Privacy notice

In short

• Subber Ltd runs Subber and is responsible for your information.
• Companies we've approved can see worker profiles. Phone numbers and job addresses are only shared once a job is agreed.
• We check right to work and keep some records for set periods, because the law says we must.
• We never sell your information or use it for advertising.
• You can change your details, close your account or ask for a copy of your information.
• Questions or complaints: hello@subber.co.uk.

1 Who we are

1. Subber is run by Subber Ltd, a company registered in England and Wales under number to follow.
2. Our registered office is to follow.
3. We are the "controller" of the personal information in this notice. That means we decide how it's used, and we're responsible for looking after it.
4. Subber introduces self-employed drivers, porters, packers and other crew to removal companies for day work. We act as an employment agency under the Employment Agencies Act 1973.
5. We don't employ workers. At the moment, we don't handle their pay: companies pay workers directly.
6. We're registered with the ICO (the Information Commissioner's Office) under number to follow.
7. We haven't appointed a data protection officer. To follow is responsible for data protection at Subber.

How to contact us

• Email: hello@subber.co.uk
• In the app: Contact Subber, in your account menu.
• Post: to follow

2 Who this notice is for

• Companies: removal firms that use Subber to book workers, and the people who run their accounts.
• Workers: self-employed drivers, porters, packers and other crew who use Subber to find day work.
• Visitors to subber.co.uk.
• People named in a job, such as a removal firm's customers and on-site contacts (see section 8).
• Businesses we contact before they join Subber (see section 9).

Subber is only for people aged 18 or over (see section 18).

3 What we collect about companies

If you're a sole trader or partnership, your company details are personal information too.

What you give us

1. Your company name.
2. The email address and mobile number for your account.
3. Your password. We only store a scrambled version that we can't read.
4. An invite code, if you used one.
5. Jobs you post and requests you send. That includes the first day and number of days, start time, role, licence, location, postcode, pick-up and drop-off addresses, on-site contact, day rate, when you'll pay the worker ("Pays within"), description, notes, any skills needed, and any extras you'll pay the worker on top of the day rate: travel, nights away with a nightly allowance and where they'll stay, and other costs with a note of what they're for.
6. What happens on each booking, such as completions, "didn't turn up" marks and cancellation reasons.
7. Reviews you write, problem reports, review reports and messages you send us.
8. Your billing details: the type of business, the name to invoice, your Companies House number if you're a limited company, billing address and postcode, an email address for invoices and, if you have one, your VAT number. If you're a sole trader, the name to invoice is your own name.
9. Workers you mark as favourites.
10. The date you ticked that you've checked your insurance covers the drivers and porters you take on. We never see your policies.
11. Your Direct Debit, if you set one up to pay our fees. You give your bank details on Stripe's own page, not to us. We keep only the last 4 digits of the account, whether the Direct Debit is set up, and the result of each collection.
12. Ask. If you use Ask, we keep what you type there and Subber's answers, including the job drafts and lists of people it shows you, for 30 days from a conversation's last message. You can delete a conversation at any time.

What we get from others

• Reviews, cancellations and problem reports from workers you've booked. A worker's review can say whether you paid them on time.
• Who invited you, if you joined through a worker's invite link.
• What Companies House shows about your company, if we look up your company number to check you're a genuine removal business.

What we work out

• Your star rating, number of completed jobs, cancellation rate, and how many workers said you paid them on time, for example "Paid on time for 18 of 19 jobs".
• The fee on each booking, your monthly invoice and your monthly totals.
• Late cancellations, and what you owe a worker if you cancel an agreed job late.
• Whether we've approved your business, when, and which of our staff approved it.

4 What we collect about workers

What you give us

1. Your full name, email address, mobile number and password. We only store a scrambled version of your password.
2. The roles you can do, your licence category, years in removals (we ask when you sign up), day rate and how far you'll travel. If you add them: your mileage rate, your night-out rate, and whether you're happy to sleep in the cab, need somewhere to stay or only do day jobs.
3. Your full postcode. Other users only ever see the area, such as PO10.
4. Your bio and your skills.
5. A photo, if you add one. We crop it and remove hidden data, such as where it was taken.
6. Your usual working week, the days you've marked as not available, and any one-off days you've switched on.
7. Training certificates you upload, with their expiry dates.
8. Right-to-work evidence (see section 6).
9. Your applications, your answers to requests and late-hire offers, cancellation reasons, reviews (including whether you say a company paid you on time), problem reports and messages to us.
10. If you pause your profile: your reason, any note you add and the date you'll be back, if you give one. "Injury or illness" is health information (see section 7).
11. Your job alert settings, including whether you want alerts by text. Each time you turn texts on or off, we record when, and the wording you saw.

