Privacy Policy and GDPR compliance

Privacy Policy

Last Updated: 15th June 2016

Team Absence Ltd ("us", "we", or "our") operates the web application ( - the "Service").

This page informs you of our policies regarding the collection, use and disclosure of Personal Information when you use our Service.

We will not use or share your information with anyone except as described in this Privacy Policy.

We use your Personal Information for providing and improving the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible at

Information Collection And Use

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to, your email address, name, phone number, other information ("Personal Information").


Cookies are files with small amounts of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer's hard drive.

We use "cookies" to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you will not be able to use our Service.

Log Data

We collect information that your browser sends whenever you visit our Service ("Log Data"). This Log Data may include information such as your computer's Internet Protocol ("IP") address, browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages and other statistics.

In addition, we may use third party services such as Google Analytics that collect, monitor and analyze this type of information in order to increase our Service's functionality. These third party service providers have their own privacy policies addressing how they use such information.

Service Providers

We may employ third party companies and individuals to facilitate our Service, to provide the Service on our behalf, to perform Service-related services or to assist us in analyzing how our Service is used.

These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Compliance With Laws

We will disclose your Personal Information where required to do so by law or subpoena or if we believe that such action is necessary to comply with the law and the reasonable requests of law enforcement or to protect the security or integrity of our Service.


We may use your Personal Information to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send.

Business Transaction

If Team Absence Ltd is involved in a merger, acquisition or asset sale, your Personal Information may be transferred. We will provide notice before your Personal Information is transferred and becomes subject to a different Privacy Policy.


The security of your Personal Information is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.

Links To Other Sites

Our Service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over, and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

International Transfer

Your information, including Personal Information, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.

If you are located outside United Kingdom and choose to provide information to us, please note that we transfer the information, including Personal Information, to United Kingdom and processes it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Children's Privacy

Our Service does not address anyone under the age of 13 ("Children" or "Child").

We do not knowingly collect personally identifiable information from children under 13. If you are a parent or guardian and you are aware that your Children has provided us with Personal Information, please contact us. If we discover that a Child under 13 has provided us with Personal Information, we will delete such information from our servers immediately.

Changes To This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Data Center

General Data Protection Regulation (GDPR)

Team Absence comply with the principles of the General Data Protection Regulation of May 2018. We have appointed a Data Protection Officer and our privacy policies and security are a core part of how we do things.

The regulations require us to be clear about what information we are storing, how we are storing it and who can access it...

We store only the information, as collected by you that is required to provide the service. Each of your staff have Individual logins, which means they can easily check their information and ensure it is up to date. This ensures you meet your legal obligations as an employer.

All data is encrypted in transit, and all your HR data is stored encrypted at rest. All your data is stored, and all processing of your data takes place, within the EU.

Our servers are hosted by AWS. Data centre access is limited to AWS employees and servers are physically protected by biometric scanning, security camera monitoring and 24×7 onsite staff to prevent unauthorised entry. All facilities are unmarked to help maintain a low profile, and are independently audited by specialist physical security firms. AWS data centre and network architecture are built to satisfy the requirements of the most security-sensitive organizations. You can download their full security overview PDF from AWS.

We have policies and access controls in place that ensure that staff at Team Absence only have access to data under limited conditions. Using our software, you can also control the permissions and access rights of individuals within your company to control who is able to access sensitive data.

Are you compliant with the GDPR?

Based on our self-assessment, we are currently compliant.

Who is the official Data Protection officer for your organisation?

Rik Heywood. You can contact them via

Where is our data held?

Within the EU, in Amazon's Ireland data centres.

Can you remove all data we have provided you on a employee and are you able to do this in a timely manor?

Yes, just contact or

How long do you retain our employee data?

We keep backups for 30 days for data recovery purposes.

Do you market other products or services to the employees we add to the system?


Do you have a process in place for reporting personal data breaches to affected parties within the required 72 hours?

Yes we do.