Gravity workforce privacy notice

Updated 5 November 2026 · Function Labs Limited

This notice is for applicants, current and former workers, referees, emergency contacts and anyone named in a Gravity record. Your organisation chooses its modules. A person who submits availability for a rota may have a much smaller record than someone who uses Gravity for recruitment, pay and HR.

What can Gravity hold about me? · Get a copy or correct a record · Field guide

Who is responsible

If you use Gravity through an employer or prospective employer, that organisation decides what it collects, its reasons, which features it uses, who needs access and its retention periods. It is the controller. Function Labs Limited processes workforce records on its documented instructions, unless the law requires otherwise. The organisation’s own staff or recruitment notice gives its identity, contact details and local arrangements. Ask whoever invited you if you have not received it.

Function Labs Limited is the controller when it handles its own sales enquiries, business contacts and support correspondence. Our company privacy policy explains these activities and our contact details.

Function Labs company privacy policy

What can Gravity hold about me?

Applying for a job

Name, email, phone, staff or candidate reference, vacancy and department, source of application, CV, cover letter, experience, availability, saved drafts, answers and uploaded evidence. Interview bookings, attendance, scores, notes, panel members, recommendations, offers, proposed salary, start date, rejection reasons and choices about future opportunities support recruitment. Referee names, employers, contact details, relationships and responses may come from you or the referee.

Identity, starting work and right to work

Date of birth, address and postcode, National Insurance number, bank account holder, sort code, account number, emergency contact and relationship. Onboarding may include contracts, medical adjustment requests, criminal declarations and details. A right-to-work check can record an identity document or copy, share code, provider reference and result, check route, checker, dates, immigration permission, working restrictions and follow-up evidence.

Your working arrangements

Employee and staff numbers, contact details, role, reporting line, department, location, start and end dates, employment type, work pattern, contracted hours, pay basis, rate, probation, holiday entitlement, carry-over, rest rules, working-time opt-out and permitted hours. Changes, approvals, requests for flexible work, family leave, rehire and leaving records support employment administration.

Rotas, availability and attendance

Availability form answers and comments, import files and their processing results, preferred or trained duties, demand and cover calculations, shifts, open-shift bids, availability requests, swaps, allocation decisions, reminders and published rotas. Time records can include the named clock point or site, raw and rounded clock times, breaks or manual submissions, hours, exceptions, corrections, reviewer and approval history. A file import gives access to the supplied file. It does not by itself connect the source system.

Pay, benefits and expenses

Payroll references, pay rates, pay-detail change requests, pay periods, regular and overtime hours, leave and sickness hours, allowances, rewards, benefits, balances, corrections, payslips and other uploaded payroll documents, approval records and exports to payroll. Expenses can include journeys, mileage, travel bookings, tax treatment, receipts, amounts, card labels, suppliers, purchases, petty cash, equipment assignments, returns and proposed deductions.

Health, adjustments and safety

Absence dates and reasons, fit notes, medical advice, contact preferences, phased returns, workplace adjustments, evacuation assistance, lone-working arrangements and emergency contacts. Accident and safeguarding reports may identify injured people, witnesses, visitors, contractors, first aiders and investigators. Reports can contain injuries, allergies, location, time, photographs, statements, equipment, emergency action, regulatory reporting references, investigation findings and corrective actions.

Learning, performance and career

Training assigned, booked or requested, course and policy versions, assessment answers and scores, pass or fail, certificates, sign-offs, evidence uploads, equipment or ride competence, expiry dates and skills gaps. Probation, objectives, reviews, one-to-ones, coaching, career interests, mentoring, succession planning, internal applications and development plans can include opinions, ratings, eligibility and agreed actions.

HR cases, staff voice and confidential reports

Case owners, people involved, allegations, grievances, disciplinary issues, evidence, private notes, correspondence, risk assessments, outcomes, appeals and follow-up tasks. Feedback, surveys, participation, answers and free-text comments, speak-up reports, anonymous-report references, messages and triage can also be recorded. A narrative, attachment or small team may identify someone even when a form allows anonymous reporting.

Meetings, voice notes and AI-assisted work

Meeting titles, dates, location, chair, attendees including external guests, email addresses, recording acknowledgements, audio files, transcripts, summaries, decisions, action owners, comments and signatures. Voice notes, HR assistant questions and answers, safety-report drafts, briefings, forecasts and suggested allocations may contain information about you or another person. What is entered, recorded, generated or saved depends on the feature used.