What we get from others

• Reviews, completions, cancellations, "didn't turn up" marks and problem reports from companies.
• The result of your right-to-work check from the Home Office online service.
• Who invited you, if you joined through someone's invite link.
• Whether a company has marked you as one of its favourites.
• Which company's own crew you're in, if you joined through its crew link.

What we work out

• Your star rating, completed jobs, cancellation rate and attendance record, for example "Turned up for 9 of 10 jobs".
• A "Right to work checked" badge, if your check passed.
• Late cancellations, and what a company owes you if it cancels late.
• If you have two Subber accounts, such as a crew account and your own, a private link between them, because they're the same person. The link is made when you make your own account from a crew account, or by our staff if they find that two accounts belong to the same person. We use it so you're never booked on the same day on both, and so a right-to-work check passed on one counts for both. Companies never see it.
• Whether a cancellation counts against you. If you pull out within 2 hours of being booked in without being asked, it doesn't count.
• Which job posts we've told you about, and how: a job alert, a company asking you to apply, or the daily message about jobs on your free days. The daily message never repeats a job you've already heard about.

5 What we collect about everyone who uses or visits Subber

1. Security links. We email links to confirm your email address when you sign up or change it, and to reset your password. We only keep scrambled copies, and they expire.
2. Booking news. Everything shows in the app. Workers also get a text about things that can't wait: a new request or late-hire offer, being hired or booked in, a company asking them to apply, a cancellation, the 6pm reminder the day before a job, and a request that's about to expire. Companies get a text when a worker pulls out. Most other news comes by email. If we can't text you, we email you instead. Each message says what it's about, such as the company, place and date, with a link to Subber. The reminder the day before a job gives the start time and location, never the address, on-site contact or phone numbers. These messages are part of the service, so you can't turn them off while you have an account. Job alerts work differently (see section 7).
3. Invites. If you share your invite link, we don't see who you send it to. We only learn who joined through it once they sign up.
4. Technical information, such as your IP address, browser, device and the pages you ask for. We use it to run the site, block repeated login attempts, limit how many new accounts can be opened from one internet address, and fix faults.
5. Visitors. The website has no analytics or advertising trackers. Its fonts come from our own server, so your browser doesn't contact Google or any other font service. Visiting it sets no cookies until you sign in or sign up.
6. Blocks. If you block someone, or someone blocks you, we record it. Nobody is told they've been blocked (see section 10).
7. Suspensions. If we suspend your account, we record why. Only Subber staff see the reason. We email you to say your account is suspended and that you can contact us. If we reinstate your account, we delete the reason.
8. Hidden profiles. If we hide your profile while something on it is put right, we record why and tell you. When we show your profile again, we delete the reason.
9. Agreeing to our terms. When you sign up, we record which terms you agreed to, which version, the words next to the box you ticked, and when.
10. Cookies. See section 19.

6 Right-to-work checks, certificates and photos

Why we check right to work

Since 1 October 2026, the rules on preventing illegal working also cover online platforms that match self-employed people with clients. That includes Subber. A right-to-work check is optional for now.

How it works

1. You either upload a document, such as your passport photo page, or give us a GOV.UK share code and your date of birth.
2. Authorised Subber staff check it. For share codes, we use the Home Office online checking service on GOV.UK. It receives your share code and date of birth.
3. We record the check: the date, who did it, how it was done and the result.
4. If we can't approve it, we tell you why.
5. If your Subber accounts are linked (see section 4), a check passed on one counts for both, and both show the badge.

How we protect it

• Documents, share codes and dates of birth are encrypted when stored.
• Only authorised Subber staff can open them.
• Companies never see your documents, share code or date of birth.
• Companies only see the "Right to work checked" badge, if your check passed. They can't see if a check is waiting or was turned down.
• Documents such as passports show your nationality and place of birth. We only use them to check your right to work.
• We only share right-to-work information with the Home Office or other authorities when the law requires it.

Certificates

• Certificate files are encrypted when stored.
• Companies see only the certificate's name and expiry date, never the file.
• You upload certificates yourself. We don't check certificates or licences: companies must check them for themselves.
• We remind you 30 days before a certificate expires.

