Privacy policy.

What we collect and why

We collect information needed to answer enquiries, run bookings and recruit staff. We rely on contract, legal obligation, legitimate interests and consent, as appropriate to each use. We do not sell personal information or make automated decisions about people.

Staff and applicants

This can include your name, contact details, work history, skills, languages, availability and right-to-work information. Applications and staff profiles are managed through LiveForce. We use this information to assess applications, offer and administer work, make payments and meet legal duties, and keep it only while it is needed.

Shift check-ins

If you work a shift with us, we use LiveForce to verify your attendance. When you check in and check out, the app records your GPS location and a selfie, so we can confirm you were on site and pay you correctly. We rely on our contract with you and our legitimate interest in confirming attendance.

Our office team and the managers on your shift can see this information, and we may share attendance records with the client for that booking. LiveForce handles the information on our behalf under a data processing agreement. We keep it only while needed for the booking, payment, any dispute and our accounting records. You can ask for a copy or ask us to delete it by emailing hello@weareplay.co.uk. You need to use the app to check in for a shift.

Clients and briefs

This can include business contact details, enquiry and booking information, correspondence, attendance records and agreed reporting. We keep it only while needed for the working relationship and for contractual, insurance, accounting and tax requirements.

Creators and influencers

If you send us your details to be considered for creator work, this can include your name, contact details, social handles, location, content niche, audience size and the kind of work you are open to. We use it to match you with briefs, share it with a client only when you agree to be put forward, and keep it only while it is useful for finding you work. Ask us at any time and we will delete it, unless we need to keep a record for a legal reason, such as accounting for work you have done.

Enquiry forms

Our Quick Quote and Submit a Brief forms send what you type (your name, email, optional phone and company, and your event details) to us so we can reply and prepare a quote. We rely on our legitimate interest in answering business enquiries and, where you are asking us to quote, on taking steps before a contract. Submissions are stored by our hosting provider, Netlify, and sent to our email inbox. If an enquiry becomes a booking we keep it with the booking records described above; otherwise we keep it only while we are discussing your enquiry and following up, then delete it. Please don’t send sensitive information, such as health details or identity documents, through these forms.

Website visitors

We count visits with Plausible Analytics, which does not use cookies. To count a visit, Plausible briefly processes your IP address and browser details to produce an anonymous daily visitor count; it does not store your IP address and we only ever see totals, such as pages viewed, referring sites, country and device type. We rely on our legitimate interest in understanding how the site is used. You can stop your visits being counted at any time on our cookies page. Our hosting provider, Netlify, keeps standard server logs (such as IP address, browser type and pages requested) to run and protect the site. The website has no accounts or uploads and does not use session recording, advertising cookies, tracking pixels or third-party embeds. Fonts, images and film are hosted on our own site. Links to Instagram, LinkedIn and LiveForce only share information with those services if you click them. See our cookies page.

Sharing

We share information with clients, venues and service providers only where needed to deliver work or meet legal duties. The service providers that handle personal information through this website are:

• Plausible Analytics (visit statistics, European Union): anonymous visit counts, no cookies.
• Netlify (website hosting, United States): server logs for every visit, and Quick Quote and Submit a Brief form submissions.
• LiveForce (staff applications, bookings and shift check-ins): anything you enter when you apply or log in through our Staff zone. For staff on shift this includes GPS location and a selfie at check-in and check-out.

Where processing happens outside the UK, we use an approved transfer safeguard, such as the UK International Data Transfer Addendum, where required.

Your rights

Depending on the circumstances, you may have rights to access, correct, delete or restrict use of your information, receive a copy of it, object to processing, or withdraw consent. Email hello@weareplay.co.uk. You can also complain to the UK Information Commissioner’s Office at ico.org.uk.