Privacy Policy

Vochus Workforce is operated by Vochus Global Services Ltd ("we", "us", "our"). We provide workforce management software for healthcare staffing agencies. Our registered address and contact details are available at vochusglobalservices.co.uk.

We collect the following categories of personal data: • Agency & Account Data — company name, registration number, address, contact email and phone number provided during registration. • User Account Data — full name, email address, phone number, password (stored as a one-way hash). • Worker Data — name, date of birth, NI number, address, bank account details, skills, right-to-work documents, DBS certificates, photographs, and attendance records entered by your agency. • Usage Data — IP address, browser type, pages visited, and session timestamps for security and support purposes.

We use collected data to: • Provide and operate the Vochus Workforce platform. • Process shift assignments, timesheets, and payroll information on your behalf. • Send transactional emails (account setup, shift notifications, password resets). • Maintain security logs and prevent unauthorised access. • Comply with applicable legal obligations (e.g. HMRC, ICO).

We process personal data under the following legal bases (UK GDPR): • Contractual necessity — to deliver the service you have subscribed to. • Legitimate interests — for security monitoring, fraud prevention, and improving our platform. • Legal obligation — where required by law, e.g. employment or tax legislation. • Consent — where you have explicitly opted in (e.g. marketing communications).

We do not sell your personal data. We may share data with: • Infrastructure providers — hosting and database services (EU/UK-based or with appropriate safeguards). • Email service providers — to deliver transactional notifications. • Regulatory authorities — when required by law or court order. Your agency remains the data controller for worker personal data you enter into the platform. We act as data processor on your behalf.

We retain account and operational data for as long as your subscription is active, plus a maximum of 7 years thereafter to comply with financial and employment regulations. Worker documents are deleted on request after contract termination, subject to any statutory retention requirements.

Under UK GDPR you have the right to: • Access a copy of your personal data. • Rectify inaccurate data. • Erase your data (subject to legal retention requirements). • Restrict or object to processing. • Portability — receive your data in a structured format. • Withdraw consent at any time where processing is consent-based. To exercise any of these rights, email us at privacy@vochusglobalservices.co.uk.

We use strictly necessary session cookies to keep you logged in. We do not use advertising or tracking cookies. You can disable cookies in your browser settings, though this may affect platform functionality.

We implement industry-standard security measures including TLS encryption in transit, bcrypt password hashing, role-based access controls, and regular security reviews. No system is completely secure; please use a strong, unique password and report any concerns to security@vochusglobalservices.co.uk.

We may update this policy from time to time. We will notify registered users by email of any material changes at least 30 days before they take effect. Continued use of the platform after that date constitutes acceptance of the updated policy.

For any privacy queries, contact us at privacy@vochusglobalservices.co.uk. If you are unsatisfied with our response you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.