Privacy Policy

Flok Jobs Ltd

Effective Date: 1 February 2026

Your Privacy at a Glance

Flok Jobs Ltd ("Flok Jobs", "we", "us", "our") respects your privacy and is committed to protecting your personal data.

Key Points:

We collect only the data necessary to run our hospitality staffing platform
We never sell your personal data to third parties
You have full control over your data and can request access, correction, or deletion at any time
We use industry-standard security to protect your information
We comply with UK GDPR and the Data Protection Act 2018

This Privacy Policy explains in detail how we collect, use, store, and protect your personal data when you use our website www.flokjobs.com (the "Website"), our platform, or our services.

This Privacy Policy applies to:

Employers using Flok Jobs to book staff
Workers (chefs, FOH, porters, and other hospitality professionals) using Flok Jobs to find shifts
Visitors to our Website

1. Data We Collect

We collect and process the following categories of personal data:

For Workers:

Personal Details: Full name, contact information (email, phone, address), date of birth, gender
Emergency Contacts: Names and contact details of emergency contacts
Identification & Right to Work: Proof of right to work documentation, passport/national ID details, right to work verification records
Employment Details: CV, employment history, skills, qualifications, certifications, professional references
Payment Details: Bank account information, sort code, UTR (Unique Taxpayer Reference), National Insurance number
Compliance Records: Uniform compliance records, conduct records, shift attendance and performance records, training completion records
Profile Information: Profile photos (if uploaded), work preferences, shift availability
Communication Data: Messages, booking confirmations, support correspondence

For Employers:

Business Contact Information: Full name, company name, business address, phone, email, website
Business Verification: Company registration details, VAT number, business structure
Payment Details: Bank account information, payment method for platform fees
Booking & Engagement Records: Booking history, worker engagement records, shift preferences, job descriptions, role requirements
Communication Data: Messages with workers, support correspondence, feedback

For Website Visitors:

Technical Data: IP address, browser type, operating system, device type, internet service provider
Usage Data: Pages visited, time spent on pages, links clicked, login activity, search queries
Cookies & Analytics: First-party and third-party cookies, pixel tags, and similar tracking technologies (see Section 8 for detailed information)

2. How We Use Your Data

We use your data for the following purposes:

Service Delivery: Facilitate worker and employer matching via the Flok Jobs platform
Booking & Payments: Process bookings, cancellations, and payments securely
Compliance & Verification: Verify worker eligibility, conduct right-to-work checks, and ensure compliance with UK employment law, HMRC requirements, and Home Office regulations
Conduct Management: Monitor conduct, uniform compliance, and quality standards to maintain service integrity
Dispute Resolution: Manage booking disputes, cancellations, and customer complaints
Customer Support: Provide customer support via email, chat, or phone
Service Improvement: Improve our website, services, and user experience through analytics and feedback
Communications: Send important updates about your account, shifts, legal obligations, and service changes
Legal Compliance: Comply with legal, tax, and regulatory requirements including HMRC obligations and employment law
Fraud Prevention: Detect, prevent, and address fraud, security, and technical issues
Marketing: Send promotional content and marketing communications (only with your explicit consent via opt-in)

We will never sell your personal data to third parties.

3. Lawful Basis for Processing

Under UK GDPR and the Data Protection Act 2018, we process your data based on:

Contract: To provide the services you signed up for (matching, payments, booking confirmations, shift management)
Legal Obligation: To comply with UK law including:
- HMRC tax reporting requirements
- Home Office right-to-work checks
- Employment law requirements
- Health and safety regulations
- Anti-money laundering regulations
Legitimate Interests: For service improvements, fraud prevention, security, and business operations. Our legitimate interests include:
- Preventing fraud and maintaining platform security
- Improving our services based on usage patterns
- Conducting internal business analytics
- Managing our business operations efficiently
- Detecting and preventing misuse of our platform
We only rely on legitimate interests where your rights and freedoms do not override our interests.
Consent: Where you have explicitly opted in to:
- Marketing communications (promotional emails, SMS, or notifications)
- Non-essential cookies
- Other optional processing activities

You can withdraw your consent at any time by contacting us or using the unsubscribe link in our emails.

4. Data Sharing

We share your data only when necessary to deliver our services or comply with legal obligations.

