Privacy policy
SCSS Dashboard website and app · last updated 28 October 2026
SCSS Dashboard is the work system used by S.C.S.S. Group Limited (“SCSS”, “we”) and its staff to plan jobs, schedule people, record clocking in and out, manage holidays and keep HR records. It is only for people we have invited: staff, and the office team who run it. SCSS is the data controller for the information in it.
What we collect
- Your account: name, work email, phone number, job title, team and the permissions you have.
- HR records: start date, emergency contact, holiday allowance and requests, absence records (such as sickness and return-to-work notes), contracts, certificates, right-to-work checks and fit notes, and an optional profile photo.
- Work you’re booked on: the jobs, sites, dates and times you are scheduled for, and jobs you mark as complete.
- Clocking in and out: the times you clock in and out, and your location at those moments, so we can check you are at the right site.
- Location while clocked in: if it is switched on for your role, the app records your location about every 15 minutes (or more often if your manager has set it to live) only while you are clocked in. It stops when you clock out. The app does not track you at any other time.
- Your phone: a notification token so we can send you work notifications, such as new jobs and holiday decisions.
Why we use it
- To run your employment or engagement with us: scheduling work, paying you correctly from timesheets, managing holidays and absence. (Lawful basis: performance of a contract.)
- To meet legal duties, such as right-to-work checks, health and safety, and keeping employment records. (Lawful basis: legal obligation.)
- To check people are on site when they clock in, keep lone and remote workers safe, and keep accurate records for our customers. (Lawful basis: legitimate interests, balanced against your privacy. Location is only recorded while you are clocked in.)
- Health information in absence records, such as fit notes, is used only to manage sickness absence and is seen only by people with HR access.
We do not sell your information, use it for advertising, or share it with anyone for marketing.
Who can see it
Access depends on permissions set by SCSS. You can always see your own record. Office staff and managers see what they need for their role; for example, a cleaning manager only sees the cleaning team. Absence reasons and documents are limited to people with HR access. Other staff only see the names of people working on the same job as them.
Where it’s kept
The system is hosted by Supabase (database, logins and files, stored in London, UK) and Vercel (website hosting). Phone notifications are delivered through Expo, Apple and Google. These providers process data only on our instructions and are bound by data protection terms. Emails are sent from our own scssgroup.com mail server.
How long we keep it
We keep your information for as long as you work with us and afterwards for as long as the law requires or we need it for legitimate business reasons, for example pay and tax records, and employment records in case of a dispute. When you leave, your access is removed straight away, and records are deleted or anonymised once they are no longer needed.
Your rights
Under UK data protection law you can ask for a copy of your information, ask us to correct it, and in some cases ask us to delete it, restrict it or stop using it. To do any of these, speak to the office or contact us through scssgroup.com. If you’re unhappy with how we’ve handled your information you can complain to the Information Commissioner’s Office at ico.org.uk.
Permissions on your phone
- Location: needed to clock in. “Always” or background location lets the app record your location every 15 minutes while you are clocked in, even if the app is closed. It stops when you clock out.
- Notifications: to tell you about new jobs and holiday decisions. You can turn these off in your phone’s settings.
- Photos: only if you choose to add a profile photo.
Changes
If we change this policy we’ll update the date at the top and let staff know about anything significant.
S.C.S.S. Group Limited