Cogs.Systems is a subsidiary of Global Village Worker Ltd. Any reference to COGS, Cogs, Cogs Services also includes Global Village Worker Ltd and vice versa.
Global Village Worker Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website:
Information about Cogs.Systems
Our Site is owned and operated by Global Village Worker Ltd, a company registered in England under company number 12888898, Registered office address , 4 Old Park Lane, London, England, W1K 1QW (referred to as GVW)
1. What does this Policy Cover?
2. What is Personal Data
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information, such as your name and contact details, but it also covers less obvious information, such as identification numbers, electronic location data, and other online identifiers.
A few of these include:
CalOPPA in the USA
GDPR in the EU
PIPEDA in Canada
POPI in South Africa
3. What are my rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
3.2 The right to access the personal data we hold about you. Part 9 will tell you how to do this.
3.3 The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 9 to find out more.
3.4 The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of your personal data that we hold. Please contact us using the details in Part 9 to find out more.
3.5 The right to restrict (i.e. prevent) the processing of your personal data.
3.6 The right to object to us using your personal data for a particular purpose or purposes.
3.7 The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent.
3.8 The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for performing a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service most times.
3.9 Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 9.
It is important that your personal data we hold are correct and up to date. If any of the information we hold about you changes, please keep us informed as long as we have that data.
If you have any cause for complaint about our use of your personal data, you may lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 9.
4. What Personal Data do you Collect and How?
4.1 Data Collected when visiting our website
Our Site collects certain information automatically, including your IP address, the type of browser you are using, and certain other non-personal data about your computer or device, such as your operating system type or version, and display resolution.
If you send us an email, we may collect your name, your email address, and any other information which you choose to give us. For the Data Protection Legislation, we are the data controller responsible for such personal data.
The lawful basis under the Data Protection Legislation that allows us to use such information is article 6(1)(f) of the UK GDPR which allows us to process personal data when it is necessary for our legitimate interests, in this case, the proper operation and functionality of Our Site. If you contact us as described above, we will require you to consent to our use of your personal data to contact you. Here, our lawful basis for using your personal data will be article 6(1)(a) of the UK GDPR, which allows us to use your personal data with your consent for a particular purpose or purposes.
4.2 Data Collected when you or your employer are a registered user of Cogs.Systems
Cogs.Systems collects and processes a range of personal information (personal data) about you. Personal data means any information about an individual from which they can identify the person. This includes
Personal contact details, such as your name, title, address and contact details, including email address and telephone number;
4.2.1 date of birth;
4.2.3 the terms and conditions of your engagement;
4.2.4 details of disciplinary actions, reprimands, warnings and commendations in relation to your employment history
4.2.5 details of your qualifications, skills, experience and career history, including start and end dates, with previous employers and with Cogs.Systems;
4.2.6 information about your remuneration, including entitlement to benefits such as pensions;
4.2.7 details of your bank account, tax status and national insurance number or social security number
4.2.8 information about your marital status, next of kin, dependants and emergency contacts;
4.2.9 information about your nationality and entitlement to work regarding visa requirements
4.2.10 copy of driving licence;
4.2.11 details of periods of leave taken by you, such as holidays, and the reasons for the leave;
4.2.12 information about medical or health conditions, including whether you have a disability for which Cogs.Systems need to make reasonable adjustments;
4.2.13 details of your schedule (working days, working hours and details of when you are not available for work) and attendance at work;
4.2.14 details of your schedule (working days, working hours and details of when you are not available for work) and attendance at work;
4.2.15 details of trade union membership;
4.2.16 information about your criminal record.
Cogs.Systems collect this information in a variety of ways. For example, they collect data through the application, information provided by yourself ,information provided by your employer/carer/agency.company on registration with us and during work-related activities throughout the period of work..
Sometimes, Cogs.Systems collects personal data about you from third parties, such as references supplied by former employers , information from background check providers and information from criminal records checks permitted by law.
Data is stored in a range of different places, including in your personnel file, in Cogs.Systems’s HR systems and in other IT systems (including Cogs.Systems’s email system).
5. Situations In Which We Will Use Your Personal Information
Where we collect any personal data, it will be processed and stored securely, for no longer than is necessary considering the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the Data Protection Legislation at all times. For more details on security, see Part 7, below.
5.1 Data Collected when visiting our website
If you contact us and we get your personal details from your email, we may use them to respond to your email. The other technical data referred to above is necessary for the technical operation of Our Site and will not normally be used to identify you.
All emails containing your personal data will be deleted no later than six years after the subject of your email has been resolved and no other personal data will be kept for any longer than is necessary.
We will share none of your personal data with any third parties for any purposes other than storage on an email and/or web hosting server
5.2 Data Collected when you or your employer are a registered user of Cogs.Systems
Your data will be stored to facilitate use of the Cogs System for which you/ your employer/ contracting agency signed up for.
Your information can be used in the following situations:
5.2.1 maintain accurate and up-to-date HR records and contact details (including details of whom to contact in the event of an emergency), and records of worker’s contractual rights;
5.2.2 check you may legally work where you live;
5.2.3 pay you where applicable;
5.2.4 keep a record of working hours and holiday to allow effective workforce management;
5.2.5 keep a record of absence to allow effective workforce management and ensure that workers are receiving the pay to which we entitle them;
5.2.6 ensure effective general HR and business administration; and
5.2.7 deal with legal disputes.
6. How and Where Do You Store My Data?
We store some or all of your personal data in countries outside of the UK. We know these as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation:
We ensure that we protect your personal data under binding corporate rules. Binding corporate rules are a set of common rules which we require all our group companies to follow when processing personal data. For further information, please refer to the Information Commissioner’s Office.
Please contact us using the details below in Part 9 for further information about the particular data protection safeguards used by us when transferring your personal data to a third country.
Personal data security is essential to us and to protect personal data, we take the following measures:
6.1 limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
6.2 procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;
7. Do You Share My Personal Data?
Your information will be shared internally, including with senior members of GVW or administrative staff using the COGS System in execution of their duties, your employer, the Agency that appointed you, payroll as applicable
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if it involved us in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority
If any personal data is transferred outside of the UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as explained above in Part 7.
In some limited circumstances, they may legally require us to share certain personal data, which might include yours, if they involve us in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
The Company shares your data with third parties where required by law, where it is necessary in order to administer the working relationship with you or where we have another legitimate interest in doing so. The following services are carried out by third party service providers: payroll, pension administration. The Company may also share your data with other third parties, for example, in a sale of some or all of its business. In those circumstances, the data will be subject to confidentiality arrangements.
8. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). We know this as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 9.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) we may charge a fee to cover our administrative costs in responding.
We will respond to your subject access request within 30 days of receiving it. Normally, we aim to completely respond, including a copy of your personal data within that time. Sometimes, however, particularly if your request is more complex, we may require more time up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
9. How Do I contact you?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details
For the attention of Yolanda Kriel,
We may change this Privacy Notice of time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.