Photos

• Photos are encrypted when stored.
• Only people signed in to Subber can see them. They're never public on the internet.
• You can delete your photo at any time. Subber staff can remove a photo, and we'll tell you if we do.

7 Why we use your information, and our lawful basis

The law says we need a valid reason, called a "lawful basis", for each use. We use four:

• Contract: we need it to give you the service you signed up for.
• Legal obligation: the law requires it.
• Legitimate interests: we have a fair business reason that isn't outweighed by your rights. We explain the balance below.
• Consent: you've said yes, and you can change your mind at any time.

What we use it for

1. Running your account and bookings. Basis: contract. This covers sign-up, signing in, confirming your email address, search, profiles, requests, job posts, applications and bookings. It also covers sharing phone numbers and addresses once a job is agreed, and booking news by text and email (see section 5). Favourites, blocking, reminders and records of late cancellations are part of this too.
2. Charging companies our fee. Basis: contract. We use companies' billing details to invoice our fees each month. If a company pays by Direct Debit, Stripe collects the payment. Keeping invoices and accounts is a legal obligation.
3. Keeping employment agency records. Basis: legal obligation. The Conduct of Employment Agencies and Employment Businesses Regulations 2003 require records about workers, companies and introductions.
4. Right-to-work checks. Basis: legal obligation, under the Immigration, Asylum and Nationality Act 2006 as it applies to online matching services.
5. Ratings, reviews, cancellation rates and attendance. Basis: legitimate interests.

   • Why: they help both sides choose who to work with, and keep Subber reliable.
   • Balance: only jobs booked through Subber count. Declined and withdrawn requests don't count against you. You can see your own figures. You can report an unfair review or dispute a "didn't turn up" mark.
6. Keeping Subber safe and fair. Basis: legitimate interests.

   • This covers security, blocking repeated login attempts, limiting new accounts from one internet address, and stopping fraud and misuse. It also covers moderating reviews, photos and certificates, handling problem reports, suspending accounts and enforcing our terms.
   • Balance: users expect this, and we only use what we need.
7. Answering your messages and complaints. Basis: legitimate interests. For data protection complaints, it's a legal obligation.
8. Job alerts for workers. When a job you could do is posted, we tell you in the app. Basis: contract. Alerts are on unless you turn them off. We only text you about new jobs if you turn on "Text me as well". Basis: consent. You can turn either off at any time in Account settings, or by telling us. If a company has you as a favourite, you're still told in the app when it posts a job.
9. News and offers for companies. Basis: legitimate interests.

   • Sole traders and partnerships: we only email or text you if you've agreed, or if you're a customer who didn't opt out at sign-up.
   • Every message lets you opt out.
10. Contacting businesses before they join. Basis: legitimate interests. See section 9.
11. Improving Subber. Basis: legitimate interests. We look at totals and trends, such as jobs booked each month. We don't build marketing profiles of individuals.
12. Legal claims and requests from authorities. Basis: legal obligation, or our legitimate interest in protecting our legal rights.
13. If Subber is sold or restructured. Basis: legitimate interests. We'll require the new owner to use your information as this notice says.
14. Pausing your profile. Basis: contract. You pick a reason, and you can add a note. Only you and Subber staff can see them. Our staff are told in the app and by email (see section 11). Companies only see that you're not taking bookings, and the date you'll be back if you gave one. If your reason is injury or illness, that's health information, which the law treats as especially sensitive. If you add a note, leave out medical details.
15. Checking companies are genuine. Basis: legitimate interests. Before a company can see workers or book anyone, we check it's a genuine removal business, by phone or on Companies House. We record when we approved it and who approved it. This keeps workers' details away from anyone who isn't a real removal business.
16. Linked accounts. Basis: legitimate interests. If one person has two accounts, such as a crew account and their own, we keep a private link between them. Our staff can also link two accounts that they find belong to the same person, or unlink them. We use the link so the same person is never booked twice on the same day, and so one right-to-work check counts for both. Companies never see it.
17. Matching workers to jobs. Basis: contract. We use a worker's free days, usual week, area, travel distance, roles, licence, overnight preference and day rate to suggest them to companies for job posts, and to tell them about jobs on their free days. Ratings and attendance help decide the order (see item 5). Pausing your profile stops both. Turning off job alerts in Account settings stops the daily message.
18. Ask, for removal companies. Basis: contract. A company can type what it needs, such as a job to post or who's free on a day, and Subber answers with drafts and suggestions that the company checks and confirms itself. To answer, we look up the company's own jobs and bookings and who's free for a job, using the same rules as search and job matching. If you're a worker, this can include your first name and the first letter of your surname, your roles, licence category, rating and how far away you are. Basis for that: legitimate interests, ours and the company's, in finding people who are free for a job. Balance: it's less than a company already sees in search, we send no contact details, and nothing happens unless the company taps to ask you.