Documents, signatures and forms

Contracts, letters, references, policies, custom form questions and answers, uploaded files, photographs and free text can contain additional personal information. Delivery, access and signing records may include the document version, typed name or drawn signature, acknowledgement wording, signer’s email, IP address, browser information and time. A document may also identify its author, reviewer or a third party.

Everyday operations and communications

Fault reports, inspections, risk assessments, safety briefings, jobs, bookings, shared equipment, supplier contacts, purchases and handovers may identify reporters, assignees and approvers. Communications can record recipients, messages, notification preferences, push subscriptions, delivery outcomes and read receipts.

Accounts, security and privacy requests

Account and organisation identifiers, roles, permissions, site membership, sign-in and PIN verification records, sessions, access attempts, access changes, document access, incident investigations and audit events support security and accountability. A rights request may record your contact details, identity checks, scope, relevant records, decision, response, export and dates. Retention reviews can record holds, approvals, deletion evidence and backup status.

Field guide by record

Open a group to see the labels for individual items that can be recorded. These are the available fields, not the contents of anyone’s file. A field may be empty. Custom questions, notes and attachments can contain additional information chosen by the organisation. Technical identifiers, security checks and audit metadata are summarised above.

Recruitment, references and induction

Candidate: full name, email, phone, staff number, role applied, department, stage, application date, cover letter, experience summary, availability, interview slot reference, interview notes, interview score, offer salary, proposed start date, references required, reference count required, right to work verified, right to work verified date, right to work verified by, reference1 name, reference1 email, reference1 company, reference1 status, reference2 name, reference2 email, reference2 company, reference2 status, manager sign off, manager sign off date, manager notes, rejection reason, latest interview status, latest interview date, pipeline stage, interview owner reference, latest interview booking reference, company reference, vacancy reference, workflow reference, workflow type, employment type, division reference, location reference, area reference, department reference, lifecycle stage, offer status, portal status, candidate reference, portal pin version, portal pin updated at, employee reference, staff reference, converted at, source, privacy consent at, future opportunities consent, future opportunities consent at, future opportunities decision, application draft reference.
Candidate Sensitive Profile: candidate reference, company reference, date of birth, address, postcode, national insurance number, bank account name, bank sort code, bank account number, emergency contact name, emergency contact phone, emergency contact relationship, criminal declaration, criminal declaration details, health adjustments status, health adjustments details, privacy consent at, information confirmed at, completed sections, last candidate update at, draft details, draft revision, draft saved at.
Candidate Contract: candidate reference, company reference, title, content, status, version, issued at, issued by email, signed at, signature name, acknowledgement text, IP address, user agent.
Candidate Document: candidate reference, company reference, document type, title, file link, original filename, status, uploaded at, reviewed at, reviewed by email, review notes, retention until, file uri, actor reference, reviewed by actor reference, file mime, replacement state, replacement of reference, superseded by reference, replacement old revision, file size, retention detachment ref, retention detached at.
Candidate Lifecycle Event: candidate reference, company reference, event type, from stage, to stage, actor type, actor name, actor email, occurred at, channel, summary, IP address, user agent.
Candidate Onboarding Plan: candidate reference, company reference, workflow reference, workflow type, division reference, site reference, area reference, department reference, manager employee reference, manager name, working pattern, hours pattern, record hours, contracted hours, fte reference hours, work pattern type, cycle length weeks, normal working days, minimum call hours, overtime rule, overtime threshold hours, wtd opt out, max weekly hours, minimum rest hours, visa hours restricted, visa weekly hours limit, first day date, first day time, first day location, first day contact, first day instructions, uniform notes, phase, offer status, contract status, right to work status, references status, references override, references override reason, references override at, references override by, criminal declaration status, policies status, training status, employee reference, staff reference, converted at, last progress at.
Candidate Reference: candidate reference, company reference, slot number, referee name, referee email, referee company, referee relationship, prepared subject, prepared body, status, prepared at, sent at, sent by, received at, response notes, reviewed at, reviewed by.
Candidate Portal Session: candidate reference, company reference, purpose, issued at, expires at, last used at, use count, revoked, created by email, revoked at.
Recruitment Application Draft: company reference, vacancy reference, saved at, expires at, consent at, reference, candidate reference, status.
Interview Booking: company reference, interview link reference, candidate name, candidate email, candidate phone, job role, interview stage, interview title, selected date, start time, end time, timezone, interview format, location details, duration, candidate answers, candidate notes, internal notes, status, cancellation reason, reschedule count, original date, original start time, company name, candidate instructions, reminder sent, reminder sent at, reminder claimed at, reminder attempt count, reminder last error, owner reference, confirmation email requested at, confirmation email sent at, confirmation email last error, confirmation email attempt count, interviewer staff ids, interviewer employee ids, interviewer names, interviewer emails.
Interview Scorecard: company reference, candidate reference, candidate name, role applied, interviewer name, interviewer email, interview date, technical skills rating, technical skills notes, communication rating, communication notes, culture fit rating, culture fit notes, problem solving rating, problem solving notes, experience rating, experience notes, overall recommendation, recommendation notes, legal compliance check.
Interview Status History: company reference, interview booking reference, old status, new status, changed by, reason, owner reference.
Onboarding Task: actor reference, assigned employee reference, assigned to role, candidate reference, category, company reference, completed date, department, description, due date, employee reference, employee name, evidence actor reference, evidence file uri, evidence mime, evidence name, evidence required, evidence reviewed at, evidence size, evidence link, generation item key, generation plan reference, notes, reports to, staff reference, start date, status, task title, template reference.
Onboarding Evidence Upload: actor reference, company reference, employee reference, expected revision, file mime, file name, file size, file uri, resolution reason, resolved at, resolved by, retention hold, review due date, reviewed at, status, task reference, retention detachment ref, retention detached at.
Right To Work Verification: candidate evidence reference, candidate reference, company reference, source, check route, route selected at, route selected by, provider name, provider reference, provider result link, provider check link, provider status, check started at, follow up due date, follow up action reference, last reminder at, evidence retention until, retention rule, employee reference, employee name, employee email, document type, document file link, document uploaded date, share code, share code received at, share code expires at, share code cleared at, physical check date, physical check method, verification notes, verified by email, verified by name, verification date, immigration permission expiry, permission type, permitted hours per week, work restrictions, restrictions acknowledged at, status, rejection reason, evidence upload reference, verified by actor reference.
RTWEvidence Upload: company reference, employee reference, employee name, actor reference, file name, file mime, file uri, uploaded at, reviewed at, reviewed by, reason, resolved at, file size, status, resolved by.
Employee Action: absence operation step, company reference, staff reference, employee reference, employee name, title, description, action type, source module, source record reference, priority, due at, recurrence label, estimated minutes, waiting on, waiting for, captured by next, routine reference, routine occurrence key, action label, action link, requires signoff, status, assigned by, assigned at, completed at, completion notes, evidence link, intelligence follow up reference, intelligence follow up key, intelligence revision, po handoff key, spend handoff key.
Workforce Onboarding Invite: company reference, employee reference, user reference, email, status, issued at, expires at, completed at, revoked at, issued by user reference, issued by email, reason.