Who We Share With:

Employers (if you are a Worker): To allow them to engage you for work, review your profile, and manage shifts
Workers (if you are an Employer): To allow them to fulfil your bookings and communicate about shifts
Payment Processors: Service providers such as Stripe or GoCardless for secure payment processing and financial reconciliation
HMRC & Tax Authorities: For tax reporting, right-to-work verification, and compliance with financial regulations
Home Office: For right-to-work checks and immigration compliance verification
IT & Hosting Providers: Cloud infrastructure providers (e.g., AWS, Microsoft Azure), website hosting providers, and database management services located in the UK/EEA
Analytics Providers: Google Analytics (which may transfer data to the US under appropriate safeguards) for understanding user behaviour and service improvement
Legal & Compliance Partners: Our legal advisors, compliance consultants, and regulatory consultants
Service Providers: Other third-party service providers who assist us in delivering our platform and services
Regulators & Authorities: Where required by law, regulators, law enforcement agencies, or courts may require us to disclose your data

Data Sharing Safeguards:

Third parties who process data on our behalf operate under strict obligations:

Data Processing Agreements (DPAs) that comply with UK GDPR
Appropriate technical and organisational security measures
Restrictions on data use - they can only use your data for the specific purposes we've authorized
Confidentiality obligations - they must respect your privacy and data protection rights
Prohibition on unauthorized disclosure - they cannot share your data with other parties without our authorization

We carefully vet all service providers before engaging them and regularly review their security and compliance practices.

5. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy, and in accordance with UK GDPR principles and applicable law:

Active Account Data: Retained while your account is active and you continue using our services
Worker Records: Retained for 6 years after your last engagement with the platform (for tax and legal purposes)
Employer Records: Retained for 6 years after your last booking activity (for legal and contractual purposes)
Payment & Financial Records: Retained for at least 7 years in line with HMRC requirements and tax law obligations
Right-to-Work Verification Records: Retained in accordance with Home Office requirements (typically 2 years after the employment relationship ends, or for the duration of any ongoing legal obligations)
Dispute & Complaint Records: Retained for 6 years to defend potential legal claims
Marketing Data: Retained until you withdraw consent or we determine it's no longer necessary
Cookies & Analytics Data: Retained in accordance with our Cookie Policy (typically 12-24 months)

Retention Justification:

These periods are necessary to:

Comply with tax and financial regulations (HMRC requires 6-7 years for business records)
Defend against potential employment disputes or legal claims
Verify compliance with right-to-work regulations
Maintain audit trails for security and fraud detection
Support ongoing platform operations and service improvement

Secure Deletion:

After the retention period expires, we will:

Securely delete your personal data using industry-standard deletion methods
Anonymise data where it's useful for statistical purposes but no longer needs to identify you
Retain data longer only if required by law or court order

If you close your account, non-essential data (such as profile photos and preferences) will be deleted within 30 days, while legally required records will be retained for the applicable statutory period.

6. International Data Transfers

We primarily store data within the United Kingdom and European Economic Area (EEA) on secure UK-based servers.

When International Transfers Occur:

Some of our service providers may transfer data outside the UK/EEA. When this happens, we ensure appropriate safeguards are in place:

Google Analytics: May transfer data to the United States. Google is certified under the EU-U.S. Data Privacy Framework and we use Standard Contractual Clauses.
Cloud Storage Providers: We use UK and EEA-based data centers wherever possible. Any international transfers are protected by:
- UK-approved Standard Contractual Clauses (SCCs)
- Adequacy decisions recognised by the ICO (for countries deemed to have adequate data protection laws)
- Supplementary security measures including encryption and access controls

For detailed information about specific transfers, please contact us at support@flokjobs.com.

7. Your Rights

You have the following rights under UK GDPR and the Data Protection Act 2018:

Right of Access: Request a copy of your personal data and information about how we process it
Right to Rectification: Request correction of inaccurate or incomplete data
Right to Erasure ("Right to be Forgotten"): Request deletion of your data, subject to legal obligations and retention requirements
Right to Restrict Processing: Request that we limit how we use your data while we consider a request or resolve a dispute
Right to Data Portability: Obtain your data in a machine-readable format (such as CSV or JSON) and request we transfer it to another service provider
Right to Object: Opt out of certain uses of your data, including:
- Processing based on legitimate interests
- Direct marketing (you can opt out at any time)
- Automated decision-making
Right to Withdraw Consent: Withdraw consent for processing where consent is the lawful basis (you can do this at any time without affecting the lawfulness of processing before withdrawal)
Rights Relating to Automated Decision-Making: We do not currently use fully automated decision-making that produces legal or similarly significant effects. If this changes, we will update this policy and inform you of your rights to human review.

How to Exercise Your Rights:

Please contact us at:

Email: support@flokjobs.com
Post: Flok Jobs Ltd, 128 City Road, London, United Kingdom, EC1V 2NX

Response Time:

We will respond to your request within 30 calendar days
For complex requests, we may extend this by a further 60 days and will notify you with an explanation
We will verify your identity before processing requests to protect your data security
No Fee (Usually): Most requests are free. We may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive.

8. Cookies & Tracking Technologies

Our Website uses cookies and similar tracking technologies to enhance your experience, analyse usage, and deliver personalised content.

Types of Cookies We Use:

Essential Cookies: Required for basic website functionality (login, security, session management, platform operations). These cannot be disabled.
Analytical Cookies: Used to understand user behaviour and improve our services (e.g., Google Analytics). These help us see which pages are most popular and how users navigate our site.
Marketing Cookies: Used to deliver targeted advertising and track campaign effectiveness. These are only set with your consent.
Third-Party Cookies: Set by external partners (Google Analytics, advertising networks) for analytics, advertising, and functionality.