Do you have to give us your information?

• To open an account, you must give a name or company name, email address, mobile number and password.
• Workers must also give at least one role, their licence category, postcode and day rate.
• Companies must give billing details, and set up a Direct Debit if we ask them to, before they can send a request or hire someone.
• Without these, we can't provide the service.
• Photos, bios, skills and certificates are optional.

8 People named in a job

This section is for a removal firm's customers, on-site contacts and anyone else named in a job.

1. Companies may give us their customer's pick-up and drop-off addresses. They may also give the name and number of someone to ask for on the day.
2. We get these details from the removal company, not from you.
3. We use them only so the booked worker can get to the job and find the right person. Basis: legitimate interests, ours and the company's, in the job going ahead.
4. The worker sees them only once the job is agreed. Authorised Subber staff can also see them.
5. We keep them with the booking records and, if a company types them into Ask, with that Ask conversation (see section 14).
6. To use your rights, email hello@subber.co.uk.

If you're a company

• Only give us these details if you're allowed to share them, and tell the people concerned.
• Don't put customers' names, addresses or phone numbers in the location, description or notes. Workers see those before a job is agreed.
• Workers on Subber can see the location, description and notes of an open job post.
• Don't type customers' names or phone numbers into Ask. If you type an address or a full postcode, we try to swap it for a placeholder before anything goes to Anthropic, and put it back into your job draft on our own server. We also try to take out phone numbers and email addresses.

9 Businesses we contact before they join

1. We may contact removal firms to tell them about Subber.
2. We find their details in public sources, such as company websites, trade directories, Companies House and business social media pages.
3. We may hold the business name, contact names and roles, and business email, phone number, address and website.
4. If we visit your yard or speak to you, we may keep a short note of the conversation.
5. Basis: legitimate interests, in telling removal firms about Subber.
6. We only send marketing emails without asking first to limited companies and LLPs.
7. Sole traders and partnerships: we only phone or speak in person, unless you've agreed to emails or texts. WhatsApp, Facebook and LinkedIn messages count as emails here.
8. Before we phone, we check the Telephone Preference Service (TPS) and Corporate TPS lists.
9. Our first message tells you where we got your details, how to opt out and where to find this notice.
10. If you ask us to stop, we will. We keep your business name and contact details on a do-not-contact list, so we don't contact you again.

10 Who can see your information

What companies can see about workers

Any company we've approved can see a worker's profile:

• full name and photo
• roles, licence, years in removals, day rate, bio and skills, and their mileage rate, night-out rate and overnight preference if they've added them
• postcode area, such as PO10, never the full postcode
• how far they'll travel, and how far they are from the company's job
• star rating and reviews, with the name of the company that wrote each one
• completed jobs, cancellation rate and attendance record
• certificate names and expiry dates
• the "Right to work checked" badge, if they have it
• which days in the next 8 weeks they're free. On a day they're not, whether they're booked on another job (never which company) or have marked the day off, but never why
• whether they've paused their profile, and when they'll be back if they said, but never why
• when they joined

When a worker applies for a post, that company sees the application.

On each of its open job posts, a company also sees up to 8 workers who are free for it (section 17). It sees whether each has applied, or been asked, for other work on those days, but never the other company's name.

Once a job is agreed, the company also sees the worker's mobile number. A job is agreed when the worker accepts a request, the company picks them from a post (or, on a late hire, when the worker confirms the offer), or the company books in one of its own crew. The number stays on the completed booking. It's hidden if the job is cancelled or marked "didn't turn up".

Companies never see a worker's email address, full postcode, right-to-work documents, share code, date of birth or certificate files.

A company's own crew (workers who joined through its crew link) can only be seen by that company. No other company can find them, see their profile or photo, add them to favourites or send them a request.

What workers can see about companies

Any signed-in worker can see:

• the company's name, star rating, completed jobs, cancellation rate, how many workers said it paid them on time, and when it joined
• reviews from workers, shown as first name and initial, such as "Danny R."
• every open job post: company, date, time, role, licence, location, postcode area, day rate, any extras, when the company will pay, description, notes, skills needed, places left and number of applicants

When a company sends a worker a request, the worker sees the company, location, date, time, rate, any extras, when the company will pay, and notes.