Employment, leave and pay

Employee: migration ref, holiday opening unit, holiday opening balance, holiday opening date, holiday opening year start, holiday opening year end, workforce handover ref, company reference, division reference, location reference, area reference, employment type, working pattern, hours pattern, record hours, time capture method, pay basis, payroll reference, annual target hours, annual hours year start, holiday pay method, contracted hours, fte reference hours, work pattern type, cycle length weeks, normal working days, minimum call hours, overtime rule, overtime threshold hours, wtd opt out, max weekly hours, minimum rest hours, visa hours restricted, visa weekly hours limit, onboarding status, candidate reference, full name, role, department, start date, probation end date, manager name, manager employee reference, employment status, email, phone, holiday entitlement days, holiday entitlement hours, holiday entitlement mode, holiday carry over days, holiday carry over hours, holiday calculation method, holiday year start, holiday accrual rate, visa expiry date, notes, employment change ref, employment end date, latest rehire date.
Staff: time capture claimed at, migration ref, company reference, division reference, location reference, area reference, employment type, working pattern, hours pattern, record hours, contracted hours, legacy staff reference, hr employee reference, employee reference, full name, email, phone, hourly rate, position, hire date, status, status lock, preferred ride, role, notify rota reminders, notify training expiry, notify availability openings, pin version, pin updated at, time capture method, employment change ref.
Reporting Relationship: workforce handover ref, employee reference, employee name, employee email, manager reference, manager name, manager user email, relationship type, department, location, status, company reference.
Employee Change Request: company reference, employee reference, employee name, request type, requested value, reason, status, submitted at, reviewed at, reviewed by, manager note, operation ref, review note, external reference, variation reference, execution reference, completed at.
Employment Compliance Review: company reference, rule key, rule version, rule title, status, owner name, review note, evidence note, source link, source title, source checked at, effective date, reviewed at, reviewed by user reference, reviewed by name, follow up state, follow up action reference, follow up due at, follow up assignee staff reference, follow up error.
Employment Execution: company reference, operation ref, owner entity, owner reference, employee reference, status.
Employment Transition: company reference, employee reference, employee name, transition type, effective date, reason, notice end date, status, checklist, final holiday note, final pay note, access end date, completed at, operation ref, review note, execution reference.
Employment Reference Request: workflow version, created actor reference, updated at, authorization note, approved at, approved by, disclosure note, company reference, employee reference, employee name, requester name, requester email, requested at, status, approved wording, disclosed at, disclosed by, notes.
Contract Variation: company reference, employee reference, employee name, variation type, current value, proposed value, effective date, reason, status, letter reference, approved by, approved at, operation ref, review note, delivery reference, acceptance note, accepted at, accepted by, execution reference, external reference, completed at.
Flexible Working Request: company reference, employee reference, employee name, title, status, requested pattern, proposed start date, received date, employee context, decision due date, consultation date, consultation note, decision reason, agreed pattern, effective date, decided at, decided by, appeal reason, appeal outcome note, contract variation reference, workflow version, created actor reference, updated at.
Family Leave Plan: workflow version, created actor reference, updated at, employee note, review note, amendment note, confirmed at, started at, actual return date, company reference, employee reference, employee name, leave type, expected event date, planned start date, planned end date, status, keep in touch plan, pay note, manager note.
Holiday Request: company reference, staff reference, employee reference, employee name, request type, start date, end date, duration type, requested days, approved days, requested hours, approved hours, calculation method, paid leave, reason, status, manager notes, requested at, reviewed at, reviewed by.
Annual Hours Plan: company reference, employee reference, employee name, title, period start, period end, target minutes, review note, status, operation ref.