Cookie Management:

You can control your cookie preferences in several ways:

Cookie Consent Banner: When you first visit our site, you can choose which types of cookies to accept
Cookie Settings: You can change your preferences at any time via the "Cookie Settings" link in our website footer
Browser Settings: You can block or delete cookies through your browser settings, though this may affect website functionality

For detailed information about:

Specific cookies we use (names, purposes, durations)
How long each cookie persists
How to manage your cookie preferences
How to opt out of non-essential cookies

Please refer to our Cookie Policy (available at www.flokjobs.com/cookies)

Third-Party Analytics:

We use Google Analytics to understand how users interact with our platform. Google Analytics uses cookies to collect information such as:

How often users visit our site
Which pages they visit
Which features they use

This information is aggregated and anonymous. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

9. Data Security

We take data security seriously and have implemented comprehensive technical and organisational measures to safeguard your personal data.

Technical Security Measures:

Encryption in Transit: All data transmitted between your device and our servers is encrypted using TLS/SSL with 256-bit encryption
Encryption at Rest: Sensitive data stored on our servers is encrypted using AES-256 encryption (bank details, identification documents, passwords)
Secure Infrastructure: We use industry-leading cloud providers with ISO 27001 certification and regular security audits
Firewalls & Intrusion Detection: Multi-layered firewalls and real-time intrusion detection systems monitor for suspicious activity
Regular Security Updates: We apply security patches and updates promptly to all systems and software
Secure Password Management: Passwords are hashed and salted using bcrypt or similar industry-standard algorithms - we never store passwords in plain text
Access Controls: Role-based access controls ensure staff can only access data necessary for their job function

Organisational Security Measures:

Limited Access: Only authorised personnel can access personal data, on a need-to-know basis
Data Access Logging: All access to personal data is logged and monitored for unusual activity
Employee Training: All staff receive regular data protection and security awareness training
Background Checks: Key personnel with access to sensitive data undergo background verification
Security Audits: We conduct regular internal security audits and engage third-party penetration testers annually
Incident Response Procedures: We have documented procedures for detecting, responding to, and reporting security incidents
Vendor Management: All third-party providers are assessed for security compliance before engagement

Your Responsibility:

Account Security: You are responsible for:

Keeping your password confidential and secure
Using a strong, unique password for your Flok Jobs account
Logging out after using shared or public devices
Notifying us immediately if you suspect unauthorized access to your account

Important Security Notice:

No method of transmission over the internet or electronic storage is 100% secure. While we implement industry-standard security measures and continually work to improve our security posture, we cannot guarantee absolute security.

If you become aware of any security vulnerability or incident, please report it immediately to support@flokjobs.com.

10. Complaints & Data Protection

If you have concerns about how we handle your data, we want to hear from you.

Email: support@flokjobs.com
Post: Flok Jobs Ltd, 128 City Road, London, United Kingdom, EC1V 2NX

We will:

Acknowledge your complaint within 5 working days
Investigate thoroughly and respond within 30 calendar days
Provide a clear explanation of our findings and any actions taken

Escalation to the ICO:

If you're not satisfied with our response, or prefer to contact the regulator directly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

Website: www.ico.org.uk
Phone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

The ICO provides guidance and can investigate complaints about data protection violations.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

How We Notify You:

Minor Changes:

Posted on our Website with a new "Last Updated" date
No additional notification required

Significant Changes:

Email notification sent to the email address associated with your account
Prominent notice displayed on our Website and platform
Reasonable notice period before changes take effect (typically 30 days)

What Constitutes a Significant Change:

Changes to the types of data we collect
New purposes for processing data
Changes to data sharing practices
Changes to your rights
Changes to retention periods
Changes to international transfers

Your Acceptance:

Your continued use of our services after the effective date of an updated Privacy Policy constitutes your acceptance of the changes. If you do not agree with the updated policy, you may close your account by contacting us at support@flokjobs.com.

Policy Archive:

Previous versions of this Privacy Policy are available upon request.

12. Contact Us

If you have any questions about this Privacy Policy, our data practices, or your data rights, please contact us:

Flok Jobs Ltd

Address: 128 City Road, London, United Kingdom, EC1V 2NX

Email: support@flokjobs.com

Website: www.flokjobs.com

Data Protection Officer: support@flokjobs.com

Response Times:

General inquiries: Within 5 working days
Data subject requests: Within 30 calendar days
Security incidents: Immediate acknowledgment, full response within 72 hours

Version Control

Document Version: 2.0
Effective Date: 1 February 2026
Last Updated: 22 January 2026
Next Review Date: 1 February 2027

Legal Compliance Statement

This Privacy Policy is compliant with:

UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Privacy and Electronic Communications Regulations (PECR)
Relevant sector-specific regulations (HMRC, Home Office, employment law)

This policy is regularly reviewed and updated to maintain compliance with evolving legal requirements and best practices.

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