Last updated: 01 December 2025
Version 2.0

1. Who we are and what we do

Who we are

We are Sense Workplace Limited (“Sense”, “us”, “we”, “our”). We are a limited company registered in England and Wales under registration number 14944135 and we have our registered office at Unit 2 & 3, Fields Court, Station Road, Epworth, Lincolnshire, England, DN9 1JZ. We are registered with the UK supervisory authority, the Information Commission (“IC”) in relation to our processing of Personal Data under registration reference ZB602688.

What we do

We provide workplace technology that helps organisations manage their workforce more effectively. Our products and services include:

A Workforce Management SaaS platform used by employers to manage HR records, time and attendance, scheduling, leave, and workforce operations.

An Applicant Tracking System (ATS) to manage recruitment and onboarding.

Automation and AI features that support HR processes, reporting and employee workflows.

Hardware devices (including tags, watches, badges and gateways) that support real-time location data, time capture and safety functionality such as roll-call and SOS alerts.

Managed services and customer support that help customers implement, configure and use our platform and devices.

We provide these services to UK-based organisations of varying sizes, from small businesses to large enterprises.

Controller

Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.

Processor

We are a Processor of your Personal Data when we deliver our services of the HR software. Your employer is the controller. The controllers decide how your personal data is processed, not us. Please contact them for further details in relation to this.

2. Purpose of this privacy notice

The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘How to contact us’ section.

3. Who this privacy notice applies to

This privacy notice applies to you if:

1. You visit our website
2. You purchase goods or services from us
3. You enquire about our products and/or services
4. You sign up to receive newsletters and/or other promotional communications from us

For more information regarding our collection and processing of your personal data as part of our job application process, please see our Job Applicant Privacy Notice .

If you visit our website, we will collect information about your engagement with us online via our cookies and similar technologies such as your IP address and geographical location. See our Cookie Notice for more information on our use of cookies and similar technologies

4. What Personal Data is

‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.

5. Personal Data we collect

The type of Personal Data we collect about you will depend on our relationship with you. For the type of Personal Data we collect see the table below in the section entitled ‘Purposes, lawful bases and retention periods’.

6. How we collect your Personal Data

We collect most of the Personal Data directly from you in person, by telephone, text or email and/or via our website.

However, we may also collect your Personal Data from third parties such as:

• reputable companies who provide lead generation contact lists
• publicly available sources such as social media platforms
• website analytics and advertising platforms (such as Google or LinkedIn) when individuals interact with our content
• delivery and logistics providers when arranging shipment or return of hardware devices
• others to whom you have provided consent

7. Purposes and lawful bases

We will only use your Personal Data when the law allows. Most commonly, we will use your Personal Data in the following circumstances:

Categories of individuals	Categories of Personal Data	Purpose of Processing	Lawful Basis
Website visitors	IP address, your login data, browser type and version, time zone setting and location, and other technology on the devices you use to access this website.	To monitor use of our website and prevent unauthorised access and modifications to systems	Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
Customers	Name, job title, phone numbers, email address, billing information	To register you as a new customer	Performance of a contract with you
Customers	Name, job title, phone numbers, email address, billing information and transaction data	To process and deliver your order including: Manage payments, fees and charges Collect and recover money owed to us	Performance of a contract with youNecessary for our legitimate interests (to recover debts owed to us)
Business customers	Name, job title, email address	To send out business customers newsletters and other promotional material	Necessary for our legitimate interests (for growing and expanding our business and to send you relevant information about our products and services)

Where Personal Data is processed because it is necessary for the performance of a contract to which you are a party, we will be unable to provide our services without the required information.

8. Sharing your Personal Data

We may also disclose your information to third parties in connection with other purposes set out in this policy. These third parties may include:

• business partners, suppliers and sub-contractors who may process information on our behalf including HubSpot
• analytics and search engine providers
• advertisers, social media platforms, and advertising networks
• Third party companies in the event that we are involved in a corporate transaction, such as an actual or potential merger, joint venture, consolidation or asset sale. We may, from time to time, expand or reduce Sense Workplace and this may involve the sale and/or the transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to the part of our business that is being transferred, be shared alongside that. The new owner or newly controlling party will be permitted to use that personal data only for the purposes for which it was originally collected by us.

9. How long we keep your Personal Data

We will retain your personal data for as long as is necessary to provide you with our services and for a reasonable period thereafter to enable us to meet our contractual and legal obligations and to deal with complaints and claims.

At the end of the retention period, your personal data will be securely deleted or anonymised, for example by aggregation with other data, so that it can be used in a non-identifiable way for statistical analysis and business planning.

10. International Transfers

Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK.

We have taken appropriate steps to ensure that the Personal Data processed outside the UK has an essentially equivalent level of protection to that guaranteed in the UK. We do this by ensuring that:

• Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation), or
• We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. (A copy of the IDTA can be found here international-data-transfer-agreement.pdf (ico.org.uk)).

11. Your rights and how to complain

You have certain rights in relation to the processing of your Personal Data, including to:

• Right to be informed

  You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.

• Right of access (commonly known as a “Subject Access Request”)

  You havethe right to receive a copy of the Personal Data we hold about you.

• Right to rectification

  You have the right to have any incomplete or inaccurate information we hold about you corrected.

• Right to erasure (commonly known as the right to be forgotten)

  You have the right to ask us to delete your Personal Data.

• Right to object to processing

  You have the right to object to us processingyour Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.

• Right to restrict processing

  You have the right torestrict our use of your Personal Data.

• Right to portability

  You have the right to ask us to transferyour Personal Data to another party.

• Automated decision-making. You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
• Right to withdraw consent

  If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.

• Right to lodge a complaint

  You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data.

The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online at:

Contact us | ICO

Or by telephone on 0303 123 1113

How to exercise your rights

You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.

12. How to contact us and our Data Protection Officer

If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us as follows:

By email: security@senseworkplace.com

13. Changes to this privacy notice

We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify of the changes where required by applicable law to do so.