Hours Bank Entry: operation ref, plan reference, minutes, review note, reversal of, company reference, employee reference, employee name, bank type, entry date, hours, source type, source reference, reason, status, reviewed at, reviewed by, review revision.
Payroll Line: company reference, payroll period reference, period key, staff reference, employee reference, employee name, payroll reference, employment type, hours basis, contracted hours, regular hours, overtime hours, paid leave hours, unpaid leave hours, sickness hours, adjustment hours, total payable hours, time entry count, unapproved entry count, open entry count, exception codes, review codes, status, manager note, adjusted by, adjusted at, generation reference, review revision, pay basis.
Payroll Correction: company reference, source period reference, source period key, source period end, employee reference, employee name, payroll reference, adjustment hours, reason, status, target period reference, target period key, created at, created by, created by reference, applied at, applied by, cancelled at, cancelled by, review revision.
Payroll Document: import ref, company reference, employee reference, employee name, document type, title, period label, pay date, provider name, file uri, file name, file mime, file size, uploaded at, uploaded by, source, status, retention detachment ref, retention detached at.
Pay Detail Change Request: company reference, employee reference, employee name, staff reference, request reference, status, requested at.
Allowance Assignment: company reference, operation ref, policy reference, policy name, employee reference, employee name, start date, end date, assignment note, external card reference, card last four, status.
Allowance Award: company reference, operation ref, assignment reference, employee reference, employee name, policy reference, period start, period end, amount pence, claim reference, status.
Reward Benefit Balance: company reference, benefit reference, employee reference, label, value, as of, source.
Business Travel Plan: title, operation ref, company reference, status, employee reference, employee name, starts at, ends at, travel reference, travel title, destination, transport plan, accommodation plan, support route, local arrangements, review note, return note, acknowledged at, arrangements checked, cover checked, requirements checked, support checked.
Business Travel Request: title, operation ref, company reference, status, employee reference, employee name, starts at, ends at, destination, purpose, review note, outcome note, estimated pence, authorised pence.
Expense Claim: operation ref, amount pence, currency, journey, missing receipt reason, rate basis, company reference, employee reference, employee name, claim type, title, claim date, amount, mileage distance, mileage unit, mileage rate, tax treatment, receipt ref, notes, status, manager note, submitted at, reviewed at, reviewed by, payroll period, review revision, source allowance award reference, allowance basis.
Expense Receipt: company reference, operation ref, claim reference, employee reference, file uri, file name, file mime, file size, status.
Expense Payroll Handoff: company reference, operation ref, title, period start, period end, profile reference, profile name, profile revision, total pence, item count, external reference, decision note, status.
Employee Asset: operation ref, custody assignment reference, company reference, asset code, name, category, serial number, status, replacement value, notes, item type, size, variant, storage location, service note.
Asset Assignment: operation ref, asset name, asset code, acknowledged at, employee note, company reference, asset reference, employee reference, employee name, issued at, due back date, returned at, return condition, status, deduction review, notes, item type, size, variant, serial number, return requested at, return request note, issue reported at, issue resolved at, issue resolution note.
Asset Movement: company reference, operation ref, asset reference, employee reference, status.
Asset Deduction Review: company reference, operation ref, assignment reference, employee reference, employee name, asset name, proposed amount, rationale, outcome, external reference, decision note, status.
Leaver Document Plan: company reference, employee reference, employee name, title, status, document ids, access starts at, access expires at, retention review date, retention rationale, review owner, legal hold, review note, workflow version, created actor reference, updated at.
Former Employee Access: workflow version, created actor reference, updated at, plan reference, plan revision, issue note, company reference, employee reference, employee name, email, starts at, expires at, retention months, status, allowed areas, last used at, employment change ref.