Once the job is agreed, the worker also sees the full addresses and postcode, the on-site contact and the company's mobile number.

Workers never see a company's email address, billing details or Subber's fee.

A crew account only sees its own company's job posts. A new post is shown to the company's own crew and favourites first, and to other workers 2 hours later (section 17).

Other people

• If you cancel an agreed job, the other side sees your reason. Keep it short, and leave out health or other private details.
• Anyone with your invite link sees your first name and initial.
• Workers can see how many people joined through their link, but not who.
• Worker photos can be seen by Subber staff, and by companies we've approved that have dealt with you or can see your profile. Nobody sees the photo of a hidden or suspended worker unless they've worked with them. No company but its own can see the photo of someone in a company's crew.
• Problem reports go to Subber staff. If we change a booking's outcome, both sides are told.
• A company can block a worker, and a worker can block a company. Either way, the company can't find or book the worker, and the worker can't see the company's job posts or apply to them. Jobs already agreed still go ahead. Nobody is told they've been blocked. You can see and undo your own blocks in Account settings, but you can't see who has blocked you.
• Only the company can see which workers it has marked as favourites. A worker isn't told when a company adds them, but is told when that company posts a job.
• If you have two linked accounts, such as a crew account and your own, companies never see the link between them. We don't tell the company whose crew you're in about your own account, but like any other account, it can come up in that company's search.

Subber staff

Authorised staff can see what they need to run Subber and sort out problems. This includes both sides' email addresses and mobile numbers, full postcodes, right-to-work evidence, uploaded files, problem reports, messages to us and removed reviews. It also includes companies' billing details, workers' reasons and notes for pausing, and why an account was suspended. Staff can also see which company's crew a worker is in, and which accounts are linked.

Once a company or worker has your details

They're responsible for using them properly, and only for the job. Apart from the organisations in section 11, we only share a worker's details to help them find work, when the law requires it, or with the worker's agreement.

11 Service providers and other organisations

Service providers

These companies work for us under contract and only on our instructions. They can't use your information for their own purposes.

• Hosting, database, uploaded files and backups: Krystal, a UK hosting company. Our server is in London.
• Emails and texts: Brevo (Brevo SAS, formerly Sendinblue, in Paris, France). It sends our emails and texts, so it gets your email address, your mobile number and what each email or text says, which can include your name, booking details and any invoice we attach. It also carries the emails we send our own staff about accounts and bookings. These can include your name, the start of any message you send us and, if you pause your profile, your reason and note.
• Checking reviews: Anthropic (Anthropic Ireland, Limited, in Ireland). When someone writes a review, we send its star rating, its words and the job's role to Anthropic's Claude to check whether it may break our review rules, for example by sharing someone's phone number or making a threat. Before we send it, we try to take out phone numbers, email addresses, full postcodes, addresses, number plates and the full names of the company and the worker. We never send your email address, phone number or account details. Claude only suggests that a review needs a look: Subber staff decide what happens to it. Anthropic doesn't use what we send to train its models, and deletes it after a short time (see section 14).
• Ask, for removal companies: Anthropic (Anthropic Ireland, Limited, in Ireland). When a company uses Ask, we send Anthropic's Claude what the company types and the details we look up to answer it: the company's own jobs and bookings (such as dates, times, roles, rates, the area, a post's description and notes, and the first name and surname initial of workers who've applied, been asked or been booked; not addresses or contacts) and, for workers who are free, their first name and surname initial, roles, licence category, rating, distance and notes such as whether they're a favourite or have worked for the company. Before we send it, we try to take out phone numbers and email addresses, and swap full postcodes and street addresses for placeholders. We never send anyone's email address, phone number, address, photo, reviews, right-to-work details or account details from our records. Claude suggests; the company confirms each job post or request to apply itself. Anthropic doesn't use what we send to train its models, and deletes it after a short time (see section 14).
• Our mailbox: Google Workspace (Google Cloud EMEA Limited, in Ireland). It holds the emails you send to hello@subber.co.uk, and the emails Subber sends our staff.

