Privacy notice

How Flexiforce (Hartley People) looks after the personal information you give us to set you up on payroll and pay your wages.

Last updated 20 August 2026

Who we are

Flexiforce is a service of Hartley People Recruitment (Company Registration No. 339178), based in Waterford, Ireland. We are the “data controller” for the information you enter into Flexiforce Timex, which means we are responsible for looking after it. If you have any questions about your data, contact us at hello@hartleypeople.com.

What we collect

To pay you correctly and keep the records the law requires, we collect:

• Your name, address, phone number and email;
• Your PPS number and date of birth;
• Your bank details (bank, branch, sort code and account number) so we can pay your wages;
• An emergency contact you provide;
• The timesheets you submit and any documents (such as a visa or work permit) you or we upload.

Why we collect it, and our legal basis

We use this information to set you up on our payroll system, pay your wages, manage your assignment, and meet our legal obligations to Revenue (tax and PRSI). Our lawful bases under GDPR are performance of your contract with us and compliance with a legal obligation. We do not use your details for marketing.

Who can see it

• Flexiforce payroll staff — your full record, to run payroll.
• The team lead at the company you’re placed with — your timesheets and job details only, so they can approve your hours. They cannot see your bank details, PPS number or date of birth.
• You — you can view and update your own details at any time.

Companies that help us run the service

We use a small number of trusted suppliers who process data on our instructions, under contract:

• Supabase — securely hosts the database where your information is stored (in a data centre in West Europe / London), encrypted.
• Netlify — serves the website itself; it does not store your personal information.
• Resend — sends you account emails (such as your welcome and password-reset links); it only handles your name and email address.
• Sage — our payroll software, used to process and pay your wages.

Where your data is kept, and how it’s protected

Your data is stored within the EU/UK and is protected by encryption (in transit and at rest) and by strict access controls, so people only ever see the information they need. Access to your bank and PPS details is limited to Flexiforce payroll staff.

How long we keep it

We keep your payroll records for six years after your last assignment with us ends, because Revenue requires employers to retain these records. After that, we securely delete them.

Your rights

Under GDPR you have the right to see the information we hold about you, ask us to correct anything that’s wrong, and in certain circumstances ask us to delete it or restrict how we use it. To exercise any of these, contact hello@hartleypeople.com.

If you’re unhappy with how we’ve handled your data, you can complain to the Data Protection Commission (Ireland) at dataprotection.ie.

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