Attendance and scheduling

Availability: company reference, staff reference, date, start time, end time, is available, notes.
Availability Submission: company reference, staff reference, staff name, email, available days, custom answers, notes, submitted at, is current, match status, suggested staff ids, match confidence.
Availability Rule: operation ref, review note, company reference, employee reference, employee name, rule type, days, start time, end time, start date, end date, value, notes, status, review revision.
Shift: open offer reference, open allocation reference, company reference, staff reference, ride reference, date, start time, end time, status, notes, swap history, change history, publication item key, import item key.
Shift Swap: company reference, shift reference, requested by reference, requested from reference, status, requested shift reference, notes, approved at.
Open Shift Bid: operation ref, review note, shift reference, company reference, offer reference, staff reference, employee reference, employee name, status, submitted at, reviewed at, reviewed by, manager note.
Open Shift Offer: operation ref, review note, allocated shift reference, company reference, shift reference, date, start time, end time, ride reference, role label, required training ids, status, published at, closes at, created by.
Open Shift Allocation: company reference, offer reference, bid reference, employee reference, day, end day, shift reference, status, operation ref.
Wanted Shift: company reference, staff reference, date, ride reference, notes, is active.
Manual Time Submission: time creation issued, approval audit issued, company reference, staff reference, employee reference, employee name, work date, submitted minutes, employee note, status, request ref, submitted at, reviewed at, reviewed by, manager note, time entry reference, review revision.
Time Entry: clock in request ref, clock out request ref, company reference, staff reference, employee reference, employee name, clock location reference, location name, work date, raw clock in, raw clock out, rounded clock in, rounded clock out, rounded minutes, scheduled minutes, paid leave minutes, payable minutes, variance minutes, exception code, approval status, payroll period, final shift reference, final ride reference, final ride name, status, source, manager notes, adjusted by, adjusted at, approved by, approved at, correction claimed at, review revision, manual submission reference.
Time Correction Request: company reference, time entry reference, staff reference, employee reference, employee name, work date, request type, employee note, status, submitted at, reviewed at, reviewed by, manager note, resolution snapshot, request ref, source review version, submission audit status, cancellation ref, cancellation audit status, review revision.
Time Entry Audit: request ref, company reference, time entry reference, staff reference, event type, event at, actor, raw time, rounded time, details.
Scheduling Publication: company reference, actor reference, history day, created at, reconciled by, reconciled at, reconciliation reason, status, phase, write protocol, issued count, issue owner.
Scheduling Publication Review: company reference, publication reference, actor reference, reason, created at.
Scheduling Import: company reference, actor reference, history day, created at, reconciled by, reconciled at, reconciliation reason, status, phase, issued count, confirmed count.
Workforce Optimisation Review: company reference, day, demand plan reference, title, created by user reference, created by name, created at.