Other organisations

• Stripe, for Direct Debit payments of our fees. If a company sets one up, it gives its bank details on Stripe's own page. We send Stripe the company's invoice name and invoice email, and each invoice's number and amount. Stripe also uses them for its own legal duties, such as preventing fraud, so Stripe's privacy policy applies too.
• postcodes.io, a free postcode lookup. It only gets a postcode area, such as PO10, never a full postcode. We use it to check postcodes and work out distances.
• Google Maps, only when you tap "Open in Maps". The address goes to Google, and Google's privacy policy applies.
• The Home Office, for online right-to-work checks, and for right-to-work records if it asks.
• Authorities and regulators when the law requires, such as HMRC, the Fair Work Agency, the police, the courts and the ICO.
• Our professional advisers and insurers, such as solicitors and accountants, when needed.
• A buyer, if Subber is sold.

We never sell your personal information or share it for advertising.

12 Sending information outside the UK

1. Our server, database and uploaded files are in the UK, in London.
2. Some providers may store or access it outside the UK, for example in the US.
3. If they do, we protect it in one of these ways:

   • the UK government has approved the country, such as those in the European Economic Area
   • the US company is certified under the UK-US data bridge
   • an approved contract, such as the ICO's International Data Transfer Agreement or the UK Addendum
4. Providers that may store or access information outside the UK: Brevo, for emails and texts (stored in France and Belgium, which the UK has approved; Brevo's support teams and some of its suppliers, including companies that pass texts on to mobile networks, can reach it from the US or India, under standard contractual clauses); Stripe, for Direct Debit (Stripe Payments UK, Ltd. provides it here, working with Stripe companies in Ireland, which the UK has approved; Stripe also sends it to the US, where it is certified under the UK-US data bridge, and to other countries, including India, under approved contracts such as the UK Addendum); Google, for our mailbox (Google Cloud EMEA Limited is in Ireland, which the UK has approved; Google may store and process it in the US and other countries, under Google's data processing terms, which include the UK Addendum to the standard contractual clauses); and Anthropic, for checking reviews and for Ask (Anthropic Ireland, Limited is in Ireland, which the UK has approved; Anthropic and its cloud providers may process it in the US and other countries, under Anthropic's data processing terms, which include the UK Addendum to the standard contractual clauses).
5. Ask us if you'd like more details.

13 Keeping your information safe

• Connections to Subber are encrypted (HTTPS).
• Passwords are stored scrambled. We can't see them.
• Right-to-work documents, share codes, dates of birth, certificates and photos are encrypted when stored.
• Uploaded files are never public. We check who's asking every time a file is opened.
• People only see what their role allows.
• Security links expire: password-reset links after 1 hour, email-change links after 24 hours, and the link to confirm your email address after a week.
• Changing or resetting your password signs you out on your other devices. It also cancels any email change that's waiting.
• You can sign out of your other devices at any time, in Account settings.
• You stay signed in on a device for up to 90 days after you last used Subber, or until you sign out. Our staff are signed out after about 12 hours without using Subber.
• Bank details for a Direct Debit go straight to Stripe. We only keep the last 4 digits.

No system is completely secure. If a breach puts your information at risk, we'll report it to the ICO, normally within 72 hours. If it's likely to put you at high risk, we'll tell you too.

Keep your password private. Tell us straight away if you think someone else has used your account.

14 How long we keep information

While your account is open, we keep your information so the service works.

Closing your account

1. You can close your account in Account settings. You'll need your password.
2. You can't close it while you have agreed jobs coming up.
3. Requests waiting for an answer and open job posts are closed, and the other side is told. Your open applications are closed too.
4. Your profile comes down and you're signed out everywhere. You can't sign in again.
5. We delete your password, photo, bio, skills, postcode, availability, pause details, favourites, certificates, right-to-work document, share code and date of birth, notifications and security codes straight away.
6. We delete your email address and mobile number straight away.
7. On past bookings and reviews, other users see "Former member" or "Former company" instead of your name.
8. We keep the records the law says we must keep: your bookings, the result of your right-to-work check (not the evidence), and invoices. Your name comes off bookings straight away (item 7), but stays on invoices. We delete these records at the end of the periods below.
9. If you're a company, we keep your billing details, so we can still invoice fees for jobs that went ahead.

