Overview
Eternal Pioneers Ltd, trading as Weekola ("we", "us", or "our"), operates the Weekola service and is the data controller for account, security, support, marketing-site and billing administration data. This notice explains what we collect, why, where it comes from, who receives it, and how long we keep it when you use weekola.com.
For employee and workforce records entered by a customer organisation, that organisation is normally the controller and Eternal Pioneers Ltd acts as its processor. Staff should first raise employment-record questions with their organisation; we will assist the organisation with rights requests.
Data comes from you, your organisation's owners or managers, other team members using shared workflows, Stripe billing events, and the device/browser used to access the service. A privacy notice describes processing; it is not a request for blanket consent.
Data we collect
We collect the following categories of data:
Account data
Name, email address, and hashed password when you create an account or are invited by an organisation owner.
Organisation data
Organisation name, billing contact details, and module subscription choices.
Workforce & operational data
Rota shifts, availability, attendance and timesheet entries, clock-in evidence, roles, branch access, swap and open-shift requests, leave requests and notes created by you, managers or colleagues. Sick-leave information can reveal health data and is treated as special-category data. When a manager uses Weekola Brain, the parts of this data needed to answer their request are also sent to our AI subprocessor — see “AI and automated decisions” below.
Location data
When clock-in geofencing is enabled by your organisation admin, we collect your device's GPS coordinates at the moment of clock-in. This data is only used to verify proximity to the configured workplace address and is not tracked continuously.
Usage data
Pages and features used, browser and device type, IP address, security events, and aggregate performance information from server logs, Vercel Analytics and Vercel Speed Insights.
Uploads and imports
Company logos are uploaded to private object storage and displayed only to authenticated members of that organisation. Team and rota CSV/TSV files are read in your browser; the original file is not uploaded or retained, but records you choose to import are saved in the service. Do not upload unnecessary personal data.
Messages and notification data
Support messages, transactional email delivery details, notification preferences, and browser push subscription endpoints and encryption keys.
Billing data
Payments are handled by our payment processor, Stripe. We never receive or store your card number. We store only what is needed to run your subscription and show you an accurate account: which modules you subscribe to, your subscription and trial status, renewal dates, the identifiers Stripe gives us (customer, subscription and invoice references), and a record of any refund we issue to you (its amount, reason and date). Card details shown to you in the app — such as the brand and last four digits — are fetched from Stripe when the page loads and are not kept in our database.
How we use your data
We use your data to:
- Provide and maintain the Weekola service.
- Authenticate users and protect accounts.
- Process billing and send transactional emails (e.g. receipts, password resets).
- Enforce geofencing rules configured by your organisation admin.
- Analyse usage patterns to improve the product.
- Respond to support requests.
- Comply with legal obligations.
Our lawful bases depend on the purpose: contract for account and paid service delivery; legitimate interests for service security, fraud prevention, support and proportionate product analytics; and legal obligation for tax, accounting, rights requests and regulatory duties. Where we process workforce data for an organisation, the organisation determines its Article 6 basis and any Article 9 condition. Health-related leave data must only be entered where the organisation has both a lawful basis and a valid special-category condition. We do not rely on employee consent where the employment relationship makes consent unlikely to be freely given.
AI and automated decisions
Weekola Brain lets a manager type or speak a request — for example, "Tom is sick tomorrow, find cover" — instead of using the rota, timesheet, leave or swap screens directly. To interpret the request and work out an answer, we send what you typed or said, together with the workforce data needed to resolve it (for example staff names, roles, shifts, availability and leave records, which can include health-related information), to OpenAI using its API. OpenAI processes this solely to generate a response and, under its API terms, does not use it to train its models.
We do not store a transcript of what you asked Weekola Brain or what it replied. What Brain proposes — a change to the rota, a leave decision, a swap approval or similar — is held only as a short-lived, structured record (the action proposed, the people and dates involved, and its status) until you confirm it or it expires; it is not free text. Nothing changes in Weekola until you explicitly confirm it, and Weekola Brain never makes a decision with legal or similarly significant effects about a worker on its own: every change goes through the same permissions, rules and audit trail as a manual change, and is attributed to the confirming manager.
Weekola Brain is available only to managers with the relevant permissions; staff members do not use it, and it does not message, contact or make decisions about them directly. It answers questions about your rota, attendance, leave and timesheets and prepares changes within your organisation's existing rules. It is not a general-purpose chatbot and is not intended or designed for support in a personal or medical crisis.
If we change how Weekola Brain processes data, add another AI provider, or introduce a feature that makes automated decisions without a manager's confirmation, we will complete a data-protection assessment, update this notice and identify the provider and purpose before that data is used.
Data retention
Active organisations retain their records until the organisation deletes them or closes the account. Pausing a subscription does not delete data. After organisation closure, operational personal data is deleted or irreversibly anonymised within 90 days, including backup expiry, unless a legal hold or a documented statutory retention duty applies.
Billing invoices, refunds and transaction evidence may be kept for up to 6 years for tax, accounting and legal claims. Security and audit records are kept only for the period reasonably needed to investigate abuse and support claims. The customer organisation decides its live workforce-record retention and must not keep health or location data longer than necessary.
Where workplace location verification is enabled, precise device coordinates, GPS accuracy and exact distance are minimised after 90 days. We retain the punch time and verification outcome with the attendance record for audit and payroll purposes.
CSV/TSV source files used for team or rota import are not retained by us. Expired authentication artefacts are removed on operational retention schedules. Current organisation logos remain until they are replaced or the organisation closes its account; superseded private objects are removed after replacement, and account deletion stops if current assets cannot be removed. A paused subscription follows the same security and retention controls as an active account.
We do not retain a transcript of a Weekola Brain conversation. A structured record of what Brain proposed (see "AI and automated decisions") is kept as part of your organisation's operational records in the same way as any other rota, leave or timesheet change, and follows the same retention as the rest of your workforce data above.
Your rights
Under UK and EU GDPR, you have the following rights with respect to your personal data:
- AccessRequest a copy of the data we hold about you.
- RectificationAsk us to correct inaccurate or incomplete data.
- ErasureRequest deletion of your data (subject to legal retention requirements).
- PortabilityReceive your data in a structured, machine-readable format.
- RestrictionAsk us to restrict processing in certain circumstances.
- ObjectionObject to processing based on legitimate interest.
To exercise any of these rights, email us at team@weekola.com. We normally respond within one month and may need to verify your identity.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
Security
We implement appropriate technical and organisational measures to protect your data, including TLS in transit, hashed passwords, private object storage, rate limiting, signed webhook verification, branch/role access controls and audit trails. No system is perfectly secure; if you believe your account has been compromised, contact us immediately.
Policy changes
We may update this policy from time to time. If we make material changes, we will notify account holders by email or via an in-app notice before the change takes effect. The effective date at the top of this page reflects the most recent update.
Contact us
For any privacy-related questions or to exercise your rights, please contact us at:
Eternal Pioneers Ltd (trading as Weekola)
Registered office: 13 Warren Terrace, Hertford, England, SG14 3JE
team@weekola.com