BIE Field Personnel App Privacy Policy

Last updated: 1^st August 2026

1. Introduction

This Privacy Policy explains how BIE Group collects, uses, stores and shares personal information through the BIE Field Personnel App (“the App”).

The App is provided to authorised BIE field personnel, including employees, inspectors, contractors and subcontractors, to record attendance and work activity associated with assignments, inspections, site visits and other authorised work.

The BIE company responsible for your personal information will normally be the BIE company that employs you, engages you or manages the relevant assignment.

Data controller: Paul Wass
Registered address: Chatsworth Technology Park, Dunston Road, Chesterfield, Derbyshire, S41 8XA
Privacy contact: paul.wass@biegroup.com

References to “BIE”, “we”, “us” and “our” in this policy mean the applicable BIE company responsible for processing your personal information.

2. Who this policy applies to

This policy applies to authorised users of the App, including:

• BIE employees;
• field inspectors;
• contractors;
• subcontractors;
• consultants; and
• other personnel authorised to complete work on behalf of BIE.

This policy should be read alongside any applicable employment, contractor, assignment, acceptable-use or local privacy notices provided to you.

3. Information we collect

3.1 Account and identity information

We may collect:

• your name;
• personnel, contractor or inspector identification number;
• business email address;
• telephone number;
• job title or role;
• employing or contracting organisation;
• assigned BIE office;
• username and account information; and
• authentication and account-security information.

3.2 Assignment and work information

We may collect:

• assignment and work-order numbers;
• client and worksite details;
• scheduled visit information;
• clock-in and clock-out times;
• attendance records;
• job and assignment status;
• forms, reports and declarations submitted through the App; and
• records connecting your activity to a particular assignment.

3.3 Location information

The App collects location information while you are clocked in.

This may include:

• precise GPS coordinates;
• approximate location;
• the date and time of each location reading;
• the reported accuracy of the location reading;
• the assignment associated with the location;
• your user account or personnel record; and
• relevant device-generated location information.

Location information may be collected while the App is open and, during a clocked-in work session, while the App is operating in the background, another application is being used or the device screen is locked.

3.4 Device and technical information

We may collect limited technical information necessary to operate, support and protect the App, including:

• device type and model;
• operating-system version;
• App version;
• device or installation identifier;
• IP address and network information;
• security and authentication logs;
• permission status;
• diagnostic data;
• crash reports; and
• error and performance logs.

We do not use this information for third-party advertising.

4. When location collection starts and stops

Location collection is linked to your clocked-in work session.

Location collection starts only after:

1. you have received an explanation of how location information will be used;
2. you have granted the relevant device permission; and
3. you clock in through the App.

Location collection stops when you clock out.

The App is not intended to collect your location:

• before you clock in;
• after you clock out;
• during personal time outside a clocked-in session;
• for advertising;
• for unrelated marketing; or
• to monitor your private activities.

You should clock out promptly when your work session or assignment activity ends.

Where the device or App loses connectivity, location information generated during a clocked-in session may be stored temporarily and transmitted when connectivity is restored.

5. Why we collect location information

We collect location information to provide proof that assigned work has been attended or undertaken.

Location information may be used to:

• verify attendance at an assigned worksite;
• confirm that an inspection, visit or other assignment activity took place;
• connect clock-in and clock-out activity with the relevant assignment location;
• support the validation of work records, reports, timesheets or invoices;
• respond to client questions about attendance or work completion;
• investigate genuine discrepancies concerning attendance or assignment completion;
• protect the integrity of BIE’s assignment and client records;
• prevent inaccurate or fraudulent attendance records;
• meet contractual, quality-management or audit requirements; and
• establish, exercise or defend legal or contractual claims.

Location information will not ordinarily be used as the sole basis for making a significant employment, contractual, payment or disciplinary decision.

Where a discrepancy is identified, relevant circumstances should be reviewed by an authorised person. This may include considering GPS accuracy, connectivity problems, device faults, environmental conditions and any explanation provided by the App user.

6. Legal grounds for processing

We process personal information in accordance with the privacy and data-protection laws applicable to the relevant user, BIE company and processing activity.

Depending on the applicable jurisdiction and circumstances, our legal grounds may include:

• performing a contract or taking steps connected with a contract;
• pursuing our legitimate business interests, where permitted by law;
• complying with a legal or regulatory obligation;
• protecting the rights, property or safety of BIE, its personnel, clients or others; and
• consent, where consent is required under applicable law.