Health, safety and workplace issues

Employee Safety Profile: company reference, employee reference, employee name, emergency contact name, emergency contact phone, emergency contact relationship, lone working status, lone working notes, evacuation assistance, workplace adjustments, safety controls, escalation staff reference, escalation name, review date, status, reviewed at, updated by user reference, updated by name.
Workplace Adjustment: workflow version, created actor reference, updated at, sharing note, agreed at, agreed by, review note, company reference, employee reference, employee name, title, adjustment type, workplace impact, agreed adjustment, share with managers, status, review date, notes.
Absence Record: absence operation step, trigger review status, trigger review note, trigger review revision, trigger reviewed by, trigger reviewed at, company reference, staff reference, employee reference, employee name, absence type, status, start date, expected return date, actual return date, reason, work related, contact preference, manager notes, fit note required, fit note link, fit note expiry, phased return, phased return details, adjustments, calendar days, working days lost, reported at, reported by, reviewed at, reviewed by, closed at, closed by.
Absence Trigger Review: company reference, employee reference, employee name, config reference, config name, outcome, rationale, metric, reviewed at, status, operation ref.
Return To Work Record: absence operation step, company reference, absence reference, staff reference, employee reference, employee name, status, meeting date, employee statement, fit to return, medical advice, workplace concerns, manager summary, adjustments, follow up date, follow up actions, employee signature, employee signed at, manager signature, manager signed at, created at, completed at.
Safety Incident: reference, title, incident type, status, priority, severity, incident date, incident time, occurred at, location, department, people involved, affected person, staff present, witnesses, customer involved, staff involved, contractor involved, injury reported, first aid given, emergency services contacted, equipment involved, vehicle involved, food allergy involved, safeguarding concern, weather conditions, description, immediate action, hazard still present, happened before, photos available, photo urls, evidence link, manager notified, follow up required, ai report, ai timeline, ai witness questions, ai immediate actions, ai follow up actions, ai manager summary, ai insurer summary, ai staff briefing, ai risk suggestions, ai evidence checklist, ai missing info, hazard tags, submitted by email, submitted by name, is public submission, reported by staff reference, reported by employee reference, reported by name, reported at, manager approved by, manager approved date, approval notes, assigned manager, assigned manager staff reference, investigation summary, root cause, corrective action, employee update, riddor review required, riddor status, riddor reference, closed at, closed by, company reference, create request ref, create actor reference, manager approved user reference, riddor screening, riddor trigger, riddor screening reason, senior escalation reason, escalated at, senior escalation required, escalation staff ids, escalation staff names.
Follow Up Action: title, incident reference, incident reference, reason, owner, owner staff reference, owner employee reference, due date, priority, status, notes, evidence, evidence link, location, incident type, employee action reference, completed at, completed by, company reference.
Safety Responsibility: company reference, title, description, responsibility type, category, location, inspection template reference, target staff ids, target staff names, target department ids, recurrence, next due at, priority, requires evidence, status, escalation staff ids, escalation staff names, overdue escalation hours, last escalated at, last generated at, last action due at, created by.
Inspection Record: inspection submission reference, inspection submission step, company reference, template reference, template name, responsibility reference, employee action reference, carried out by, carried out by staff reference, carried out by employee reference, carried out date, carried out at, location, overall result, results, jobs created, notes, signed off at, signed off by.
Inspection Submission: company reference, actor kind, actor reference, request ref, kind, source reference, state, started at, finished at, acknowledged, acknowledged at, steps, result summary, resolution revision, partial disposition ref, partial disposition at.
Inspection Submission Investigation: company reference, submission reference, request ref, actor kind, actor reference, investigation ref, note, source snapshot, source observed at, created at.
Inspection Submission Resolution: company reference, submission reference, request ref, actor kind, actor reference, resolution ref, action, reason, source snapshot, source observed at, completion source observed at, claim revision, claim ref, claim until, step index, status, created at, completed at, result.
Inspection Submission Upload: company reference, actor kind, actor reference, source reference, request ref, upload ref, file name, file size, file mime, file link, status, started at, uploaded at, attached at, retained at, submission reference, job reference.
Case: case type, company reference, created by user reference, employee reference, employee name, opened date, outcome, owner name, risk level, status, summary, title.
Case Note: author name, author user reference, case reference, company reference, content, note type.
Speak Up Report: company reference, reference, submission ref, category, summary, details, anonymous, reporter employee reference, reporter name, status, risk level, last reporter message at, last hr message at, converted case reference, conversion started at, triage notes, owner user reference, owner name.
Speak Up Message: company reference, report reference, message ref, sender type, sender label, content, visible to reporter, author user reference, sent at.

