Data Collection

Data Collection at Yeeppi
At Yeeppi, we understand the sensitive nature of the data we handle and are committed to collecting it responsibly and ethically. Our data collection is guided by the principles of legality, fairness, and transparency

Types of Data Collected

1. Personal Identification Information:
   • This includes names, contact details, and other identifiers that may be necessary for managing employment within care homes and residential homes.
2. Employment Information:
   • We collect details related to staff employment, such as job titles, shift schedules, work hours, and performance metrics.
3. Location Data:
   • For functionalities like geofencing and shift management, we may collect location data to ensure accurate and efficient operation of our services.
4. Device and Access Information:
   • When using Yeeppi, we may gather information about the devices used, such as the device type, operating system, and browser information, to enhance and personalize the user experience.
5. User Interaction Data:
   • This includes data on how users interact with our app and web platform, such as preferences, feedback, and usage patterns.

Methods of Data Collection

1. Directly from Users:
   • Most of the data we collect is provided directly by our users when they use our application, whether it’s through the user side app for Android and iOS, the client side web interface, or the admin web portal.
2. Through Technology:
   • Some data is collected automatically through technology when users interact with our application, such as device information and usage data.
3. Third-Party Integrations:
   • In cases where Yeeppi integrates with other systems, like CRMs or payroll software, we may receive data from these sources, always ensuring that these integrations comply with applicable data protection laws.

We only collect data that is necessary for the effective operation of Yeeppi and to enhance the experience of our users in the care and residential home sector. Our goal is to use this data to provide a seamless, efficient, and user-centered service.

Use of Data

How We Use Your Data
The data we collect at Yeeppi is used with the primary goal of enhancing our employee management services for care homes and residential homes. We are committed to using this data responsibly and in ways that benefit our users and improve their experience. Here is an overview of how we use the collected data:

1. Employee and Shift Management:
   • To efficiently manage staffing, including shift scheduling, timesheet approvals, and shift exchanges. This enables us to provide real-time updates and optimize workforce allocation.
2. Integration with External Systems:
   • We use data to integrate seamlessly with other systems, such as CRMs and payroll software, to provide a comprehensive management solution.
3. User Experience Enhancement:
   • By understanding how our application is used, we can make user-driven improvements, ensuring Yeeppi is intuitive, responsive, and tailored to the needs of our users.
4. Location-Based Services:
   • Location data is used for features like geofencing, helping in accurate shift management and ensuring compliance with work policies.
5. Communication and Notifications:
   • Data is used to send notifications and alerts to users, such as shift reminders, available shift notifications, and responses to requests or inquiries.
6. Reporting and Analytics:
   • To generate robust analytics and reports for care homes and residential homes, enabling them to make informed decisions based on performance metrics, employee data, and other relevant information.
7. Security and Fraud Prevention:
   • We use data to enhance the security of our platform, prevent unauthorized access, and ensure the integrity of our services.
8. Legal Compliance and Enforcement:
   • Where necessary, data may be used to comply with legal obligations or to enforce our Terms of Service and other agreements.
9. Feedback and Customer Support:
   • To address user inquiries, troubleshoot problems, and gather feedback to improve our service.

We process and use this data in compliance with applicable laws and regulations, including the GDPR. Our use of data is always with the aim of providing a secure, efficient, and user-friendly employee management experience in the care and residential home sector.

Data Sharing and Disclosure

Data Sharing and Disclosure Practices
At Yeeppi, we understand the importance of maintaining the confidentiality and integrity of your data. We are committed to not sharing or disclosing your information except in the following circumstances:

1. With Service Providers:
   • We may share data with trusted third-party service providers who perform services on our behalf, such as payroll processing or CRM integrations. These providers are bound by confidentiality agreements and are only given access to the data necessary to perform their specific tasks.
2. For Legal Reasons:
   • In certain situations, Yeeppi may be required to disclose user data if it is necessary to comply with a legal obligation, such as a court order or a government request, to protect the rights, property, or safety of our company, our users, or others, or to prevent fraud and other illegal activities.
3. In Case of Business Transfers:
   • If Yeeppi is involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such deal and outline your rights regarding your data.
4. Aggregate and Non-Personally Identifiable Information:
   • We may share aggregated, non-personally identifiable information publicly and with our partners – like care home associations or analytics companies. This information cannot reasonably be used to identify any individual.
5. With Consent:
   • Other than as set out above, we will share personal information with companies, organizations, or individuals outside of Yeeppi when we have your consent to do so.

We take great care to ensure that any sharing of data aligns with our privacy policy, reflects our ethical commitments, and complies with all applicable laws and regulations. We also require that all third parties we share data with adhere to similar principles of data protection and confidentiality.

Data Storage and Security

Ensuring Data Safety and Integrity
At Yeeppi, we prioritize the security and integrity of the data entrusted to us. Our commitment to data protection is unwavering, and we employ a combination of technical and organizational measures to safeguard your information.

Data Storage

1. Secure Cloud Storage:
   • All personal data collected through Yeeppi is securely stored on cloud servers. These servers employ state-of-the-art security measures to prevent unauthorized access, disclosure, alteration, and destruction of your information.
2. Data Encryption:
   • We implement strong encryption protocols both for data at rest and in transit to ensure the highest level of data security and confidentiality.
3. Data Redundancy:
   • To protect against data loss, we maintain redundant storage systems and conduct regular backups.

