice.

We keep the list of suppliers above current. Customers are told before we add a new one that handles their staff records, as set out in Annex A of the terms.

Staff records, attendance and everything else in our database are stored in Ireland (AWS eu-west-1). Ireland is in the European Economic Area, which the UK Government has formally recognised as providing an adequate level of protection for personal data. No further safeguard is needed for information to be held there, and your records do not routinely leave the EEA.

Some of our other suppliers are headquartered in the United States and may process limited personal information there, principally our hosting and email providers, and Stripe for payments. Where personal information is transferred outside the UK and the EEA we rely on one of the safeguards UK law allows: a finding of adequacy by the UK Government, the UK International Data Transfer Agreement, or the UK Addendum to the European Commission Standard Contractual Clauses, in each case supported by a transfer risk assessment.

You can ask us for a copy of the safeguard that applies to a particular supplier by writing to privacy@korekonnect.co.uk.

We keep personal information only as long as we need it. Where we act as a processor, the customer organisation decides how long its staff records are kept and can delete them at any time.

Attendance data says where somebody was and when, so we treat it carefully. These are the measures actually in place.

• All traffic is encrypted in transit with HTTPS, and information is encrypted at rest by our hosting and database providers.
• Passwords are hashed by our authentication provider. They are never stored in readable form and nobody at KoreKonnect can see them.
• Every table enforces row level security, so one organisation's records are inaccessible to another even if a request is malformed. Staff can read only their own attendance, leave and correction records.
• A tap cannot be forged. Each reader carries its own cryptographic key and signs every read; we verify that signature before recording anything, and comparisons are made in constant time.
• A tap cannot be replayed. Each read carries a counter that only ever increases, and a tap whose counter has already been used is rejected.
• A reader on its own can never create a record. Recording a tap also requires the member of staff's own signed-in session, so a lost or copied tag alone is not enough.
• Card and bank details never reach our systems, so they cannot be exposed by us.
• Sensitive endpoints are rate limited, and payment notifications from Stripe are cryptographically verified before we act on them.
• Access to production systems is limited to the people who need it to run the service.

No system is perfectly secure. If a breach happens that is likely to put people at risk, we will report it to the Information Commissioner's Office within 72 hours of becoming aware of it and tell affected customers without undue delay, so that they can tell their staff.

Under UK data protection law you have the right to:

• Be told how your information is used, which is what this notice does.
• Ask for a copy of the information held about you.
• Have inaccurate information corrected, and incomplete information completed.
• Ask for information to be deleted, where there is no good reason for us to keep it.
• Ask us to restrict how information is used while a concern is resolved.
• Receive information you gave us in a portable, machine readable form, or have it sent to another provider.
• Object to processing based on legitimate interests, including a right to object at any time to direct marketing, which we do not carry out.
• Withdraw consent at any time, where we rely on consent.

We do not make decisions about anyone by automated means alone that produce legal effects or similarly significant effects.

The service does compare taps against a working pattern and mark a day as late, absent or needing review. That is a calculation presented to a manager, not a decision. A person always reviews it, and employers must not use these flags as the sole basis for disciplinary action, pay deductions or dismissal. If you believe an automated flag has been treated as a decision, raise it with your employer, and tell us if it is not resolved.

KoreKonnect is a workplace tool sold to organisations and is not directed at children. Where an employer records the attendance of a worker under 18, such as an apprentice, that employer is responsible for making sure the information given to that worker is clear and age appropriate. We do not knowingly collect information about anyone under 13.

We may update this notice as the service changes or the law does. The version number and date at the top always tell you which version you are reading. If a change materially affects how we use personal information, we will tell customer administrators by email before it takes effect.

If you have a question or are unhappy with how we have handled your information, please tell us first at privacy@korekonnect.co.uk. We would rather put something right than have you go elsewhere unheard.

You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority, at any time.

See also our terms of service, which include the data processing terms that apply between us and customer organisations.