1. Overview

We use cookies to ensure that you get the most out of our website and our content and to improve the service we offer. This notice explains how we use cookies, which cookies are in use on the site, and when they expire.

2. What is a cookie?

A cookie is “is a small piece of data sent from a website and stored on the user's computer by the user's web browser while the user is browsing.” This helps us to deliver better and more personalised user experience.

3. Types of Cookies

Currently we only use first party cookies which are generated by us when you visit our website.

We use one cookie that remembers your login session, which expires after 30 minutes unless you check “Remember me” on login.

We use a second cookie to keep track of which organisation you are viewing data for so that as you move from page to page, you don’t need to reselect the desired organisation from the dropdown.

4. How to opt-in

The first time you visit our website, a pop-up will come up on your screen - both on web and mobile - to ask your permission to drop a cookie on your computer. If you do not take any action, the pop-up will show every time you will visit our site.

5. How to opt-out

You can refuse cookies in your browser's settings, by following this guide. By disabling your cookies, you may incur into a reduced service and user experience.

6. List of cookies on the Staffmetrix website

First Party:

  • Session cookie
  • User Preferences Cookie


Privacy Policy

We take your privacy seriously and endeavour to constantly ensure your information is treated in accordance with our strict policies and latest guidance. We aim to communicate with you both clearly and concisely, on how we treat your personal information. Please read this privacy policy [Policy] carefully as it will help you decide how you share your personal information with us.

The terms defined in this Policy have the same meaning as those in our Terms of Use. Both should be read in order to gain full insight into how we handle your data. By accessing this website, and by using our products and services, you consent to the terms of this Policy and agree to be bound by it and our Terms of Use.

What data do we collect?

Given the nature of our business, the data we collect is defined as i) personal information and ii) employee data. The provision of this data is required if you are to use and receive our services.

Information and data includes (but not be limited to) your name, address, email address, company name, job title and telephone number. To enable us to provide our services as specified in any contractual terms we may agree with you, we will also ask for anonymised data about your employees including (but not be limited to), salary, bonus, age, gender, tenure, position within the organisation, business unit and job grade.

Each time you visit our website we may also collect information on your activity and interest. This may include which pages you have visited, the information and content that is of interest to you, how you managed to find us (i.e. a link through from another website), details of any information you have requested, or changed (such as previous personal data you have provided us with). Some of this information may be gathered through the use of the Cookies that we use on our website.

Examples of when we may collect your data include (but not limited to):

  • registering for update
  • creating an account
  • accessing information on this website
  • using our gender pay reporting service, analytics platform or other products and services we will add over time
  • contacting Staffmetrix

You can choose not to provide your personal information to Staffmetrix, but it may prevent us from providing you with access to our services and delivering what you require.

Why do we hold your data and how do we use it?

Staffmetrix collects, holds and uses your personal information to provide you with access to functionality and content available through our website, our gender pay gap reporting service, analytics platform and other related services / applications that we offer. If you register on our website, we may use your personal data to:

  • manage your account and preferences
  • ensure that the information we provide you with is relevant and personalised to you
  • provide a service that is convenient and easy to use – through for example, the pre-population of data fields
  • ensure compliance with law / regulation in specific jurisdictions

By using the service, you consent to your personal information being collected, held and used in this way and for any other way you authorise. Staffmetrix will only use your personal information for the purposes described within this Policy or with your express permission. From time to time we will check to ensure the personal data we hold for you is accurate.

The employee data we collect may be used to (but is not limited to):

  • access our gender pay gap reporting service and analytics platform
  • produce all of the necessary reports that you may require (gender pay gap, other pay gap analysis and reports, or regulatory requirements)
  • provide notification of service / platform update(s)
  • provide technical support and updates that will be relevant to you

If you are a registered user of our analytics platform, it is your responsibility to keep your password safe. You should notify us as soon as possible if you become aware of any misuse. Once you have notified us you should change your password immediately. You can follow the "Forgotten Password" process from the login screen.

Do we share your information with third parties?

In choosing to use our services, you consent to us sharing the information you provide us with the following parties:

  • our provider of web hosting and data storage services
  • external consultants, partners and other specialists who support the delivery of our services
  • providers other products and services that help us deliver upon our commitments to you (for example our email communications server)

We enter into confidentiality and data processing terms with partners to ensure they comply with high levels of confidentiality and best practice in privacy and security standards and we regularly review these standards and practices.

By entering personal information into the analytics platform or website, you consent to the personal information being held on a UK hosting resource. The data remains within Staffmetrix's control at all times. The data hosting providers do not have access to your personal information.

Only on your instructions do we share your information or data if you choose to use an integration in conjunction with Staffmetrix services, to the extent necessary to facilitate that use. We also have to share information or data in order to:

  • meet any applicable law, regulation, legal process or enforceable governmental request
  • enforce applicable policies, including investigation of potential violations
  • detect, prevent, or otherwise address security or technical issues
  • protect against harm to the rights, property or safety of our users, the public or to Staffmetrix and/or as required or permitted by law

Requests for access to your personal information

It is your responsibility to ensure that the information you provide to us is accurate and up-to-date. You may request access to information we hold about you, or request that we update or correct information we hold about you. You must clearly state your requirements in writing and send them, via email to: [email protected].

Staffmetrix will process your request as soon as reasonably practicable, provided we are not prevented to do so on legal grounds. If we are unable to meet your request(s), we will let you know why.

Security and data storage

We will treat all of your information in strict confidence and we will endeavour to take all reasonable steps to keep your personal information secure once it has been transferred to our systems. We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information, and data stored on our IT systems, the website(s) and associated databases.

Staffmetrix keeps your personal information for as long as we require it in order to deliver the service to you.

Use of Cookies

In providing the service, Staffmetrix utilises "cookies". A cookie is a small text file that is stored on Your computer for record-keeping purposes. A cookie does not identify you personally or contain any other information about you, but it does identify your computer. We have the following cookies active on our website:

  • Session cookie - expiry after 30 minutes unless you select "remember me" on login
  • User Preferences cookie - expiry after 1 month

You can set your browser to notify you when you receive a cookie so that you will have an opportunity to either accept or reject it in each instance. However, you should note that refusing cookies may have a negative impact on the functionality and usability of the Website.

Communications opt-out

Any marketing related emails that we send to you will contain clear advice on how to remove yourself from any mailing list non-essential to the analytics platform.

Privacy complaints process

If you wish to complain about how we have handled your personal information, please provide us with full details of your complaint including any supporting documentation. You can send this:

  • By email: [email protected]
  • By letter: Staffmetrix Limited, Floor 2, Anchor House, 112 Commercial Street, Edinburgh, EH6 6NF

A member of our team will endeavour to:

  • provide you with an initial response within 10 business days
  • investigate and attempt to resolve your complaint within 30 business days or longer if required

Policy amendment process

Staffmetrix reserves the right to change this policy at any time, and any amended policy is effective upon upload to this website. Staffmetrix will endeavour to communicate any significant changes via email or a service message. Your continued use of this website, or of the analytics platform, will be deemed acceptance of an amended policy.