Learning, performance and employee voice

Training Request: company reference, operation ref, status, employee reference, employee name, title, provider, planned date, purpose, recommendation, review note, completion note, completed date, budget reference, estimated pence, authorised pence, actual pence.
Training Assessment Attempt: company reference, employee reference, training item reference, training title, actor reference, started at, submitted at, answers details, completion reference, resolved by, resolved at, resolution reason, score, passed, status.
Training Completion: actor reference, assessment attempt reference, certificate file link, company reference, completed date, completion kind, employee reference, employee name, evidence reference, passed, score, training item reference, training title.
Training Evidence Upload: company reference, employee reference, employee name, training item reference, training title, actor reference, file name, file mime, file uri, uploaded at, reviewed at, reviewed by, reason, resolved at, file size, status, retention detachment ref, retention detached at.
Ride Training: company reference, staff reference, ride reference, sign off status, signed off date, expiry date, notes.
Learning Booking: company reference, operation ref, status, employee reference, employee name, session reference, session title, starts at, ends at, requested at, booking note, attendance note, attendance recorded at, cancellation note.
Learning Evaluation: company reference, operation ref, title, status, employee reference, employee name, source type, source reference, source title, source date, relevance, usefulness, reflection, application note, response note, withdrawal note.
Learning Impact Review: company reference, operation ref, title, status, employee reference, employee name, source type, source reference, source title, source date, application goal, due date, reflection, support needed, outcome, review note, cancellation note.
CPDActivity: company reference, operation ref, title, status, employee reference, employee name, source type, source reference, source title, source date, activity date, activity type, claimed minutes, reviewed minutes, reflection, evidence note, review note.
Capability Evidence: company reference, employee reference, employee name, capability key, title, status, level, valid from, expiry date, evidence note, source type, created by user reference, created by name.
Employee Objective: company reference, employee reference, employee name, title, description, status, progress, start date, due date, owner employee reference, linked review reference, employee update, manager update, operation ref, success measure, measurement type, unit, baseline value, target value, current value, source one to one reference, source action key, completed at.
Performance Review: workforce handover ref, employee reference, employee name, review type, review period start, review period end, scheduled date, completed date, reviewer name, reviewer email, status, meeting notes, objectives, overall rating, strengths, development areas, next steps, employee comments, employee signed date, employee signature name, manager signed date, manager signature name, company reference, reviewer actor reference, manager employee reference, manager actor reference, employee actor reference, actor reference.
Performance Review Objective Snapshot: company reference, operation ref, employee reference, employee name, review reference, status, captured at.
Probation Checkpoint: company reference, employee reference, employee name, week number, due date, status, manager notes, employee notes, outcome, completed at, completed by.
Probation Review Cycle: company reference, operation ref, employee reference, employee name, title, cycle start, cycle end, status, decision type, effective date, new end date, decision note, discussion note, completed at, execution reference.
One To One Record: company reference, employee reference, employee name, manager employee reference, scheduled date, completed at, status, employee notes, manager notes, actions, next meeting date, operation ref, title, agenda, shared notes, private notes, private notes actor reference, manager name, occurred date, employee ack at, source one to one reference, followup reference, cancellation note.
Personal Development Plan: company reference, operation ref, status, employee reference, employee name, title, purpose, period start, period end, review note, closed note.
Career Interest: operation ref, title, company reference, status, employee reference, employee name, desired roles, development focus, mobility preferences, time horizon, response note, withdrawal note, share with manager.
Internal Application: operation ref, title, company reference, status, employee reference, employee name, opportunity title, statement, relevant experience, decision note, response note, submitted at, opportunity reference.
Job Shadow Placement: operation ref, title, company reference, status, employee reference, employee name, host name, starts at, ends at, purpose, safety note, cover note, completion note, cancellation note, host reference, visitor accepted, host accepted.
Mentoring Agreement: company reference, operation ref, title, status, employee reference, employee name, mentor reference, mentor name, goal, period start, period end, cadence days, mentee accepted, mentor accepted, closure note.
Succession Plan: operation ref, title, company reference, status, role title, department, business need, review date, planning horizon, review note.
People Journey: company reference, employee reference, employee name, journey type, title, status, risk level, current step index, current step due at, owner user reference, owner name, source case reference, started at, last progress at, notes.
Gravity Voice Feedback: company reference, employee reference, staff reference, category, title, details, status, submitted at, request ref, employee update, reviewed at, reviewer user reference.
Engagement Survey Participation: company reference, survey reference, staff reference, employee reference, responded at.
Engagement Survey Response: company reference, survey reference, answers details, comment, submitted at.

