Template notice: staff data and work tools
v2026-09-21
Template notice to adapt and hand to staff before activating the scheduling, attendance and HACCP record modules.
In Italy tools that allow remote monitoring require a union agreement or labour inspectorate authorisation (Art. 4 Workers Statute); in France CSE information and consultation duties apply. Check the formalities with your employment adviser.
Controller
The employer named in the service contract is the controller. Klyra provides the platform as processor.
Purposes and legal basis
Shift planning, attendance recording, leave management, payroll and social security duties, food safety and HACCP traceability.
Legal bases: performance of the employment contract, legal obligations (labour, food hygiene) and legitimate organisational interest, with data minimisation measures.
Data processed
Identity and contact data, contractual data, planned hours and clock-ins, leave and absences, signatures and photos attached to HACCP checks, internal work communications.
No continuous remote monitoring
The system performs no continuous geolocation, records no audio or video and does not measure individual productivity in real time. Clock-ins take place on a dedicated on-site station.
Any data indirectly obtained from work tools is not used for disciplinary purposes beyond what law and applicable agreements allow.
Who can access the data
Managers of the relevant site and authorised administrative functions. Sensitive data is visible only to staff managers at the same site and to the data subject.
Retention
Attendance and employment documents are kept for the periods set by applicable law; HACCP records per sector rules; platform technical logs for limited periods, then deleted automatically.
Your rights
Access, rectification, erasure, restriction, objection and portability, plus the right to lodge a complaint with the supervisory authority. Everyone can download a copy of their data from their profile.