Privacy Policy

Who is responsible for your information

DianDot is a trading name used by a sole trader operating in England. It is not a limited company and does not have a Companies House company number.

The business that creates your DianDot HR workspace controls the employee information it enters and decides who may access it. DianDot processes that information to provide the service. DianDot is responsible for account security, service administration and support information it handles for its own operations.

Information we collect

Depending on the features your workspace uses, we may process your name, email address, phone number, address, job role, workplace and employment details; schedules, clock-in and clock-out records, breaks, leave requests, holiday balances, notes and approval history; notifications and audit records; and employee documents or other files uploaded by you or an authorised manager.

We also process account and security information such as password hashes, sessions, invitation and verification records, device platform and mobile push-notification tokens. Payment providers may process subscription details for workspace administrators; DianDot does not store complete payment-card numbers.

Location information

If your workspace enables location-verified attendance, the mobile app requests your precise location only when you choose to clock in or clock out. Your coordinates are sent securely to compare your distance from an authorised workplace. DianDot stores the resulting attendance time and workplace, but does not store the raw clock-in or clock-out coordinates or track your location in the background.

How we use information

We use information to authenticate users; provide schedules, attendance, leave, employee records and documents; apply workspace permissions; verify workplace proximity; deliver in-app and push notifications; send account, invitation, password-reset and document-request emails; provide support; prevent misuse; and keep the service reliable and secure.

The service is provided under our contract with the workspace administrator and our legitimate interests in operating and securing DianDot HR. Each employer or workspace administrator is responsible for identifying an appropriate lawful basis for its processing of employee information.

Sharing and service providers

Information is available only to the user and authorised workspace members whose roles permit access. We use hosting, private object storage, email delivery, push-notification and payment providers where needed to run the service. They process information only for those services and under their applicable privacy and security commitments. DianDot does not sell personal information, show third-party advertising or use HR data for cross-app tracking.

Storage, security and international transfers

Employee records are scoped to their workspace. Uploaded files are held in private object storage and are not published on public pages. We use access controls, secure connections and limited-lived document links to protect information. Some service providers may process information outside the United Kingdom; where required, we rely on appropriate contractual or legal safeguards.

Retention and deletion

We retain information while the workspace or account is active and for as long as needed to provide the service, resolve disputes, maintain security or meet legal obligations. Authorised users can delete employee records, and account owners can delete their DianDot HR account from the signed-in account menu. Account deletion removes workspace records, invitations, settings and uploaded files, except where retention is required by law.

Your rights and choices

You may ask to access, correct, delete, restrict or export your personal information, or object to certain processing. Employees should first contact their employer or workspace administrator, because that organisation controls their HR record. You can disable push notifications or location permission in your device settings, although location permission is required for location-verified clock-in and clock-out.

Children

DianDot HR is a workplace service and is not directed to children under 13. Workspace administrators are responsible for ensuring that any use involving young workers complies with applicable law.

Contact

For privacy questions, rights requests or deletion assistance, contact DianDot at [email protected]. Employees may also contact the administrator of the workspace shown in their account.

Customers who need the sole trader's legal identity or service address for a contract, invoice or formal notice can request it using the same email address.

Changes to this policy

We may update this policy when the service or legal requirements change. The effective date above identifies the latest version.