Privacy notice
Last updated 27 August 2026
Vicis is workforce software. Your employer decides what is held about you here; we hold it on their behalf, and this notice says what that means in practice.
Who holds your data
Your employer is the controller: they decide what is recorded and why. Vicis is the processor — we store and process it under their instructions and for no purpose of our own. We never sell it, and we never use it to train anything.
What is held
Your name and work contact details; which sites you are assigned to; the week you said you are available; the shifts you were scheduled; when you clocked in and out and the breaks you took; jobs assigned to you and how long they took; your approved hours per payroll period; and your pay rate. Your employer can produce all of it as a file.
Why
To work out how many people are needed, to build and publish a schedule, to record hours worked, and to produce a file your employer's payroll system can read. Nothing here is used for anything else.
What is deliberately not held
No national identity number, no bank details, no signed-contract archive — those belong to the payroll system that already has them. No location tracking of any kind: Vicis records no coordinates, at clock-in or at any other moment, and there is no code in it that could.
How long
Messages sent to you are kept 90 days. Device tokens registered by your phone are kept 180 days after last use. One-off changes to your availability are kept two years. Hours, timesheets, pay rates and the schedule they came from are kept as long as your employer must keep payroll records, which is set by the law where they operate rather than by us.
Asking what is held
You can produce a complete, machine-readable copy of everything held about you from inside Vicis, yourself, without asking anybody. It covers every collection that holds anything about you, and says so even where the answer is nothing.
Having it erased
Once your employment has ended, your employer can erase you. Your name, contact details and sign-in link are destroyed and cannot be recovered. What remains is the payroll record — hours, timesheets, rates — with nobody attached to it, because those figures were already reported and your employer is required to keep them.
Who else touches it
Clerk for sign-in, MongoDB Atlas for the database, Vercel for hosting, Resend for email and Firebase for push notifications. Each holds only what its job needs, and the full list with the data each receives is in our processor agreement.
To ask what is held about you, or to have it erased, speak to your employer — they can produce both from within Vicis. If they cannot, write to us and we will help them.