Who and what this covers
Templace is a small company. Our Director and contractors may work from home or elsewhere, and may use their own devices. This policy sets the rules for any laptop, desktop, tablet or phone used for Templace work, wherever it is used.
Breaking these rules may lead to access being removed and, for a contractor, to their contract being ended.
The last section gives advice for agency staff who use the Service. Each agency sets its own rules for its own staff.
Device rules
Any device used for Templace work must:
- run an operating system and browser that still receive security updates, with updates installed promptly;
- lock automatically after a short time, and need a PIN, password or biometric to unlock;
- have its storage encrypted, using the encryption built into the operating system;
- have the operating system's own security protection turned on;
- not be jailbroken or rooted;
- not be used by anyone else while it is signed in to Templace systems.
Signing in
Use your own account only, and never share passwords. Use a different strong password for each Templace system, kept in a password manager.
Lock your device or sign out whenever you leave it. Do not let a browser save passwords on a device anyone else uses.
Handling agency data
Agency data stays in the Service. Templace people reach it only under the access rules in our Who can see what policy: when the agency invites us, or on a reserved ground, with every entry recorded in the agency's audit trail.
Do not download, export or copy agency data to a device unless the task needs it. If you must, keep it only for as long as the task takes, then delete it. Never put agency data in personal email, personal cloud storage, messaging apps or removable media such as USB sticks.
Never upload identity documents, right-to-work evidence or criminal-record certificates to any AI tool.
Working away from the office
When you work in a public place, make sure no one can see your screen or overhear calls about agencies or their people.
All traffic to the Service uses HTTPS, which protects it on public Wi-Fi. Even so, avoid networks you do not trust and use your phone's own connection where you can.
Never leave a device unattended in a public place or visible in a car.
Lost or stolen devices
If a device used for Templace work is lost or stolen, or you think it has been compromised, tell the Director at once. Do not wait until the next working day.
We will change the passwords for any accounts used on it, take any other steps needed to stop it being used to sign in, and check audit trails for unusual activity. We will decide whether it is a personal data breach under our Personal data breach and incident response policy. If agency data may be affected, we tell the agency without undue delay.
When someone stops working with us
When a contractor's work with us ends, their access to Templace systems is removed the same day. They must delete any Templace or agency data from their own devices, confirm in writing that they have done so, and return any device we provided.
Advice for agency users
The Service runs in your browser. It keeps your sign-in in a strictly necessary, HttpOnly cookie, and uses your browser's local storage only for preferences, such as whether it has already asked to add Templace to your device.
Your agency decides who has access and with what permissions, and can remove a user at any time. To keep your agency's data safe:
- keep your browser and device up to date;
- lock your device when you leave it, and sign out on shared or public computers;
- keep downloads such as reports and exports to a minimum, and delete them when you no longer need them;
- tell your agency, and us, straight away if a device you use for the Service is lost or stolen.
Remote working and devices · version 1.0 · approved 27/10/2026 · next review 27/10/2027. Templace is a trading name of TWH Holdings Limited, company number 10663539, Meadway, Mill Road, Writhlington, Radstock, BA3 5TY.