HazExperts Hub – Privacy Policy

Effective date: 15 October 2026
Data Controller: HazExperts Limited
Contact: craig.noble@hazexperts.co.uk
Website: https://www.hazexperts.co.uk

1. Introduction

HazExperts Limited is committed to protecting the privacy and personal information of employees and authorised users of HazExperts Hub.

HazExperts Hub is an employee management application designed to simplify annual leave administration, absence management, company communications and access to workplace information.

This Privacy Policy explains what information we collect, how it is used, who may access it and the rights available to individuals under UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

2. Information We Collect

Depending on how the application is used, we may process:

Employee account information

• Full name

• Email address

• User account identifier

• Job title and department or team

• Assigned application role and access permissions

Holiday and absence information

• Annual leave allowances and balances

• Holiday requests, dates and approval decisions

• Employee-provided notes relating to leave requests

• Sickness and unpaid absence records

• Administrative notes relating to absences

Sickness information and associated notes may contain health-related personal data, which receives additional protection under data protection legislation.

Company communications

• Announcements and messages

• Confirmation that employees have read or acknowledged important announcements

• In-app notifications and notification status

Account administration

• Account deletion requests

• Reasons voluntarily provided for deletion requests

• Administrative records associated with account management

3. How We Use Personal Information

Personal information is processed to:

• Authenticate users and maintain secure employee accounts.

• Calculate and manage annual leave entitlements.

• Process holiday requests and approval decisions.

• Record and administer employee absences.

• Display appropriate team availability information.

• Communicate company announcements and policies.

• Deliver application notifications.

• Maintain necessary employment and administrative records.

• Respond to account deletion requests.

• Maintain application security and functionality.

Personal information is not used by HazExperts Limited for targeted advertising or sold to data brokers.

4. Lawful Basis for Processing

Depending on the activity, HazExperts Limited processes personal information where necessary for:

• Performance of a contract: Managing employment-related arrangements and entitlements.

• Legal obligations: Maintaining records required by employment and other applicable laws.

• Legitimate interests: Operating an efficient, secure employee management and communications system, where those interests are not overridden by individuals' rights.

Where sickness records contain health information, an additional lawful condition under Article 9 of the UK GDPR is required. Such information is processed where necessary for employment, social security or social protection obligations and rights, subject to applicable legal safeguards.

We do not rely on employee consent as the general legal basis for routine employment administration.

5. Who Can Access Information

Access to information within HazExperts Hub is controlled by user roles and permissions.

Employees may access their own holiday information, relevant company announcements, policies and appropriate team availability information.

Authorised administrators may access employee records where necessary to perform their management responsibilities.

Private absence notes and confidential administrative information are not intended to be visible to other employees.

We take reasonable measures to restrict access to personal information according to operational need.

6. Service Providers and Third Parties

HazExperts Hub is developed and hosted using the Base44 application platform.

Base44 provides services supporting application hosting, user authentication, database storage, file storage and notification delivery.

Google Sign-In may be available as an authentication option. Where used, authentication information is processed in connection with the relevant sign-in service.

Service providers may process information on behalf of HazExperts Limited to deliver these functions, subject to their applicable contractual and privacy arrangements.

7. Push Notifications

HazExperts Hub may send notifications concerning:

• Holiday requests and approval decisions

• Company announcements

• Important workplace communications

Notification delivery may involve platform-managed push notification identifiers and services.

Users can manage notification permissions through their device settings.

8. Data Storage and Security

Personal information is stored and processed using the application's service infrastructure.

We use role-based access controls and other available security measures to reduce the risk of unauthorised access, disclosure or alteration.

No internet-connected service can guarantee absolute security.

9. International Data Transfers

Some service providers or their subprocessors may process personal information outside the United Kingdom.

Where international transfers occur, HazExperts Limited will ensure that appropriate safeguards are in place as required by applicable data protection legislation.

10. Data Retention

Personal information is retained only for as long as reasonably necessary for the purposes for which it was collected, including employment administration, legal compliance and the establishment, exercise or defence of legal claims.

Different retention periods may apply to different categories of records.

Deleting an application account does not necessarily require the deletion of employment records that must lawfully be retained.

When information is no longer required, it will be deleted or anonymised as appropriate.

11. Account Deletion

Users can request account deletion through the Account Settings section of HazExperts Hub.

Requests are reviewed by an authorised administrator.

Where deletion is approved, the application account will be removed and retained records will be anonymised or otherwise handled in accordance with applicable legal obligations and retention requirements.

Users may also contact HazExperts Limited directly regarding account deletion or personal information.

12. Your Data Protection Rights

Subject to applicable legal requirements and exemptions, individuals may have the right to:

• Request access to their personal information.

• Request correction of inaccurate information.

• Request deletion of personal information.

• Restrict or object to certain processing activities.

• Request data portability where applicable.

• Lodge a complaint with the Information Commissioner's Office (ICO).

The ICO can be contacted through https://ico.org.uk.

To exercise your rights, contact:

HazExperts Limited
Email: craig.noble@hazexperts.co.uk
Website: https://www.hazexperts.co.uk

13. Children

HazExperts Hub is intended for authorised workplace users and is not designed for children.

14. Changes to This Policy

We may update this Privacy Policy to reflect changes to the application, its service providers, legal requirements or data processing activities.

The latest version will be available through the HazExperts website.

15. Contact

For questions about this Privacy Policy or the handling of personal information, please contact:

HazExperts Limited
Email: craig.noble@hazexperts.co.uk
Website: https://www.hazexperts.co.uk