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Your data rights
Last updated:
At a glance
This summary sets out the key points of this guide. The full detail is in the sections that follow.
- You have rights over your personal information. You can ask to see it, correct it, and in some cases delete it, restrict its use, object to its use or receive a copy to take elsewhere.
- Start in the right place. If a business added you to our Platform to pay you or run its payroll, that business is in charge of your information, so contact it first. If a Native Teams company is your legal employer, engaged you directly, or you use our services in your own name, contact us.
- Many things you can do yourself. You can view and update many of your details, and download documents such as your payslips, directly in the Platform.
- Making a request is free and simple. You can send us a request by email, and we will usually respond within one month.
- Some information must be kept by law. Employment, payroll and tax laws often require records to be kept for several years, which can limit deletion. We will always explain if this applies.
- You can always complain. If you are not satisfied, you can raise a complaint with us and with a data protection authority.
About this guide
This guide explains, in plain language, the rights you have over your personal information when you are employed, engaged or paid through Native Teams, or when you use the Native Teams Platform in your own name. It explains what each right means, when it applies, how to use it, and what you can expect from us when you do.
This guide should be read together with our Individual Privacy Notice, which explains what information is collected about you, how it is used and who is responsible for it, and our Privacy Policy. In this guide, "Native Teams", "we", "us" and "our" refer to Native Teams Limited and, where relevant, the other companies in the Native Teams group.
Your rights come mainly from the UK General Data Protection Regulation and the EU General Data Protection Regulation. Many other countries have similar laws, and if the law of the country where you live or work gives you additional rights, we will respect them.
Who to contact about your rights
Who you should contact depends on who is responsible for your information. As explained in our Individual Privacy Notice, Native Teams is primarily a processor, which means that in most cases we handle your information on behalf of the business you work for and in line with its instructions. In those cases, the business is the controller and is responsible for responding to your request. Native Teams is the controller only in limited situations.
If you are not sure who to contact, you can always contact us. We will either respond to your request ourselves or make sure it reaches the right organisation, and we will tell you what we have done.
Your rights explained
This section explains each of your rights. Some rights apply in all circumstances, while others apply only in certain situations or are limited by other laws, particularly laws that require employers and payroll providers to keep records. Where a right does not apply to your request, we will explain why.
The right to be informed
You have the right to clear information about how your personal information is used, including who is responsible for it, why it is used, who it is shared with, how long it is kept and what rights you have. Our Individual Privacy Notice and Privacy Policy provide this information. Where a business is the controller of your information, its own privacy notice will also apply.
The right of access
You have the right to ask for confirmation of whether your personal information is being used and, if it is, to receive a copy of it, together with information about how it is used. This is often called a subject access request.
Many of your documents are available to you at any time in the Platform, including your payslips, your employment contract or contractor agreement, and your personal details. You do not need to make a formal request to see these. If you would like a full copy of the information held about you, you can make a request as described later in this guide.
We will provide your information in a clear and accessible format, usually electronically. We may not be able to provide information that would reveal personal information about other people, information that is legally privileged, or information that the law otherwise allows us to withhold. If we withhold any information, we will tell you, unless the law prevents us from doing so.
The right to rectification
You have the right to ask for inaccurate personal information to be corrected and for incomplete information to be completed. Accurate information is particularly important in employment and payroll, because it is used to pay you correctly and to make filings with the authorities on your behalf.
You can update many of your details yourself in the Platform, such as your contact details, address and, where available, your bank details. Some changes, such as changes to your tax details or your contract, may need to be confirmed by the business you work for or checked against supporting documents before they take effect. If information that has already been reported to an authority was incorrect, we or the business you work for will correct it in the next filing, or make a correction filing where the law requires.
The right to erasure
You have the right to ask for your personal information to be deleted in certain circumstances, for example where it is no longer needed for the purpose for which it was collected, where you have withdrawn your consent and there is no other legal basis for using it, or where it has been used unlawfully. This is sometimes called the right to be forgotten.
This right is not absolute. Employment, payroll, tax, social security and anti-money laundering laws in many countries require employers and payroll providers to keep certain records for several years after employment or a business relationship ends. Information may also need to be kept to establish, exercise or defend legal claims. In those cases, the information cannot be deleted until the required period has ended, but it will be kept securely and used only for the purpose for which it must be retained. We will always explain which information we can delete and which information must be kept, and why.
The right to restriction
You have the right to ask for the use of your personal information to be restricted in certain circumstances, for example while the accuracy of the information is being checked, while an objection you have made is being considered, or where you need the information to be kept for a legal claim but would otherwise have asked for it to be deleted. When information is restricted, it can still be stored, but it can be used only with your consent, for legal claims, to protect the rights of another person, or for important reasons of public interest.
