Visualize Systems Ltd (registration 04883072) — the Visualize platform. Provided under Articles 13–14 of the UK GDPR.
Visualize is our internal platform for contractor onboarding, compliance, contracts, and delivery tracking. This notice explains what personal information we collect from staff and contractors who use it, why, and what your rights are.
| Category | Examples | Purpose | Required? |
|---|---|---|---|
| Identity & contact | Name, work email, phone, home address, ID number, photo | Identifying you; concluding and administering your contract | Required (except photo) |
| Identity documents | ID/passport scan, proof of address | Verifying identity before contracting | Required for contractors |
| Financial details | Bank details, hourly rate, payment method | Paying you | Required for contractors |
| Next of kin | Name, phone, relationship | Emergency contact | Voluntary |
| Legal agreements | Clause attestations with date/time and IP address; generated MSA PDF | Evidence of contractual acceptance | Required for contractors |
| Compliance evidence | Documents uploaded against compliance requirements, incl. police clearance certificates | Meeting our client and legal vetting obligations | Required where a requirement applies |
| Sign-in & usage | Microsoft 365 identity, session records (IP address, browser), operational logs | Authentication, security monitoring, fault diagnosis | Automatic |
Almost all of this processing is necessary to conclude or perform your contract with us (Article 6(1)(b) UK GDPR); identity and compliance checks may also be required by legal obligation (6(1)(c)); security logging and emergency contacts rest on our legitimate interests (6(1)(f)); criminal-record checks are processed as described below.
Where a role requires background screening, we process criminal-record checks under Article 10 UK GDPR and the Data Protection Act 2018, Schedule 1 Part 1 paragraph 1 (employment), supported by an Appropriate Policy Document. Certificates are deleted 30 days after verification; only the verification outcome is retained.
Your information is visible to our administrators and, where relevant to your work, internal staff. Contractors see only their own records. We use the following service providers to run the platform: Microsoft (sign-in), Vercel (hosting), Neon (database hosted in the EU (Frankfurt)), Cloudflare (file storage), Resend (email notifications), and Axiom (operational logs, 30-day retention). Transfers outside the UK are safeguarded by the providers' data-processing agreements incorporating the UK Addendum / International Data Transfer Agreement mechanisms.
We do not sell personal information or use it for marketing, profiling, or automated decision-making.
Retention follows our retention schedule, reviewed quarterly. Headlines: signed agreements and attestations — 6 years after the engagement ends; identity documents — 1 year after the engagement ends; bank details — 6 months after offboarding; police clearance certificates — 30 days after verification; next-of-kin details — deleted at offboarding; expired sign-in sessions — 30 days.
You may ask us to confirm what we hold about you, request a copy, ask for corrections, or — where we no longer need it — ask for deletion. Contact our Privacy contact at privacy@visualize.uk.com. You may also complain to the Information Commissioner's Office: ico.org.uk / 0303 123 1113.
Sensitive fields (ID numbers, bank account numbers) are encrypted at the application layer; documents are held in private storage with short-lived, per-request access links; every access to the platform is authenticated and authorized per role.
Last updated: 2026-08-24. We will update this notice when our processing changes.