Privacy Policy

Leavewizard.com is a part of LeaveWizard Ltd. We are a company registered in England and Wales with company number 07506560.

We take the privacy rights of our customers, their staff and other users of our site very seriously. The law says that personal information must be processed fairly and lawfully. To ensure that we comply with this, it is important that we provide you with information about who we are and how we intend to use your personal information.

If you are a customer or staff member of one of our customers, we collect and process your personal information to enable us to perform services that your employer has contracted us to provide. Your employer is the data controller as set out by the General Data Protection Regulation 2018 and we process your personal information on their behalf as part of this contract. Otherwise we are the data controller for the purposes of the Regulation.

This Privacy Policy explains how we use any personal information we collect about you when you use this website or the LeaveWizard application. By visiting this site or using the application you are accepting and consenting to the practices described in this policy. This Privacy Policy is incorporated in and subject to our Terms and Conditions. 

Topics

When do we collect information about you?
What information do we collect about you?
How will we use the information about you?
How long will we keep your information for?
Sharing your personal information
Data Security
Cookies
Other websites
Your rights
Access to and updating your information
Changes to our Privacy Policy
How to contact us

When do we collect information about you?
If you sign up as a user, we collect information from you when you sign up, when you update your settings or details and when you make, approve or decline leave requests.
If you otherwise use the site (whether or not you are a user), we collect information from you when you submit an enquiry, sign up to our mailing list, participate in social media functions on our site or when you otherwise correspond with us. Website usage information is collected using cookies.

What information do we collect about you?
This may include your name, department, telephone number, email address, username and password, all leave information relating to holiday, sickness and other absences, leave allowances, employment start and end dates and any additional details which an administrator may choose to add to the ‘Employee Details’ section of the site.

How will we use the information about you? 
We may use your personal information in a number of ways. For example:
• to monitor, develop and improve our services and your experience
• to process your registration as a user
• to process the addition of new members of staff to the LeaveWizard application
• to process all leave requests, approvals and declines
• to process and deal with any complaints or enquiries made by you
• to investigate any suspected breach of our Terms & Conditions and/or Terms of Website Use
• to send you information by email about existing and new services and special offers from LeaveWizard.com. To opt-out of receiving any such information you can ask us to amend your preferences accordingly (email [email protected])

How long will we keep your information for?
We will keep your information for as long as is necessary for us to carry out our contract with the customer.

After the contract comes to an end, LeaveWizard will retain customer information for a period of 30 days to allow the customer to extract any data it would like to keep. After this time all data will be anonymised. LeaveWizard will keep a back up copy of customer data for 180 days, after which time it will be fully deleted. Send an email to [email protected] if you would like to see our full Data Retention Policy.

Sharing your personal information. 
We do not share information about you with third parties for any purposes other than those set out below. We never share personal information with third parties for marketing purposes.

Billing
You may have to provide a credit card to purchase services from our website however we do not store your credit card details on our servers. We employ a third party billing service that uses the latest security encryption technology to protect your credit card number from unauthorised use. You understand and agree that we are in no way responsible for any misuse of your credit card number. 

Other members of your organisation
Where other staff within your company wish to contact you, they will be able to identify you by your name and any other information an administrator may choose to provide in the ‘Employee Details’ section of the site. 

Statistical analysis
We may share general statistical information about the website user base, patterns, traffic volumes and related matters with reputable third parties but these details will not include information personally identifying you, your staff or your company. 

Police or regulatory bodies
We may disclose your information to the police, regulatory bodies or legal advisers in connection with any alleged criminal offence or suspected breach of the Terms & Conditions and/or Terms of Website Use

Our staff members
To our employees and agents to administer your usage and the services provided to you by LeaveWizard.com now or in the future. 

Data Security
We store personal data in the Microsoft Azure Public cloud hosted in their Northern and West Europe data centres. Microsoft’s computers are housed in secure data centres with heavily restricted access with numerous levels of security to prevent unauthorised access to those servers including firewalls and passwords. Microsoft provide comprehensive details on Azure Security and Privacy here.

When your data is moving between you and us, everything is encrypted and sent securely using HTTPS. We also encrypt your data at rest using Transparent Data Encryption.

Unfortunately the transmission of information via the internet is not completely secure. We will do our best to protect your personal data but we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information we will use strict procedures and security features to try to prevent unauthorised access. Send an email to [email protected] if you would like to see our full Data Protection and/or Information Security Policy.

Cookies
Cookies are small pieces of information stored by your browser on your computer's hard drive. We use cookies to distinguish you from other users of our site. This helps us to gain a picture of how the site is being used so that we can improve your experience of the site. Most web browsers automatically accept cookies, though you do not have to. We do not control the use of cookies by third parties. If you wish to disable cookies then you can do so by re-adjusting your browser settings although please note that by disabling cookies you may not be able to register with or use all features of the site.

For further information visit www.aboutcookies.org or www.allaboutcookies.org

Other websites
Our website contains links to other websites. We are not responsible for the data protection policies, content or security of these linked websites. When you link to other websites you should read their own privacy policies. 

Your rights
You have the right to have your information rectified if it is inaccurate, erased if there is no reason for its continued processing and to restrict processing in certain circumstances. All such requests should be made to the data controller, whose responsibility it will be to carry forward such requests with LeaveWizard as the data processor.

Access to and updating your information
Your organisation’s designated administrator can access and update your information contained within the employee details section of the site. It is important that the personal information stored about you is correct and up-to-date at all times.
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, you should direct this to your employer as the data controller.

Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this web page. Please check back frequently to see any updates or changes to this policy.

How to contact us
If you have any comments or queries in connection with our privacy policy, please contact us by email at [email protected]
For further information about how your information is used, how we maintain the security of your information and your rights to access information we hold about you, please contact [email protected]