Privacy Policy

Castle Workforce is a private staff app for employees of Old Woods Cafe, Castle Walk Cafe & Kitchen and Castlegate Cafe. It is not a customer app. Accounts are created by the business owner — there is no public sign-up. You only see your own information unless you are an owner or manager.

• Your account details — name, work email address and role. Used to sign you in and show you the right screens.
• Work location at clock in and clock out — when you tap Clock In, Clock Out, a break or extra time, the app reads your device location once, at that moment, and checks you are within the branch’s permitted distance (100 metres by default). The coordinates and the accuracy reading are stored with that single time record so the owner can confirm attendance. The app never tracks you in the background, never follows you between clock actions, and location is never used for anything other than verifying a clock action at a branch.
• Shifts, availability and time records — your rota, the weekly availability you submit, clock in/out times, breaks and extra time.
• Pay information — your hourly rate, hours worked, gross pay and payslips.
• Staff photo (optional) — if you add a profile photo it is stored privately and is only visible inside the app to you, the owner and managers. It is never public and is not used for face recognition.
• Notifications — if you turn reminders on, we store a notification registration for that device so we can remind you to clock out. Turning notifications off removes it.
• Activity log — actions such as time corrections made by a manager are recorded for accuracy and dispute resolution.

• We do not sell or share your data with advertisers.
• We do not use third-party analytics or advertising trackers in the app.
• We do not track your location in the background or when you are off shift.
• We do not read your contacts, photos library (beyond a photo you deliberately choose) or messages.

Employees see only their own shifts, availability, time records and payslips, plus the first names of colleagues working the same shift. The business owner and managers can see staff records for running the rota and payroll. Data is stored on secure managed servers and protected by per-user database access rules.

Time records, payroll records and payslips are kept for at least six years, because UK employment and tax law requires an employer to retain pay and working-time records. Rota, availability and activity logs are kept while you work with us and for a reasonable period afterwards. A profile photo and your login access are removed when your account is closed.

You can delete your account yourself at any time from Settings → Delete my account inside the app. It takes effect immediately: your login is deleted, and your name, email address, phone number, photo, availability, work preferences, notifications and notification devices are erased. You are signed out and can no longer sign in.

Pay and working-time records that the employer must keep by law (time entries, payroll records and the activity log) are retained for the legal period described above. After deletion they are no longer linked to your name, email or any other personal identifier, and they are not used for anything else. If you would prefer the owner to handle it for you, email us from the Support page.

The only exception is the last remaining owner account, which cannot delete itself because the business would lose all access to its own records; a second owner must be appointed first.

You can ask for a copy of your data, ask us to correct it, or ask us to delete it. Contact the business owner through the Support page. If you are not satisfied you can complain to the UK Information Commissioner’s Office (ico.org.uk).

We will update this page if the app changes what it collects, and update the date at the top.