Maxtime Limited
External Privacy Notice
Document Control
Document Release:
This document remains the property of Maxtime. Release to regulatory authorities is permitted as required. Release to other organisations or individuals may only be authorised by Maxtime Limited Directors.
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Maxtime Limited
External Privacy Notice
Last Updated: 09/01/2025
1. Who we are and what we do
Who we are
We are Maxtime Limited (“Maxtime”), (“us”, “we”, “our”). We are a limited company registered in England and Wales under registration number 0543829 and we have our registered office at The "Old Doctors House", 74 Grange Road, Dudley, DY1 2AW. We are registered with the UK supervisory authority, Information Commissioner’s Office (“ICO”), in relation to our processing of Personal Data under registration number Z3422224.
What we do
We are a Software as a Service (SaaS) company, offering a workforce management solution to businesses We are committed to protecting the privacy and security of the Personal Data we process about you.
Controller
Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.
Processor
If Maxtime processes data about you because it has been provided to us or added to our software platform by or on behalf of a Maxtime customer, we are acting as a data processor and this privacy notice does not apply. You should review the privacy notice of the Maxtime customer that collected your personal data and added it to our software platform.
2. Purpose of this privacy notice
The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘How to contact us’ section.
3. Who this privacy notice applies to
This privacy notice applies to you if:
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You contact us through the website, by telephone, post, e-mail or through any other means;
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You register with us and set up an account to use our products/services;
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You complete surveys that we use for research purposes (although you are not obliged to respond to them);
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You make payments to us, through this Website or otherwise;
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You opt in to receive marketing communications from us;
4. What Personal Data is
‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.
‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation. In our capacity as a Data Controller, Maxtime does not process special category data.
5. Personal Data we collect
The type of Personal Data we collect about you will depend on our relationship with you. For the type of Personal Data, we collect see the table below in the section entitled ‘Purposes and lawful bases’.
6. How we collect your Personal Data
We collect most of the Personal Data directly from you in person, by telephone, email and/or via our website.
However, we may also collect your Personal Data from third parties such as:
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reputable companies who provide lead generation contact lists
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publicly available sources such as social media platforms
7. Purposes, lawful bases
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We will only use your Personal Data when the law allows. Most commonly, we will use your Personal Data in the following circumstances:
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8. How long we keep your data
We will retain your personal data for as long as is necessary to provide you with our services and for a reasonable period thereafter to enable us to meet our contractual and legal obligations and to deal with complaints and claims.
At the end of the retention period, your personal data will be securely deleted or anonymised, for example by aggregation with other data, so that it can be used in a non-identifiable way for statistical analysis and business planning and product development.
9. Sharing your Personal Data
We may share your Personal Data with our carefully selected third parties, including:
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Our service providers (including their sub-contractors) or third parties which process information on our behalf (e.g. internet service and hosting providers, payment processing providers so that they may help us to provide you with the applications, products, to you. We have contracts in place with them which means that they cannot do anything with your personal data unless we have instructed them to. They will hold it securely and only retain it for the period we instruct them to;
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law enforcement agencies so that they may detect or prevent crime or prosecute offenders;
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any third party in the context of actual or threatened legal proceedings, provided we can do so lawfully (for example in response to a court order);
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any third party in order to meet our legal and regulatory obligations, including statutory or regulatory reporting or the detection or prevention of unlawful acts;
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another organisation if we sell or buy (or negotiate to sell or buy) any business or assets;
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another organisation to whom we may transfer our agreement with you; and;
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Government departments where reporting is mandatory under applicable law;
10. International Transfers
Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK.
We have taken appropriate steps to ensure that the Personal Data processed outside the UK has an essentially equivalent level of protection to that guaranteed in the UK. We do this by ensuring that:
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Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation), or
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We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. (A copy of the IDTA can be found here international-data-transfer-agreement.pdf (ico.org.uk)).
11. Your rights and how to complain
You have certain rights in relation to the processing of your Personal Data, including to:
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Right to be informed
You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
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Right of access (commonly known as a “Subject Access Request”)
You have the right to receive a copy of the Personal Data we hold about you.
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Right to rectification
You have the right to have any incomplete or inaccurate information we hold about you corrected.
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Right to erasure (commonly known as the right to be forgotten)
You have the right to ask us to delete your Personal Data.
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Right to object to processing
You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
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Right to restrict processing
You have the right to restrict our use of your Personal Data.
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Right to portability
You have the right to ask us to transfer your Personal Data to another party.
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Automated decision-making. You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
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Right to withdraw consent
If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
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Right to lodge a complaint
You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data. The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online at:
Or by telephone on 0303 123 1113
How to exercise your rights
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.
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12. How to contact us and our Data Protection Officer
If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us as follows:
Maxtime Limited
Unit 10 Shaw House
Two Woods Lane
Brierley Hill
DY5 1TA
T: +44 (0)845 653 0192
We have also appointed a Data Protection Officer (“DPO”). Our DPO is Evalian Limited can be contacted as follows:
West Lodge
Leylands Business Park
Colden Common
SO21 1TH
0333 050 0111
Please mark your communications FAO the ‘Data Protection Officer’.
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13. Changes to this privacy notice
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We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify of the changes where required by applicable law to do so.
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Last modified: 09/01/2025