Policies and procedures
How Templace looks after personal data, runs its service, keeps it secure and conducts its business. Written to be read, and each one prints.
34 policies and procedures in 5 groups.
Every policy here applies to Templace — TWH Holdings Limited — and the people who work for it. Where an agency uses Templace, its own policies govern how it treats its candidates, workers and clients; ours describe what we do as the supplier of its system and, for the personal data in it, as its processor.
Your data
How we use personal data — yours, and that of the people in the agencies we serve — and your rights over it.
Privacy notice
Who we are, what personal data Templace holds for its own business, why we hold it, who sees it, how long we keep it and how to contact us.
Agency contacts, users of the Service, website enquirers and suppliers whose data Templace holds for itself.
How we use your data and your rights
Your rights over personal data, how to make a request, the one-month time limit and extensions, identity checks, and what happens when an agency holds your data.
Anyone making a data protection request to Templace, and agencies whose people make requests.
Our GDPR statement
How Templace meets the UK GDPR and the Data Protection Act 2018, as processor for agencies and as controller for its own business data.
Agencies using the Service, and anyone checking how Templace handles personal data.
Cookies and similar technologies
Our website sets no cookies. The Service uses one strictly necessary sign-in cookie and keeps a few preferences in your browser's local storage.
Visitors to templace.co.uk and users of the Service.
Data retention
How long Templace keeps personal data, when it is deleted, how backups age out, and what happens to an agency's data when it leaves.
All personal data Templace holds, whether as controller or as processor for agencies.
Personal data breach and incident response
How Templace detects, contains, assesses, reports and learns from personal data breaches, and the timescales we keep to at each step.
Templace's Director and contractors, and agencies whose data a breach affects.
Acceptable use of AI
What the Service's AI features do, what is never sent to them, and the rules agencies and their users follow when using them.
Agencies and their users who use the AI features of the Service, and Templace's own people.
Automated reading of documents and automated decisions
How the Service reads uploaded certificates, licences and timesheets into proposals that a person checks, and why it takes no automated decisions about people.
Agencies and their users, and candidates and workers whose documents are uploaded to the Service.
Who can see what: data access and visibility
Who can see an agency's data in the Service: its own users by role, Templace only by invitation or on reserved grounds, and named sub-processors.
Agencies and their users, and anyone whose data an agency holds in the Service.
Using the service
What we expect of the people who use Templace, and what they can expect of us.
Acceptable use of the service
The rules for everyone who uses the Templace service: lawful use, account security, uploads, the AI features, and what happens if the rules are broken.
Agencies that use the Service, and everyone who uses it under an agency's brand: agency staff, candidates, workers and clients.
Terms of use of this website
The terms for using templace.co.uk: who runs it, how you may use its content, our contact form, our liability and the law that applies.
Anyone who visits templace.co.uk. Use of the Service itself is covered by our terms at /terms.
Accessibility statement
How accessible templace.co.uk and the Templace service are, what we know may be hard to use, and how to report a problem or ask for another format.
Visitors to templace.co.uk, agency staff using the Service, and candidates, workers and clients who use the Service under an agency's brand.
Complaints procedure
How to complain about Templace, the timescales we keep to at each stage, how to escalate to the Director, and where to go if you remain unhappy.
Anyone with a complaint about Templace: agencies and their users, website visitors, suppliers, and people whose personal data we handle.
Support and service levels
How agencies get help with the Templace service: support hours, how to reach us, severity levels and response times, and our monthly availability target.
Agencies that use the Service and their staff.
Fees, invoices and payment
How we invoice agencies for the Templace service: what each monthly invoice covers, when it is due, how to pay, late payment and suspension for non-payment.
Agencies that use the Service.
Security
How the service and the data in it are kept safe, and how to tell us about a weakness.
Information security
How Templace protects the information in its service and its own business: responsibilities, access control, separation of agency data, encryption in transit, releases, backups and incidents.
Templace's Director and contractors, and the agencies whose information we hold in the Service.
Cyber security and reporting a weakness
How we defend the Templace service against cyber attack, what we ask of its users, and how to report a security weakness to us responsibly.
Agencies and users of the Service, Templace's own people, and security researchers who find a weakness in our website or the Service.
Business continuity and disaster recovery
How we keep the Templace service running and recover it after a failure: backups, restores, release rollback, keeping agencies informed, and what agencies should plan for.
Templace's Director and contractors, and agencies that rely on the Service.
API and integration security
How we secure connections between the Templace service and an agency's other systems: keys issued per agency, scoped, revocable, logged and used over HTTPS only.
Agencies that connect the Service to other systems, and the people who build or run those connections.
Remote working and devices
The rules for computers and phones used for Templace work, wherever they are used: device security, handling agency data, lost devices, and advice for agency users.
Templace's Director and contractors, on any device used for Templace work. The last section is advice for agency users.
Bank details and payment fraud
How we protect agencies and ourselves from bank-detail fraud: we never change our bank details by email alone, how to check a change, and what to do if targeted.
Agencies that pay Templace's invoices, Templace's own suppliers, and Templace's Director and contractors.
Conduct
How we behave as a business: fairly, lawfully and with care for the people our work touches.
Code of conduct
The standards of behaviour we expect from everyone who works for or on behalf of Templace, and what happens if they are not met.
The Director and every contractor who works for or on behalf of Templace.
Equality, diversity and inclusion
How we treat people fairly as an employer, a supplier and a maker of software, in line with the Equality Act 2010.
The Director, our contractors and job applicants, and our dealings with customers, their users and our suppliers.
Bullying and harassment, including sexual harassment
How we prevent bullying and harassment, including sexual harassment and harassment by customers or other third parties, and how to report it.
Everyone who works for or on behalf of Templace, and everyone they deal with in the course of that work.
Anti-bribery and corruption
Our zero-tolerance approach to bribery under the Bribery Act 2010, our rules on gifts, hospitality and payments, and how to report a concern.
The Director, our contractors and anyone who performs services for or on behalf of Templace.
Preventing fraud and the facilitation of tax evasion
How we prevent the facilitation of tax evasion under the Criminal Finances Act 2017 and guard against fraud, including the failure to prevent fraud offence.
The Director, our contractors and anyone who performs services for or on behalf of Templace.
Modern slavery and human trafficking
Our voluntary commitment to keep modern slavery and human trafficking out of our business and supply chain, and how to report a concern.
Templace, its Director and contractors, and the suppliers we buy from.
Whistleblowing
How to raise a concern about wrongdoing connected with Templace, the legal protection you have, and the steps and timescales we follow.
The Director, our current and former contractors, and anyone else who wants to raise a concern about Templace.
Conflicts of interest
How we identify, declare and manage conflicts between personal interests and our duties to Templace and to the agencies we serve.
The Director and every contractor who works for or on behalf of Templace.
Safeguarding
Our role in safeguarding as a software supplier, how the Service supports agencies' safer recruitment, and what our people do if they see a concern.
The Director and every contractor who works for Templace, especially anyone giving support inside an agency's system.
Our supply chain
Who we buy from, how we choose and check suppliers, including the sub-processors that handle personal data, and what we expect of them.
Templace and every supplier that provides goods or services to us.
Sustainability
How we keep the environmental impact of our software and our business low, and what we do and do not claim about it.
Templace, its Director and contractors, and the way we build and run the Service and our website.
Health and safety
How we look after the health, safety and wellbeing of the people who work for us, including screen use, home working and working alone.
The Director, our contractors, and anyone affected by our work.
Governance
How these policies are kept up to date, approved and published.
Certificates and documents
Registrations, certificates and statements, as issued. Each opens in a new tab.