Security Measures

1. Access Controls:
   • Access to personal data is strictly controlled and limited to authorized personnel only, based on their role and need-to-know basis. All staff are trained on our privacy and security policies.
2. Regular Security Audits:
   • We conduct regular security audits and continuously monitor our systems for any potential vulnerabilities to keep up with the evolving security landscape.
3. Incident Response Plan:
   • In the unlikely event of a data breach, we have a robust incident response plan in place to quickly identify, contain, and address any security incidents to minimize impact.
4. Compliance with Standards:
   • Yeeppi adheres to established data protection and security standards and regulations, including GDPR, to ensure that our practices are always up-to-date and compliant.
5. Continuous Improvement:
   • Our security practices are continually reviewed and updated to reflect new technological advancements and emerging threats.

We are committed to protecting your data with the utmost diligence and care. Our security practices are designed to provide a secure environment for your data, giving you peace of mind while using our services.

Users Rights

Empowering Our Users Through Data Rights
At Yeeppi, we not only respect the privacy of our users but also recognize the importance of empowering them with control over their personal data. In compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws, we uphold the following rights for our users:

1. Right to Access:
   • Users have the right to access their personal data that Yeeppi processes. You can request a copy of your personal data in a structured, commonly used, and machine-readable format.
2. Right to Rectification:
   • If you believe that any personal data we hold about you is incorrect or incomplete, you have the right to request that we correct or complete it.
3. Right to Erasure (‘Right to be Forgotten’):
   • You can request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected, or you withdraw your consent (if the processing was based on consent), and no other legal basis for processing exists.
4. Right to Restriction of Processing:
   • Under certain conditions, you have the right to request that we restrict the processing of your personal data.
5. Right to Data Portability:
   • You have the right to obtain your personal data in a structured, commonly used, and machine-readable format, and to transfer that data to another data controller.
6. Right to Object:
   • You have the right to object to the processing of your personal data, particularly if the processing is for direct marketing purposes.
7. Rights in Relation to Automated Decision Making and Profiling:
   • You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

We are committed to facilitating these rights promptly and in accordance with applicable laws. If you wish to exercise any of these rights, please contact us using the contact information provided in this policy. We may need to verify your identity before processing your request, which is a security measure to ensure that personal data is not disclosed to anyone who has no right to receive it.

Data Retention

Our Approach to Data Retention
At Yeeppi, we are committed to handling your data responsibly, which includes not keeping it for longer than necessary. Our data retention practices are designed to ensure that we meet our legal obligations and provide a seamless service while respecting users' privacy.

Retention Period

1. Employee and User Data:
   • Personal data related to employment management, such as shift schedules, timesheet records, and employee details, are retained as long as the user is active within our system and for a reasonable period thereafter to comply with our legal obligations and resolve any disputes.
2. Operational Data:
   • Data collected for operational purposes, such as user interactions with our app and web platform, is typically retained for a limited period necessary for the purposes of analytics, service improvement, and as required by law.
3. Legal and Regulatory Requirements:
   • In some cases, we may be legally required to retain certain information for a set period as dictated by applicable laws, such as financial or employment records. In these instances, the data will be retained according to the specific legal requirements.

Data DeletionUpon the expiration of the retention period, or when a user exercises their right to have their data erased, we will securely delete or anonymize the data, unless there is a legal reason that requires its continued storage.

Review of Retention Practices:We regularly review our data retention practices to ensure they comply with current laws and are aligned with the purpose for which the data was collected. This helps us ensure that your data is not kept for longer than necessary.

Policy Changes

Staying Updated with Our Privacy Practices
At Yeeppi, we are continually evolving and enhancing our services to better serve the care home and residential home sector. With these changes, there may occasionally be updates to our privacy policy to reflect new features, regulatory requirements, or changes in data practices.

Notification of Changes:

1. Timely Updates:
   • Any significant changes to our privacy policy will be communicated to our users in a timely manner. This might be through notifications within the application, via email, or through our website, depending on the nature of the change.
2. Accessible Information:
   • We will ensure that any updates to our privacy policy are clearly stated and easily accessible. Our goal is to maintain transparency and keep our users well-informed about how their personal data is handled.
3. Effective Date:
   • The date of the latest update will be displayed at the top of the policy, so users can easily see when changes have been made.

User Responsibility:We encourage all our users to review the privacy policy periodically to stay informed about how their personal data is protected and used. Continued use of Yeeppi after any changes to the privacy policy will constitute your acceptance of those changes.

Feedback and Questions:We value your feedback and are open to any questions or concerns about our privacy practices. Users are welcome to contact us for clarifications or suggestions regarding our privacy policy.

Contact Information for Yeeppi's Privacy Policy

We're Here to Help
If you have any questions, concerns, or comments about our Privacy Policy, your data, or your rights with respect to your personal information, please feel free to reach out to us. We are committed to ensuring your privacy and addressing any queries you may have.

Contact Details:

1. Email:
   • Please email us at[your email address]for any privacy-related inquiries. We aim to respond to all queries promptly.
2. Mailing Address:
   • If you prefer to contact us by mail, please send your correspondence to: [Your company's mailing address].
3. Telephone:
   • You can also reach us by phone at [Your company's phone number]. Our team is available [mention the hours of availability if applicable].
4. Data Protection Officer (DPO):
   • If your company has a Data Protection Officer, include their contact details here. Otherwise, mention the appropriate point of contact for data protection matters.

Feedback: We welcome your feedback and suggestions about our privacy practices. Please feel free to share your thoughts with us through any of the above channels.