Staff Privacy Notice

1. Who We Are

HarvestHawk AgriSystem Ltd, trading as HarvestHawk, is the controller of the personal data this notice describes: what we hold about you because you work with us and use the staff portal.

HarvestHawk AgriSystem Ltd, registered in England and Wales, company number 16781444. Registered office: c/o Everett King, 2nd Floor, 19 Southernhay West, Exeter EX1 1PJ.

We are registered with the Information Commissioner's Office (ICO) under registration reference ZC197205.

To ask anything about your data, or to use any of your rights, ask an administrator, or email info@harvesthawk.co.uk.

2. What We Hold About You

• Who you are: your name, email address, phone number, picture, role, and the bases you add for the weather (their postcodes).
• Your sign-in: when you sign in, your two-step settings, the devices you trust and the recovery codes you were given. We never see your authenticator's secret.
• Your qualifications and training: certificates, your flyer id and other licence numbers, CPD, the training modules and questionnaires you complete, and your crew roles.
• Your flying and your work: flight logs, duty days and rest, the jobs you were on, and the records you signed (planning forms, site surveys, spray records, debriefs), with your drawn signature.
• Location: the GPS track of each flight in the flight logs you upload (which also shows where the crew stood), where each ground photo you take on a job was taken, and the approximate place (town and country, from our hosting provider) of a sign-in from a new device, so we can warn you of one you did not make.
• Your fitness to fly: before each flying day you confirm you are fit to fly (the IMSAFE check). That confirmation is health information.
• Employment: your contracts, leave, mileage, working time and the 48-hour opt-out, and the agreements you accepted in the portal.
• When you sign or accept a document: your typed name, any signature you draw, the time, your device's internet address and browser, and the exact words you saw.
• When you last used the portal: the time a page of it was last open on your screen, and the time you last used it. Each visit overwrites the last, so it is never a history, and we record no location, page or device for it. It is never used to sign you out or to time your work.
• Messages: what you write in team chat and to clients through the portal.
• The audit trail: a record of what each person did in the portal and when, for security and so our records can be trusted.

3. Why We Hold It

• To employ or engage you and pay you: the contract between us.
• Because the law requires it: the CAA's rules and our Operations Manual (qualifications, training, flight and duty records), HMRC, and the Working Time Regulations.
• To keep the portal secure and our records trustworthy, and to keep crews safe on a job: our legitimate interests, weighed against yours.
• When you last used the portal, so the office can see who on the team is online and reach them: our legitimate interests, weighed against yours.
• Your IMSAFE fitness confirmations: our Operations Manual and aviation law require each crew member to confirm they are fit before flying. Because this is health information we rely on UK GDPR Article 9(2)(b) and the Data Protection Act 2018, Schedule 1, paragraph 1 (obligations in connection with employment), and we keep an appropriate policy document that says how we look after it.

4. Who Sees It

Inside the company, each role sees only its own work. Admin sees everything; HR sees staff records, leave and working time; the Accountable Manager sees qualifications, training, fitness confirmations and duty records, as the Operations Manual requires. Admin, HR and operations also see your work email and phone. Crew and pilots see a colleague’s name and role, and the jobs they share. Clients see your name on the jobs and records you did for them. Whether you are online, away or when you were last online is seen by admin, operations, finance and HR only; never by pilots, crew or clients.

Your IMSAFE fitness confirmations are seen by you, the pilot and crew on the same job, an admin and the Accountable Manager. The job's on-site record, which operations also reads, notes who confirmed and when, never the answers. They are never given to a client, not even in a copy of the client's own data.

Outside the company, only the services that run the portal for us, under contract: Supabase (our database and file storage), Vercel (the portal's servers), Resend (email), Twilio (text messages), Microsoft (calendars, where you connect yours), the Met Office and postcodes.io (the weather and the place for a base you add, from its postcode only), Airdata and DJI (the flight logs we export from the aircraft), and Google and OpenStreetMap, which draw the maps in your browser and so receive the area shown and your device's internet address. We share records with the CAA, HMRC or the police only when the law requires it.

5. Data Outside the UK

Some of these providers store or reach data in the European Economic Area or the United States. Where personal data leaves the UK we make sure it is protected to the UK standard: by UK adequacy regulations (for the EEA, Switzerland, and US companies certified under the UK Extension to the EU-US Data Privacy Framework), or by the ICO's International Data Transfer Agreement or Addendum to the EU standard contractual clauses. Ask us and we will tell you which applies to a provider.

6. How Long We Keep It

While you work with us, and for 6 years after you leave for your employment records: contracts, working time, leave, mileage, PPE checks, the agreements you accepted, your bases, signature and trusted devices. Then they are deleted, and your contact details, picture and sign-in are cleared automatically.

Your name stays on the records the Operations Manual requires us to keep for longer: qualifications, training, crew roles, flight logs, duty days and the job records you signed are kept for the company's retention period (9 years), then deleted. Flight tracks, ground photos and fitness confirmations go with the job or flying day they belong to. Sign-in records are kept for two years. When you last used the portal is overwritten on every visit, never kept as a history, and removed with your sign-in.

7. Your Rights

You have the right to:

• a copy of everything we hold about you (an administrator makes it with Export this person on your staff record, and sends it within a month);
• have anything wrong corrected, and anything incomplete completed;
• have your data deleted where we are not required to keep it;
• ask us to restrict how we use your data while a question about it is settled;
• object to our use of your data on the basis of legitimate interests;
• receive data you gave us in a common, machine-readable form, or have it sent to another organisation (portability).

To use any of these, ask an administrator, or email info@harvesthawk.co.uk. It is free. If you are unhappy with how we have handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

8. Changes

When this notice changes in a way that matters, you will be shown the new version when you next sign in.