How long we keep each type of record

• Bookings, jobs and introductions: 2 years after we last provided our services to you. The law requires at least 1 year. If you close your account, your name comes off them straight away, but stays on invoices.
• Right-to-work evidence (your document, share code and date of birth), whether or not it passed: while your account is open. If you close your account, we delete it straight away.
• Right-to-work check record (the result, when we checked and who checked): 2 years after your last booking.
• Fees and invoices: 6 years after the end of the financial year they relate to.
• Problem reports, review reports, removed reviews and messages to us: 2 years after they're closed, or longer while a dispute or legal claim is going on.
• Reviews you wrote: they stay on the other side's profile while it exists, shown as "Former member" or "Former company". Reviews about you stop showing when you close your account.
• Review checks: what our checks found about a review is kept for as long as the review is. Anthropic deletes what we send it within 30 days, unless it needs to keep it longer to deal with misuse of its service or because the law requires it.
• Notifications: yours are kept while your account is open, and deleted when you close it.
• Notifications and emails to our staff about accounts and bookings, such as a pause reason or the start of a message to us: 12 months.
• Pause reason and note: until your profile is live again, or you close your account. Our staff are told about it in the app and by email, and that notification is kept like other notifications to our staff.
• Security links: kept, scrambled, until you close your account. They stop working once they're used or expire.
• Server logs: we keep the latest 30 MB, so older entries are deleted as new ones are added.
• Database recovery log: our database keeps a log of recent changes for 3 days. Information you change or delete can stay in it for up to 3 days.
• Backups: 30 days, rolling.
• Login and password-reset attempts (your IP address): 15 minutes.
• Sign-ups (your IP address): 1 hour.
• Businesses we contact: 12 months after our last contact, if you don't join. We keep the do-not-contact list for as long as we need it.
• Consent to job-alert texts: we record each time you turn texts on or off, and the wording you saw. We keep these records while texts are on, and for 2 years after you turn them off or close your account, to show that you agreed.
• Direct Debit records (the last 4 digits and each collection): with the invoices they paid, 6 years after the end of the financial year they relate to.
• Ask conversations: 30 days from the last message, then deleted. A company can delete a conversation sooner, and closing the account deletes them all. Job posts and requests to apply made through Ask are kept like any others. Anthropic deletes what we send it within 30 days, unless it needs to keep it longer to deal with misuse of its service or because the law requires it.

After these periods, we delete the information or make it anonymous.

15 Your rights

You have the right to:

1. get a copy of your information
2. correct information that's wrong
3. have your information deleted, unless we have to keep it (see section 14)
4. ask us to limit how we use it
5. object to how we use it (see section 16)
6. get information you gave us in a common format, to move it elsewhere
7. withdraw your consent at any time
8. ask for a person to look again at any decision made by computer alone (see section 17)
9. complain (see section 20)

Things you can do yourself

• Profile details, billing details and mobile number: change them in Your profile (workers) or Your details (companies).
• Email address: change it in Account settings. We send a link to the new address, and the change happens when you click it. We also tell your old address.
• Password: change it in Account settings. You'll need your current password.
• Job alerts and texts: turn them on or off in Account settings.
• Sign out of other devices: in Account settings.
• Close your account: in Account settings (see section 14).

Everything else

1. Email hello@subber.co.uk or use Contact Subber.
2. It's free.
3. We'll reply within one month. If your request is complicated, we may need up to two more months. We'll tell you if so, and why.
4. We may ask for proof of who you are first.

16 Your right to object

1. You can object at any time to us using your information for our legitimate interests.
2. We'll stop, unless we have strong reasons to carry on that override your interests, or we need it for a legal claim.
3. You can object to marketing at any time, and we will always stop. Use the opt-out in any message, or tell us.

17 Automated decisions

We don't make decisions about you by computer alone that have a legal or similarly significant effect on you.

