Terms & Conditions + Data Privacy Policy
Privacy Policy and Terms – ClearShiftWellbeing Ltd
ClearShiftWellbeing Ltd is committed to protecting the privacy and security of all users of its services. This document explains how data is collected, processed, stored, and used in relation to the ClearShiftWellbeing website and the ClearShiftWellbeing platform.
1. Overview
ClearShiftWellbeing provides a workplace wellbeing platform used by organisations to monitor and support employee wellbeing through structured check-ins and aggregated insights.
The platform is provided to organisations, and access is restricted to authorised users within those organisations. It is not intended for general public use.
ClearShiftWellbeing does not provide medical, clinical, safeguarding, legal, or HR decision-making services.
2. Definitions
For the purposes of this document:
• “Website” refers to the ClearShiftWellbeing public website used to provide information about the service and to submit enquiries.
• “Platform” or “App” refers to the ClearShiftWellbeing application and associated organisation dashboard used by registered organisations and their employees.
These are separate services with different data roles and responsibilities.
3. How the Platform Is Used
ClearShiftWellbeing is designed for use by organisations and their employees.
Organisations register for the service and provide access to authorised users within their workforce.
Employees use the Platform (App) to complete wellbeing check-ins. These responses are processed and presented to the organisation in an aggregated format to provide insight into overall wellbeing trends.
The Platform is not intended for general public use. Users cannot create accounts independently and must be invited or authorised by a registered organisation.
If the Platform is accessed without valid organisation credentials, it will not function.
The Website provides information about the service and allows organisations or individuals to submit enquiries.
4. Website Contact Form and Enquiries
When you submit an enquiry through the Website, we may collect the following personal data:
• name
• email address
• phone number
• any information you choose to include in your messageThis information is collected for the purpose of:
• responding to your enquiry
• providing information about our services
• communicating with you regarding your requestThe legal basis for this processing is legitimate interests, specifically to respond to enquiries and provide requested information.
Your data will not be used for unsolicited marketing and will not be shared with third parties for marketing purposes.
We retain this information only for as long as necessary to respond to your enquiry and manage any follow-up communication.
Users should avoid submitting sensitive personal or third-party data through the Website unless necessary.
5. Website Usage and Cookies
When visiting the Website, limited technical data may be collected automatically, including:
• IP address
• browser type
• device information
• pages visitedThis information is used to:
• maintain website functionality
• improve performance
• ensure securityCookies used on this Website are limited to essential functionality and basic performance analytics. No tracking or marketing cookies are used.
6. Data Roles and Responsibilities
For data collected via the Website:
ClearShiftWellbeing Ltd acts as the Data Controller. This includes information submitted through contact forms or general enquiries.
For data processed within the Platform (App):
Client organisations act as the Data Controller, as they determine how employee data is collected and used.
ClearShiftWellbeing Ltd acts as the Data Processor, providing the infrastructure and tools required to process data on behalf of those organisations.
7. Legal Basis for Processing
Processing of personal data within the Platform is carried out by client organisations under their lawful basis, which may include:
• legitimate interests
• legal obligations
• consent, where applicableClearShiftWellbeing processes Platform data only on behalf of client organisations and in accordance with their instructions.
8. Special Category Data
Some data processed through the Platform may relate to employee wellbeing and may be considered special category data under data protection law.
Such data is processed by the client organisation as Data Controller under their lawful basis, which may include explicit consent or employment-related obligations where applicable.
ClearShiftWellbeing processes this data only on behalf of the organisation and does not independently determine its use.
9. Data Processing (Platform)
ClearShiftWellbeing processes data solely to provide the functionality of the Platform.
This includes:
• receiving employee wellbeing check-in responses
• generating structured insights, including risk indicators
• displaying aggregated data within organisation dashboards
• enabling support request functionality where applicableClearShiftWellbeing does not use employee data for its own independent purposes and does not sell or commercially exploit any data.
10. Types of Data Processed
The Platform may process the following types of data:
• wellbeing check-in responses
• mood and stress indicators
• optional comments provided by users
• support request information where submitted
• limited identifying information where required
11. Data Storage and Security
All Platform data is securely stored and separated by organisation.
ClearShiftWellbeing implements appropriate technical and organisational measures to ensure data is protected against unauthorised access, loss, or misuse.
Data is only accessible to authorised users within the relevant organisation.
12. Sub-processors
ClearShiftWellbeing may use trusted third-party service providers to deliver the Platform, including hosting and infrastructure services.
All providers are subject to appropriate data protection and security obligations.
13. International Transfers
Where data is processed outside the UK or EEA, appropriate safeguards are implemented in accordance with applicable data protection laws.
14. Access to Data
ClearShiftWellbeing does not routinely access identifiable employee data within the Platform.
Access is limited to:
• system maintenance and troubleshooting
• technical support requested by client organisations
• legal or regulatory requirementsAll access is controlled and restricted.
15. Data Ownership
All data submitted through the Platform remains the property of the client organisation.
ClearShiftWellbeing does not claim ownership of any employee or organisational data.
16. Data Retention
Data retention periods for Platform data are determined by the client organisation.
ClearShiftWellbeing processes and stores data only in accordance with those instructions.
17. Employee Privacy
Employee check-ins are designed to support honest and open responses.
Data is presented to organisations in a structured and aggregated format to support wellbeing insight while maintaining appropriate levels of privacy.
Where a user chooses to request support and provides identifiable information, that information is made available to the organisation in accordance with its internal processes.
18. Use of Data by Organisations
Each organisation is responsible for how it uses data obtained through the Platform, including:
• interpretation of wellbeing insights
• responses to support requests
• internal HR or safeguarding actionsClearShiftWellbeing does not intervene in organisational processes.
19. Support and Safeguarding
If a user submits a support request through the Platform, it is directed to their organisation.
ClearShiftWellbeing:
• does not provide direct support
• does not monitor or follow up
• does not manage safeguarding processesAll responsibility for employee welfare remains with the organisation.
20. External Support Services
The Platform may display links to external support services or helplines.
These are provided for information only.
ClearShiftWellbeing does not operate or control these services and accepts no responsibility for their availability or outcomes.
21. App Access and Distribution
ClearShiftWellbeing is distributed as an unlisted application via the App Store.
The Platform (App) is not publicly searchable or accessible. Access is provided through organisations, and users must have authorised credentials to use it.
22. Platform Use Disclaimer
ClearShiftWellbeing does not guarantee:
• detection of all risks
• prevention of wellbeing issues
• completeness or accuracy of user input
• any specific organisational outcomeThe Platform provides insight only and does not replace management, HR, or safeguarding responsibilities.
23. Limitation of Liability
ClearShiftWellbeing Ltd is not liable for:
• decisions or actions taken by organisations
• internal HR or safeguarding outcomes
• misuse of data by organisations
• internal data breaches within organisations
• indirect or consequential lossesWhere legally permitted, total liability is limited to fees paid by the organisation in the previous 12 months.
24. User Rights
Users have rights under data protection law, including:
• access to personal data
• correction of inaccurate data
• deletion of data where applicableRequests relating to Platform data must be directed to the organisation acting as Data Controller.
25. Updates to This Policy
This document may be updated periodically.
Significant changes will be communicated to client organisations.
26. Contact
For general enquiries: