DRAFT customer templates — adapt before collection. Replace every bracketed field, choose/document lawful bases and actual retention, and provide the notice to the relevant people. These do not replace the customer's full privacy notice.
Employee / worker notice
[Customer legal name/contact] is controller of workforce information. We use MirrorHQ, operated by ELPI CONSULTING LIMITED, as a processor to plan work locations, staffing and availability. We record your name, work contact/details, department, team, manager, job title, weekly pattern, base location and neutral daily status/location. Required vs optional fields and consequences of not providing them: [complete for your process]. Do not enter medical or sickness reasons.
Colleagues can see company directory and neutral schedules. Your assigned manager can change your neutral attendance; HR/company admins manage records and company admins can export them. Visitor/contractor information has narrower access. Lawful basis and purpose-specific interests: [complete]. Actual retention, removal and legal exceptions: [complete; proposed default 12 months attendance is not active deletion]. Providers/transfers: [attach verified schedule]. Rights/contact/ICO complaint and any automated-decision information: [complete; no automated employment decision is built into the MVP].
Visitor notice
[Customer legal name/contact] records your name, organisation, host, location and planned/actual visit times to arrange hosting and workplace occupancy. Contact details and operational notes are optional unless [explain any necessity]. We use MirrorHQ as processor. The host, registering colleague and HR/company admins can view your visit; other staff see anonymous occupancy counts. Company admins can export selected visit information. Do not include health or unnecessary personal details.
Lawful basis: [complete]. Actual retention and exceptions: [complete; proposed 90 days after visit is not active deletion]. Source of details if collected from another person: [complete]. Providers/international transfers and rights/complaints/contact: [complete or link approved full notice]. Give this notice before collection or within the applicable indirect-collection timetable.
Contractor notice
[Customer legal name/contact] records contractor organisation, contact name, optional phone, host, work location, assignment dates, check-in/out and optional workplace notes to coordinate assignments and occupancy. MirrorHQ acts as processor. Hosts, creators and HR/company admins can view details; ordinary colleagues see anonymous occupancy counts. Company admins can export selected records. Do not include medical, health or unnecessary personal information.
Lawful basis, required fields/consequences and indirect source: [complete]. Actual retention and exceptions: [complete; proposed 12 months after assignment is not active deletion]. Providers/transfers, rights and complaint/contact information: [complete or link approved full notice].