Our legitimate interests may include:

• confirming that assigned work has taken place;
• maintaining accurate attendance and assignment records;
• meeting client and contractual requirements;
• protecting BIE against inaccurate or fraudulent work records;
• resolving attendance and assignment disputes; and
• maintaining the security and integrity of the App.

Where we rely on legitimate interests, we consider whether the processing is necessary and proportionate and whether your rights and interests override those interests.

Permission granted through your Apple or Android device allows the App to access location services. Device permission is not necessarily the same as consent under applicable privacy law.

Where local law requires specific consent or additional steps for workplace location monitoring, BIE will implement those requirements before activating the relevant processing in that jurisdiction.

7. Background location access

The App may require background location access so that proof-of-work information can continue to be recorded during a clocked-in session when:

• the App is minimised;
• another application is being used;
• the device screen is locked; or
• the App is not currently visible on screen.

Background location is used only while you remain clocked in.

The App is designed to stop collecting location information when you clock out.

You may manage location permissions through your device settings. Removing or restricting the required permission may prevent attendance, clocking or proof-of-work functions from operating correctly.

Where the required permission is unavailable, you should contact your assigned supervisor to determine whether an alternative attendance-verification process is available.

8. Who can view location information

Location information is not publicly available.

Access is restricted to authorised personnel with a legitimate business need.

Location records may be viewed by:

• supervisors assigned responsibility for you or the relevant assignment;
• authorised operational administrators where necessary to support or investigate a work record;
• authorised compliance, quality, legal or information-security personnel where access is required for a specific purpose; and
• authorised personnel handling a client query, contractual audit, complaint, investigation or legal matter.

Assigned supervisors should only be given access to location records relevant to personnel or assignments within their area of responsibility.

Access to location information will be controlled using appropriate permissions and may be logged or audited.

Clients will not ordinarily receive unrestricted access to a field personnel member’s location history.

A relevant location or attendance record may be disclosed to a client where reasonably necessary to:

• confirm that contracted work took place;
• validate a particular site visit;
• respond to a specific query;
• meet an agreed audit requirement; or
• resolve a contractual dispute.

9. Service providers

We may use third-party service providers to operate, host, maintain, support and secure the App.

These may include providers of:

• cloud hosting;
• application development;
• database services;
• authentication;
• mapping and location services;
• application monitoring;
• technical support;
• communications;
• data storage; and
• cybersecurity services.

These providers may process personal information only for the services they provide to BIE and subject to appropriate confidentiality, security and data-protection obligations.

Apple, Google, the device manufacturer and the provider of your device’s location services may also process information under their own privacy policies.

10. International transfers

BIE operates internationally, and personal information may be accessed, processed or stored in countries other than the country in which it was collected.

Where required by applicable law, BIE will use appropriate safeguards for international transfers. These may include:

• transferring information to a country recognised as providing an adequate level of protection;
• contractual data-protection clauses;
• international data-transfer agreements;
• binding corporate rules, where applicable;
• contractual and technical safeguards; or
• another legally recognised transfer mechanism.

You may contact BIE using the details in this policy for further information about the safeguards relevant to your personal information.

11. How long we retain information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy.

Unless a longer period is required for legal, regulatory, contractual, insurance, audit or dispute-related purposes:

• detailed location records will be retained for 90 Days
• clock-in, clock-out and assignment attendance records will be retained for 90 Days;
• App security and access logs will be retained for 90 Days; and
• account information will be retained while the account remains active and for 90 Days after the account is closed.

Where practical, detailed location coordinates may be deleted or anonymised once they are no longer needed.

A record confirming that a person attended an assignment may be retained for longer than the underlying detailed GPS information.

Information may be retained for longer where it is relevant to:

• an active complaint;
• a contractual dispute;
• a client query;
• a regulatory investigation;
• an insurance matter;
• legal proceedings; or
• the establishment, exercise or defence of legal claims.

12. Security

We use reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss or destruction.

These measures may include:

• encryption during transmission;
• encryption of stored information where appropriate;
• authenticated user accounts;
• role-based access controls;
• restricted supervisor access;
• access logging and monitoring;
• secure development and testing practices;
• vulnerability management;
• security updates;
• backups and recovery controls;
• supplier due diligence; and
• incident-response procedures.

No electronic service can be guaranteed to be completely secure.

Users must protect their account credentials and promptly report any suspected loss, compromise, misuse or unauthorised access.

13. Automated decision-making

The App is not intended to make solely automated decisions that produce legal or similarly significant effects on field personnel.

