Privacy Policy

This Privacy Policy explains how Wageperks Ltd ("we", "us", "WagePerks") collects and uses personal data on the WagePerks platform. It is written to comply with the UK General Data Protection Regulation, the Data Protection Act 2018, and (where applicable) the EU GDPR.

1. Who is the data controller?

Whether we're the controller or processor depends on which data we're talking about.

1.1 Data about admins and signup contacts

For the person who signs up an employer for WagePerks — name, work email, phone, password, signup IP, the records of their consent to these terms — we are the controller.

1.2 Data about your employees

For the records the employer adds about its employees — names, contact details, job titles, working hours, leave, sickness, time entries, documents, performance reviews and so on — the employer is the controller and we are the processor. We process this data on behalf of the employer in accordance with the Terms of Service (which include a Data Processing Addendum at section 8).

1.3 Data about end users on the mobile app

For employees who use the mobile app, the employer remains the controller of their work-context data. We are an independent controller of operational telemetry strictly necessary for the app to function (e.g. session tokens, FCM device tokens).

Our registered office is 8 Fairways Business Park, Deer Park Avenue, Livingston, EH54 8AF, United Kingdom. Our contact for privacy matters is privacy@wageperks.com.

Wageperks Ltd operates under the ICO data-protection-fee registration of its parent group; a dedicated Wageperks Ltd registration is being established in line with our growth. You can request the current registration reference at any time by emailing privacy@wageperks.com.

2. What personal data we collect

2.1 From you when you sign up

• Your name and work email (required to create an account).
• A hashed password (we never see the plaintext).
• The IP address you signed up from and the user-agent string of your browser, for fraud prevention.
• The timestamp of your acceptance of these Terms.

2.2 During onboarding

• Your company name, Companies House number (optional), employee count, company size, industry.
• Your last name and phone number (optional).

2.3 If you upgrade to a paid plan

• Your billing email.
• Payment information — handled directly by Stripe; we never see your full card number. We retain the last four digits of the card, the card brand, expiry, and a Stripe customer ID.
• The signed contract record (HTML snapshot + cryptographic hash) for evidence purposes.

2.4 As you use the platform

• Audit logs of significant actions (logins, password resets, leave approvals, module changes, etc.) for security and accountability.
• Operational telemetry (which routes you visit and when, error reports) — used solely for keeping the service running and improving it.
• Cookies — see Cookies Policy.

2.5 From your employer if you're an employee

If your employer uses WagePerks, they will enter information about you. The exact fields depend on which modules they use; typical examples include:

• Name, email, phone, job title, start date.
• Working pattern, contracted hours, holiday entitlement.
• Absence and sickness records.
• Documents your employer has uploaded for you (contracts, policies, payslips if applicable).
• If you use the mobile app: clock-in times and locations (when your employer has GPS / geofencing enabled).

Speak to your employer first about any concerns over how they use WagePerks — they are the controller of that data.

3. Why we use your data

We do not sell your personal data. We do not use it to train AI models without an explicit, separate agreement. We do not share employee data between unrelated employers.

4. Who we share data with

We use a small set of trusted subprocessors to deliver the service. The current list — kept up to date at /legal/subprocessors — covers:

• Amazon Web Services (UK / EU regions) — hosting, database, email delivery via SES.
• Stripe — payment processing.
• Tillo — wholesale supplier of gift cards for the Benefits marketplace. We buy from Tillo at wholesale and sell to you at retail; you are not Tillo's customer.
• Firebase / Google Cloud Messaging — mobile push notifications.
• GBG Loqate — UK address lookup at signup.
• Companies House — public-record company number lookups.

We may also share data with:

• Law enforcement or regulators if we have a legal duty to do so.
• Our professional advisors (accountants, lawyers) under their own confidentiality obligations.
• A successor entity if we sell the business, with prior notice to you.

