This notice explains what the Hype Site Clock records about you, why, and what you can do about it.
Who we are
Hype Building Ltd is responsible for this data (the "controller" under UK GDPR). Questions or concerns — speak to John (or ask any manager to pass it on).
What we collect
- Every clock in/out: date, time, GPS location (to confirm you're on site).
- Clock-in only, never clock-out: a plain photo of you. No face-matching, no biometric software — ever. Camera unavailable? Clocking in still proceeds.
- Your selfie beside your name: your most recent clock-in photo is also shown as a small round picture next to your name on the Hype office dashboard and planner, so the office can tell who is who. Only people signed in to the dashboard with the right access can see it. It is replaced each time you clock in, and it is kept for up to 6 months after your last clock-in (also if you stop working with us), then deleted automatically.
- Optional, separate opt-in: live location during a shift, only if you turn it on yourself in the chat.
- From the planner: whether you clocked in on the right site, on time, and stayed the planned length.
- Site induction: a quick one-tap confirmation that you've been shown round, per site.
Why we collect it
Clock-in/out + photo: our legitimate interest in confirming people we pay were on the right site for the hours claimed.
Fire register: our legal duty to know who's on site in an emergency.
Live location: same interest, but it's opt-in — declining it never affects your pay or your ability to clock in.
Who sees it
- Your clock records & photo: John, Phil and named site managers.
- The live site headcount ("who's on site now"): any registered lad can check this too, not just the office — useful in an emergency.
- You always see your own history and your own photo. Never anyone else's live location.
- Nobody outside Hype Building Ltd, as far as the system is set up today.
Live location sharing is completely optional. The clock itself never asks for it or requires it — it's a separate choice you make in the Telegram chat. Turning it on or off has zero effect on clocking in, being paid, or anything else. It also switches off automatically the moment you clock out or your shift ends — full stop, no matter what your phone is still sending.
How long we keep it
| Data | Retention | Status |
|---|---|---|
| Live-location trail | 14 days, then deleted | Automatic — runs daily |
| Clock-in photos | 14 days, then the photo file is deleted (record that one existed is kept) | Automatic — runs daily |
| Your latest selfie on the office dashboard | Replaced at each clock-in; deleted 6 months after your last clock-in | Automatic — being set up |
| Alerts / notification log | 90 days, then deleted | Automatic — runs daily |
| Clock in/out times (timesheet) | 6 years, in line with pay and tax record-keeping | Stated policy — not yet automated |
| Induction & consent records | Kept while you're engaged by Hype and for 6 years after, in line with our other employment records | Stated policy — not yet automated |
Where it's stored
Hosted with Railway, a cloud hosting provider, on a private storage volume — never a public folder or link. Photos are only ever reached through a short-lived, signed link generated on request.
What we don't do
- No tracking before you clock in, after you clock out, or on days off — enforced in the system itself.
- No facial recognition or automated face-matching, ever.
- No photo taken at clock-out.
- No sharing with anyone outside Hype Building Ltd.