Some things happen automatically

• Search order. If a company gives a job postcode, the nearest workers come first. If not, the highest rated come first. Workers with no reviews yet have no rating, and are listed after rated workers. A company's own crew come first in its search, marked "Your crew".
• Search filters. With a job postcode, workers only show if they're within the company's distance and their own travel radius. A minimum-rating filter leaves out workers with no reviews yet.
• Request expiry. An unanswered request expires 12 hours after it was sent, or 24 hours before the start if that's sooner. It lasts at least 2 hours, but never past the start time.
• Auto-complete. An agreed job is marked complete 3 days after its last day, unless a problem report about it is still open. This makes the company's fee due and opens reviews.
• Fees. Our fee on each booking is worked out by the rules in our terms for removal companies (section 8). It's fixed when the booking is made, and the company sees it as an amount before it books.
• Figures. Ratings, cancellation rates and attendance records are worked out from booking records.
• Reminders, such as the reminder at 6pm the day before an agreed job, the reminder to answer a request before it expires, the reminder to mark a job complete, and certificate expiry reminders.
• Job alerts. When a job is posted, we tell workers who could do it: it's one of their roles, their licence covers it, it's within the distance they'll travel, and they're free that day. We don't tell workers who've turned alerts off, are paused, are blocked either way, or whose overnight preference rules the job out (day jobs only, or a night in the cab when they need somewhere to stay). A company's favourite workers are told about every job it posts, whatever their alert settings, unless they're paused.
• Matching. We match workers to open jobs they could do, as for job alerts, and are free for on every day. Nobody is matched while paused, or with a company where either has blocked the other. Once a post's head start is over, the company sees up to 8 of them, under "People free for this job": its favourites first, then workers who've worked for it, then those whose day rate the job covers, then by rating, attendance and distance. It can ask up to 10 of them to apply. Workers see open jobs on their free days in the next 3 weeks on their Home. Every 15 minutes from 8am to 8pm UK time, we check for new matches. Each worker with job alerts on gets one message a day at most, in the app, about up to 3 jobs they haven't heard about that pay at least their day rate. The company decides who to ask, and the worker decides whether to apply.
• Other requests for the same day. When a worker accepts a request or is hired from a post, any other requests waiting for them that day are closed. Those companies are told the worker is booked elsewhere that day. If the worker has two linked accounts, such as a crew account and their own, this covers both.
• Late cancellations. Cancelling an agreed job is late from 12 hours before the start, or from the start of the job's day (midnight UK time) if that's earlier. A company that cancels late owes the worker 30% to 50% of their day rate, depending on the rate, or 25% of the day rate for every day on a job of more than one day. A worker who pulls out within 2 hours of being booked in without being asked isn't marked late, and it doesn't count towards their cancellation rate.
• Reviews going up. A review stays hidden until the other side has left theirs, or until 14 days after the job was completed, whichever comes first. Then it goes up.
• Back from a pause. If you gave a date when you paused your profile, it switches back on by itself that day.
• Who sees a new job post first. A company's own crew who could do the job are told first, wherever they are (unless they've turned job alerts off), then its favourites, both straight away. Other workers can see the post and apply 2 hours later, and those nearby who could do it get an alert then. Until then, only the company's crew and favourites can see it. A job starting the same day, and a repost, have no head start.
• Late hires. If a company hires an applicant less than 24 hours before the start, the worker gets an offer to confirm instead. If they don't answer in time, it expires like a request. Nobody can apply or be hired once a job has started.
• A failed Direct Debit. If a collection fails, the company's account is paused straight away until the invoice is paid. Agreed jobs still go ahead. Its requests still waiting for an answer are withdrawn.
• Review checks. When a review is posted, our system and Anthropic's Claude check it for things our review rules don't allow, such as personal details, abuse or threats, and flag it for Subber staff. A flag never hides or removes a review by itself: staff look at it and decide.
• Ask. Ask's suggestions, such as who's free for a job, come from the same rules as search and job matching. Claude picks which of the people they find to show, and in what order. Ask doesn't post jobs, ask anyone to apply or book anyone by itself: the company checks each one and taps to confirm.

A person decides everything else

• A company marks "didn't turn up".
• Subber staff decide problem reports, disputed outcomes and review reports.
• Subber staff decide whether to suspend an account. We never suspend one automatically because of low ratings.

If you think something's wrong, report a problem or contact us. A person will look at it.

18 Under-18s

1. You must be 18 or over to use Subber.
2. If we find out someone under 18 has signed up, we'll close the account. We'll delete their information, except records the law says we must keep.

19 Cookies

1. We use one cookie, called "subber_token". It keeps you signed in for up to 90 days after you last used Subber (up to 12 hours for our staff).
2. It's strictly necessary, so we don't need your consent for it.
3. We don't use analytics, advertising or tracking cookies.
4. In the app, we also save two settings in your browser: whether a company's home shows a list or a week, and whether a worker has hidden the "Get booked" checklist. They stay on your device and are never sent to us.
5. See our Cookie notice (subber.co.uk/legal/cookies) for more.

20 Complaints

Tell us first

1. Email hello@subber.co.uk or use Contact Subber.
2. We'll acknowledge your complaint within 30 days.
3. We'll look into it and tell you the outcome as soon as we can.

The ICO

You can also complain to the ICO (the Information Commissioner's Office), the UK's data protection regulator. It usually expects you to come to us first.

• Online: ico.org.uk/make-a-complaint
• Phone: 0303 123 1113
• Post: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

21 Changes to this notice

1. We'll update this notice when Subber changes, for example when we choose new service providers.
2. We'll change the "Last updated" date at the top.
3. If we make a big change, we'll tell you in the app or by email before it takes effect.