The right to object
You have the right to object to the use of your personal information where it is based on legitimate interests. If you object, the use of your information must stop, unless there are compelling legitimate grounds that override your interests, rights and freedoms, or the information is needed for legal claims.
You also have the absolute right to object to the use of your personal information for direct marketing at any time. If you object, your information will no longer be used for marketing. You can also unsubscribe using the link in any marketing email.
The right to data portability
You have the right to receive personal information that you have provided, in a structured, commonly used and machine-readable format, and to ask for it to be transferred to another organisation where this is technically feasible. This right applies where the information is used on the basis of your consent or for the performance of a contract, and where it is processed by automated means. It can be useful, for example, if you are moving to a new employer or service provider and would like to take your records with you.
Rights relating to automated decisions
You have the right not to be subject to a decision based solely on automated processing that produces legal effects concerning you or similarly significantly affects you, except in limited circumstances and with appropriate safeguards. Where such a decision is made, you have the right to obtain human intervention, to express your point of view and to contest the decision.
We do not make decisions that have legal or similarly significant effects on you, such as decisions about your employment, your pay or your account, using automated means alone. Your pay is calculated by rules-based payroll systems, and automated identity and screening checks that raise a concern are reviewed by a member of our team. Our Responsible AI Policy explains our approach in more detail.
The right to withdraw consent
Where your personal information is used on the basis of your consent, for example to send you optional information about our services, you have the right to withdraw your consent at any time. Withdrawing your consent does not affect the lawfulness of any use of your information before you withdrew it. Most of the information used in employment and payroll is not based on consent, but on the need to perform your contract and to comply with the law.
Things you can do yourself in the Platform
Many common requests can be handled quickly by using the Platform, without making a formal request. The table below gives examples. The features available to you may depend on your situation and the services the business you work for uses.
How to make a request
If you would like to exercise any of your rights and Native Teams is the controller of your information, you can make a request by email to legal@nteams.com. You do not need to use any particular form or wording, and you do not need to refer to the law. A request can also be made on your behalf by someone you have authorised, such as a lawyer or a representative, provided that they can show us that they are authorised to act for you.
To help us respond quickly, please include
- Your full name and the email address associated with your account.
- The business you work for or worked for, if any, and the country where you work.
- Which right you would like to exercise, and what you would like us to do.
- Any details that will help us find the information, such as the time period or the type of information concerned.
- If you are making a request on behalf of someone else, evidence that you are authorised to do so.
What happens after you make a request
Verifying your identity
To protect your information, we need to be sure that the request comes from you or from someone you have authorised. If we cannot verify your identity from the information you have provided, we may ask you for additional information. We will ask only for information that is necessary for this purpose, and we will use it only to verify your identity.
When the business you work for is responsible
If your request relates to information that we handle on behalf of the business you work for, we will pass your request to that business promptly and tell you that we have done so. We will then help the business to respond, for example by locating and providing the relevant information.
How long it takes
We will respond to your request without undue delay and in any event within one month of receiving it. If your request is complex, or if you have made a number of requests, we may extend this period by up to two further months, where the law allows. If we need to do so, we will tell you within the first month and explain why. The time limit starts once we have verified your identity and, where necessary, clarified your request.
Cost
Exercising your rights is free of charge. In exceptional cases, where a request is manifestly unfounded or excessive, for example because it repeats a request we have already answered, the law allows us to charge a reasonable fee or to refuse the request. If we decide to do so, we will explain why and tell you how you can challenge our decision.
Our response
We will tell you what action we have taken in response to your request. If we are unable to do what you have asked, in full or in part, we will explain the reasons, unless the law prevents us from doing so, and we will tell you how you can complain.
If you are not satisfied
If you are unhappy with how your request has been handled, please tell us, so that we have the opportunity to put things right. You can raise a complaint by email to legal@nteams.com. We will acknowledge your complaint promptly, investigate it, and tell you the outcome without undue delay.
You also have the right to complain to a data protection supervisory authority at any time. In the United Kingdom, this is the Information Commissioner's Office, which you can contact through its website at ico.org.uk. If you live or work in another country, you can contact the data protection authority in that country. You may also have the right to seek a remedy through the courts.
Changes to this guide
We may update this guide from time to time to reflect changes in the law or in how we handle requests. The date at the top of this guide shows when it was last updated.
How to contact us
If you have any questions about your rights or this guide, please contact us by email at legal@nteams.com. For questions about your account, you can contact our support team at support@nteams.com or through the Platform.