5. Voucher purchases — what we hold and don't hold

Some specifics worth calling out for the Employee Benefits marketplace, because they affect what data we retain and the contractual posture you should expect:

• We are the seller (merchant of record) for every voucher purchase. Your contract is with Wageperks Ltd, not with Tillo or the underlying retailer.
• We do not hold customer money. There is no WagePerks wallet, balance, store credit or stored-value account. Each purchase is a discrete bank-transfer payment for a specific voucher; the funds land in our own business account and we purchase the voucher from our wholesale supplier using our own working capital.
• Refunds go back to the source account by Faster Payment, not as store credit. We retain the originating bank details (sort code, account number, recipient name) attached to the inbound bank-payment event so we can refund correctly. These are kept for 7 years for HMRC purposes.
• Voucher codes (URL, code, PIN) are stored encrypted at rest using application-level column encryption, on top of AWS RDS storage-level AES-256 encryption.
• Order references (e.g. WP-XXXXXXX-C) are kept indefinitely for accounting. They contain no personal data.

6. How long we keep data

We delete or anonymise data once these retention periods expire, unless an active legal or regulatory hold applies.

7. Where your data is stored

All personal data is stored in AWS regions inside the UK and EU (primarily eu-west-1 for email and eu-west-2 for application data). We don't transfer personal data outside the UK or EEA except where a subprocessor with global infrastructure (e.g. Stripe, Firebase) requires it; in those cases we rely on Standard Contractual Clauses and the UK International Data Transfer Addendum.

8. Security

We follow industry-standard practice for a UK SaaS:

• TLS 1.2+ for all data in transit.
• Encryption at rest for the database (AWS RDS with encryption enabled) and S3 storage (SSE-S3).
• Passwords stored hashed with bcrypt (a one-way function — even we can't recover them).
• Per-device refresh tokens for mobile, revocable from the user's Signed-In Devices screen.
• SES email delivery with DKIM, SPF and DMARC quarantine policy.
• Audit logging of admin actions.
• Principle-of-least-privilege access for our staff. Day-to-day support never requires read access to customer employee records.

We test security regularly and welcome responsible disclosure of vulnerabilities to security@wageperks.com.

9. Your rights

Under the UK GDPR you have the right to:

• Access the personal data we hold about you.
• Correct it if it's wrong.
• Erase it where you have a right to (right to be forgotten).
• Restrict or object to certain processing.
• Port your data to another provider in a machine-readable format.
• Withdraw consent for any processing based on consent (e.g. marketing).
• Not be subject to automated decisions with significant effect on you.
• Complain to the Information Commissioner's Office (ico.org.uk) at any time.

To exercise these rights, email privacy@wageperks.com. We'll respond within one calendar month. If you're an employee whose data we hold on behalf of your employer, contact your employer first — they're the controller of that data.

9.1 Deleting your account from the mobile app

The WagePerks mobile app offers an in-app Delete account button (Settings → Delete account). When you confirm:

• Every device signed in as you is signed out immediately.
• Your personal data — name, email, profile photo, date of birth, home address, emergency contacts, biometric / push tokens, leave history, clock-in records, saved settings — is removed from your record.
• Your sign-in is disabled. Your username and password no longer work.
• Your record is replaced with a non-identifying placeholder so it can no longer be linked back to you from this app.

If you're an employee whose employer is using WagePerks for HR, we cannot fully destroy your employment record on your request alone — your employer is a joint controller with its own legal duty to keep payroll and employment records for as long as HMRC, the pensions regulator, and other UK employment law require (typically 6 years after you leave; longer for pension records). What stays on file is the anonymised employment shell (start date, end date, contracted hours, holiday entitlement, payroll totals) needed to answer those obligations — not anything that identifies you personally.

If your employer is no longer using WagePerks, or you were never employed by a WagePerks customer (for example, you only signed up as an admin contact and never linked an employer record), we will fully destroy the record on request. Email privacy@wageperks.com to confirm which applies to you.

10. Cookies and tracking

We use a small number of essential cookies to operate the platform. We don't use third-party advertising cookies or cross-site trackers. Full detail is at /legal/cookies.

11. Changes to this policy

If we make a material change to this Privacy Policy, we'll email all admins at least 30 days before it takes effect and post a notice on the platform.

The current version is WP-PRIVACY-2026-05, effective 11 May 2026. Previous versions are available on request.

Contact

For privacy-related questions: privacy@wageperks.com.

For everything else: info@wageperks.com.

Wageperks Ltd
8 Fairways Business Park, Deer Park Avenue, Livingston, EH54 8AF, United Kingdom