1. Who we are
TeamSure is a trading name of Lloyd Digital UK Ltd, a company registered in England & Wales (company no. 17291164), registered office Falcon Lodge, Sedgwick Lane, Horsham, RH13 6QD.
This notice explains what personal information we collect, why, who we share it with and how long we keep it.
- We are the controller of the information we keep to run our own business: your organisation's account, billing and support records, and messages sent to us through this website.
- We are a processor for the information organisations put into TeamSure about their own people, such as staff records. The organisation (usually your employer) is the controller of that information and decides how it's used. See section 5.
2. When you sign up
- Your name, email address and mobile number, and a password (stored scrambled, never in plain text)
- Your organisation's name, legal type, registration or charity number, address, email and phone number
- How many people work for you, and your industry
- If you tell us you're an animal business, which licence you hold, and whether you're happy for us to tell you about software made for animal businesses (only if you tick the box)
- Your card details, which go straight to Stripe. We only see the card type, the last four digits and the expiry date
- Any discount code you use
While you fill in the sign-up form, your answers (but never your password or card details) are saved in your own browser so you don't lose them if the page reloads. They're removed when you finish.
3. When you contact us or ask for a quote
When you use our contact or quote forms we collect your name, email address, organisation, phone number, team size and message, and record when you agreed to us using them, with your internet address and browser details. We use them only to reply to you.
4. When you use TeamSure
- Sign-in records, including failed attempts, your internet address and browser details
- A record of changes made in TeamSure (who did what and when), so organisations can check their own records
- Technical information from our server logs, used to keep the service running and secure
- Optional settings such as a profile photo and two-step sign-in
- Questions you ask TeamSure Help, the help assistant inside TeamSure, and the page you were on when you asked
5. Information organisations keep about their people
Organisations use TeamSure to keep records about their staff, job applicants and others who work with them. Depending on which features they use, this can include:
- contact details and emergency contacts
- employment details, job role, contracts and signed documents
- pay, bank details, National Insurance number, payslips and expenses
- right to work and DBS check records
- holidays, absence, sickness and lateness records
- rotas, hours worked and timesheets
- training, probation, appraisals, 1-to-1s and goals
- recruitment records, such as applications, interview notes and trial days
- concerns raised through Speak up, and answers given through Team Voice
- messages sent in team chat
The organisation decides how this information is used, and it is responsible for it. We hold it on its behalf and follow its instructions, under the data processing section of our terms of service. If you're a member of an organisation's team, please contact the organisation first about your information. It should give you its own privacy notice. One organisation can never see another organisation's records.
Some of this information, such as sickness records, can be health information, which the law treats as more sensitive. Organisations choose who in their team can see it.
6. Why we use it, and our lawful basis
We use the information in sections 2 to 4 to set up and run your account, take payment, send service emails (such as your sign-in link, receipts, invoices, password resets, security alerts and messages about your plan), give support (including answers from TeamSure Help), keep TeamSure secure, prevent fraud, improve the service and meet our legal duties.
Under UK GDPR we rely on:
- Contract: to provide the service your organisation signed up for
- Legitimate interests: keeping TeamSure secure, preventing fraud, fixing problems, improving the service and replying to messages, balanced against your rights
- Consent: where you've ticked a box, for example to let us reply to a contact or quote form, or to hear about software made for animal businesses. You can withdraw consent at any time
- Legal obligation: keeping financial records for tax and accounting
7. Who we share it with
We don't sell your information, and we don't use advertising or analytics trackers. We share information only as needed to provide the service, with these sub-processors:
- Stripe takes card payments. It sees your card details, name, billing email and the amount. Stripe is also a controller in its own right for fraud prevention and financial rules. Stripe's privacy notice
- Hosting in the UK. TeamSure runs on our own servers in the UK: the main server is in a UK data centre run by Fasthosts, and a standby server in London is provided by Akamai (Linode)
- Backups are encrypted before they leave our server. One copy is kept by Backblaze in the European Union, and another through Fasthosts' backup service (Cyber Protect), which is stored in the United States
- Amazon Web Services (London) provides the key service that locks and unlocks the most sensitive information we store. It only handles encryption keys and never receives the information itself
- Anthropic (United States) provides the AI behind TeamSure Help, the help assistant inside TeamSure. When you ask it something, your question and the page you're on are sent to Anthropic so it can answer. No staff records are sent. Under its commercial terms Anthropic does not use this to train its models by default. Anthropic's privacy information
- Email is sent from our own mail server
- The law: we'll share information where the law requires it, or to protect people's rights, property or safety
8. Information outside the UK
Stripe and Anthropic may process information in the United States, and one of our encrypted backups is stored there. Our other backup copy is kept in the European Union. Where information leaves the UK we rely on the UK International Data Transfer Agreement, Standard Contractual Clauses with the UK addendum, or UK adequacy regulations, as appropriate. Everything else stays in the UK.
9. How long we keep it
- Active accounts: while the account is open
- Closed accounts: locked when the plan ends and kept for 90 days, so the organisation can ask for a copy or reopen it. After that it may be permanently deleted
- Deletion on request: within 30 days, apart from anything the law says we must keep
- Sign-in records and activity logs: 24 months
- Payment and invoice records: 6 years, as UK tax law requires
- Contact and quote messages: 24 months after we last replied
- Records organisations keep about their people: for as long as the organisation decides, within the limits above
10. Your rights
You can ask us to:
- tell you what we hold about you and give you a copy
- correct anything that's wrong
- delete your information, in some circumstances
- restrict or stop how we use it, or object to it
- give you your information in a format you can take elsewhere
- withdraw consent you've given
We'll reply within one month. If your request is about records an organisation keeps about you, we may pass it to that organisation. You can also complain to the Information Commissioner's Office at ico.org.uk, though we'd like the chance to put things right first.
11. Keeping it safe
Information is encrypted in transit. Passwords are stored scrambled. The most sensitive information is encrypted using the Amazon key service described above. Access in TeamSure depends on each person's role, sign-in attempts are limited, and we log security events so they can be checked. Card numbers are held by Stripe, never by us.
12. Cookies
TeamSure uses only cookies it needs to work: a session cookie that keeps you signed in, and cookies that remember your settings. This website may set the same session cookie. When you add a card, Stripe sets its own cookies to prevent fraud. We don't use advertising or tracking cookies.
13. Children
TeamSure is for organisations and isn't aimed at children. Organisations may keep records about young workers, such as those on work experience, and are responsible for those records.
14. Changes to this notice
If we make a significant change, we'll email everyone with an account at least 14 days before it takes effect.
15. Contact us
Email info@teamsure.co.uk, use our contact form, or write to Lloyd Digital UK Ltd, Falcon Lodge, Sedgwick Lane, Horsham, RH13 6QD.