Location information may identify an apparent discrepancy between a recorded location and an assigned worksite. Any consequential employment, contractual, payment or disciplinary decision should involve appropriate human review.

The review should consider relevant information, including:

• possible GPS inaccuracies;
• poor signal or connectivity;
• indoor working conditions;
• device settings;
• battery-saving restrictions;
• technical faults;
• changes to the assignment location; and
• information provided by the field personnel member.

14. Location accuracy

Device location information is not always exact.

Accuracy may be affected by:

• the device model;
• buildings or indoor locations;
• GPS availability;
• weather or environmental conditions;
• mobile, satellite or Wi-Fi connectivity;
• operating-system restrictions;
• device permission settings;
• battery-saving settings;
• interference;
• technical faults; and
• whether precise location is enabled.

Location information should therefore be considered alongside other relevant evidence and should not automatically be treated as conclusive.

15. Your choices and device permissions

Before the App accesses location information, you will be shown an explanation of why location access is required and will be asked to grant the relevant permission through your device.

Depending on your device and operating system, you may be able to:

• grant or refuse location permission;
• control whether precise location is available;
• manage background location access;
• change permission settings later; and
• clock out to end location collection.

Refusing or withdrawing the required location permission may mean that the App cannot verify attendance or that some assignment and clocking functions are unavailable.

BIE will not use misleading interfaces or attempt to bypass a permission choice made through your device.

16. Your privacy rights

Depending on the laws that apply where you live or work, you may have rights concerning your personal information.

These may include the right to:

• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request deletion of information;
• request restriction of processing;
• object to certain processing;
• withdraw consent where processing is based on consent;
• request a portable copy of certain information;
• receive information about international transfers;
• challenge certain automated decisions; and
• make a complaint to an applicable privacy or data-protection authority.

These rights are not absolute and may be subject to legal conditions, exceptions and verification requirements.

To exercise a privacy right, contact:

Privacy contact: Paul Wass
Email: paul.wass@biegroup.com

Postal address: Chatsworth Technology Park, Dunston Road, Chesterfield, Derbyshire, S41 8XA

We may ask for information necessary to verify your identity and identify the relevant records.

17. Complaints and regulatory authorities

You should contact BIE first if you have a concern about how your personal information is collected, used, disclosed, retained or otherwise handled.

Privacy complaints may be submitted using the following details:

Privacy contact: Paul Wass
Email: paul.wass@biegroup.com

Postal address: Chatsworth Technology Park, Dunston Road, Chesterfield, Derbyshire, S41 8XA

We will investigate and respond to privacy complaints in accordance with the data-protection laws applicable to the relevant processing.

You may also have the right to submit a complaint to the data-protection, privacy or supervisory authority responsible for your country or region.

The appropriate authority may depend on:

• where you live or work;
• where the relevant BIE company is established;
• where your personal information was processed;
• where the alleged infringement occurred; and
• which national or regional privacy law applies.

Users can find the appropriate privacy or data-protection authority by searching the official government or regulatory websites for the country or region in which they live or work.

Contacting BIE first does not prevent you from contacting a competent regulatory authority or exercising any other legal right available to you.

18. Children

The App is intended only for authorised adult field personnel.

It is not intended for use by children, and BIE does not knowingly use the App to collect location information from children.

19. Advertising and third-party tracking

Personal information collected through the App is not used for:

• behavioural advertising;
• targeted advertising;
• sale to data brokers;
• advertising measurement;
• marketing profiles unrelated to BIE work;
• tracking users across third-party applications or websites; or
• unrelated commercial profiling.

BIE does not sell location information.

For the purposes of this policy, recording location during a clocked-in assignment is operational workplace location monitoring. It is not used for cross-app advertising tracking.

20. Changes to this policy

We may update this policy where:

• the App or its features change;
• our processing practices change;
• service providers change;
• applicable legal requirements change; or
• additional information is required to explain our privacy practices.

The latest version will be published on the BIE Group website and made accessible from within the App.

Where a change materially affects how location or other personal information is processed, we will provide an appropriate additional notice.

The date at the beginning of this policy shows when it was last updated.

21. Contact us

Questions about this policy or the App’s use of personal information should be sent to:

Organisation: B.I.E. International Ltd
Privacy contact or Data Protection Officer: Paul Wass
Email:  paul.wass@biegroup.com
Telephone: +44 1246 260260
Postal address: Chatsworth Technology Park, Dunston Road, Chesterfield, Derbyshire, S41 8XA. United Kingdom