Privacy Policy

Last updated: 27 June 2026

This Privacy Policy explains how Bitmosys Limited (“Bitmosys”, “we”, “us”, or “our”) collects, uses, shares, and protects personal data when you visit our website, contact us, or use our staffing software (the “Service”). We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

1. Who we are

Bitmosys Limited is a company registered in England and Wales (company number [COMPANY NUMBER]), with its registered office at [REGISTERED OFFICE ADDRESS]. For the purposes covered by this policy, Bitmosys is the “data controller” of your personal data.

If you have any questions about this policy or how we handle your data, you can contact us at contact@bitmosys.com or by post at the address above. Where required, we are registered with the Information Commissioner’s Office (ICO) under registration number [ICO REGISTRATION NUMBER].

2. Controller and processor roles

When you use our Service as a customer (a staffing agency), you are the data controller of the personal data you upload about your workers, candidates, and clients, and Bitmosys acts as a data processor on your behalf. Our processing of that data is governed by a separate Data Processing Agreement (DPA) between us and you, not by this Privacy Policy.

This Privacy Policy covers the personal data for which Bitmosys is the controller — principally data about visitors to our website, prospective customers, and the individuals who administer customer accounts.

3. The personal data we collect

We collect and process the following categories of personal data:

• Information you give us. Your name, business name, job title, email address, telephone number, and the content of any messages when you fill in a contact or demo request form, sign up for a trial, subscribe to updates, or correspond with us.
• Account information. Login credentials, account settings, and billing details if you become a customer.
• Information collected automatically. When you visit our website we may collect your IP address, device and browser type, operating system, referring pages, pages viewed, and usage patterns, collected through cookies and similar technologies (see our Cookie Policy).
• Information from third parties. We may receive business contact details and company information from publicly available sources and analytics or marketing providers.

We do not seek to collect special category data (such as health or biometric data) about website visitors. Any special category data processed within the Service on behalf of our customers is handled under the relevant DPA.

4. How and why we use your data

We use your personal data only where we have a lawful basis to do so under the UK GDPR:

• To provide and manage the Service — to create and administer your account, deliver the features you request, and provide customer support. Lawful basis: performance of a contract.
• To respond to enquiries — to answer your questions and arrange demos. Lawful basis: legitimate interests / steps prior to a contract.
• To process payments and manage billing — for customers on a paid plan. Lawful basis: performance of a contract / legal obligation.
• To send service and marketing communications — including operational notices and, where permitted, information about our products. You can opt out of marketing at any time. Lawful basis: legitimate interests and/or consent.
• To improve and secure our website and Service — to analyse usage, troubleshoot, prevent fraud, and keep our systems secure. Lawful basis: legitimate interests; consent for analytics cookies.
• To comply with legal obligations — including accounting, tax, and regulatory requirements. Lawful basis: legal obligation.

5. Cookies and similar technologies

We use strictly necessary cookies to make our website work, and — only with your consent — analytics cookies to understand how the site is used. You can accept or reject non-essential cookies and change your choice at any time. For full details, see our Cookie Policy.

6. Who we share your data with

We may share your personal data with:

• Service providers who process data on our behalf, such as cloud hosting, payment processing, email delivery, customer support, and analytics providers. These providers act only on our instructions under written contracts.
• Professional advisers such as accountants, auditors, and lawyers, where necessary.
• Authorities and regulators where we are required to do so by law, or to establish, exercise, or defend legal claims.
• Successors in title in connection with a merger, acquisition, or sale of assets, subject to appropriate safeguards.

We do not sell your personal data.

7. International data transfers

We aim to store and process personal data within the UK and European Economic Area (EEA). Where data is transferred outside the UK/EEA, we ensure an appropriate safeguard is in place, such as a UK adequacy regulation or the International Data Transfer Agreement (IDTA) / UK Addendum to the EU Standard Contractual Clauses.

8. How long we keep your data

We keep personal data only for as long as necessary for the purposes described in this policy, including to satisfy any legal, accounting, or reporting requirements. Account data is retained for the duration of your relationship with us and for a reasonable period afterwards; enquiry data is kept for as long as needed to deal with your request and our legitimate business interests. When data is no longer required, we securely delete or anonymise it.

9. How we protect your data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse, including encryption in transit, access controls, and regular security reviews. No method of transmission or storage is completely secure, but we work continuously to safeguard your data.

10. Your rights

Under the UK GDPR, you have the right to:

• access the personal data we hold about you;
• request correction of inaccurate or incomplete data;
• request erasure of your data in certain circumstances;
• restrict or object to our processing of your data;
• data portability, where applicable;
• withdraw consent at any time, where our processing is based on consent; and
• object to direct marketing at any time, free of charge.

To exercise any of these rights, contact us at contact@bitmosys.com. We will respond within the timeframes required by law. You will not normally have to pay a fee.

11. Complaints

If you have a concern about how we handle your data, please contact us first so we can try to resolve it. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority, at ico.org.uk or by calling 0303 123 1113.

12. Third-party links

Our website may contain links to third-party sites. We are not responsible for the privacy practices or content of those sites and encourage you to read their privacy policies.

13. Children’s privacy

Our website and Service are intended for businesses and are not directed at children. We do not knowingly collect personal data from children.

14. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the “Last updated” date above. Where changes are significant, we will provide a more prominent notice.

15. Contact us

If you have any questions about this Privacy Policy or our data practices, please contact us at contact@bitmosys.com or write to Bitmosys Limited, [REGISTERED OFFICE ADDRESS].