Documents, meetings, operations and access

Custom Field Value: company reference, definition reference, definition version, target type, target record reference, captured via, submission reference, status, updated by email, updated at.
Form Submission: company reference, form definition reference, form version reference, form version, subject type, subject record reference, status, submitted by email, submitted at, reviewed by email, reviewed at, review notes, workflow run ids, idempotency key, submitted by user reference, processing status, processing phase, processing attempts, processing error, last processed by user reference, last processed at, processed at.
Letter: company reference, candidate reference, employee reference, employee name, case reference, template type, title, content, status, origin feature, actor reference, generation status, copy delivery status, copy delivery at, employment variation reference.
Document Signature: company reference, candidate reference, letter reference, letter title, employee reference, employee name, employee email, status, sent date, signed date, signature name, IP address, user agent, acknowledgement text, sent by, delivery status, delivery attempt count, delivery sent at, delivery last error, signed by actor reference.
Policy Signoff: acknowledged text, actor reference, company reference, employee reference, employee name, policy reference, policy title, signed date.
Policy Delivery Receipt: actor reference, company reference, delivered at, due date, employee reference, item key, message, plan reference, policy reference, policy title, viewed at.
Document Access Log: company reference, signature reference, letter reference, letter title, employee reference, employee name, accessed by email, accessed at, IP address, user agent, access type.
Meeting Record: title, status, stage, audio link, duration seconds, transcript, summary, key points, action items, decisions, category, sensitivity, folder reference, case reference, meeting date, meeting location, chair staff reference, chair employee reference, chair name, participant staff ids, participant employee ids, participant names, participant emails, external attendees, consent confirmed, consent statement, consent confirmed at, consent confirmed by, retention until, error message, owner reference, company reference, archived, audio file uri, audio mime, upload state, transcription state, summary state, archived at, archived by.
Meeting Action: meeting record reference, action text, staff reference, employee reference, employee name, due at, priority, status, employee action reference, assigned by, assigned at, completed at, completion notes, source index, company reference, actor reference.
Meeting Sign Off: meeting record reference, recipient type, staff reference, employee reference, recipient name, recipient email, status, transcript snapshot, summary snapshot, decisions snapshot, meeting title, acknowledgement text, response comments, signature link, typed name, requested at, requested by, requested by email, due at, expires at, responded at, IP address, user agent, employee action reference, email status, email sent at, email error, owner reference, company reference, meeting version, signature data.
Meeting Audit Event: meeting record reference, signoff reference, meeting action reference, event type, actor reference, actor name, actor email, event at, details, IP address, user agent, company reference.
Gravity Rambling: company reference, owner reference, title, transcript, summary, status, audio file uri, audio mime, upload state, duration seconds, error message, archived, audio transcribed, sort started at.
Gravity Next Briefing: subject key, subject type, subject user email, staff reference, employee reference, subject name, briefing kind, briefing date, summary, focus items, wins, risks, source snapshot, generated at, company reference.
Gravity Next Follow Up: company reference, staff reference, employee reference, actor user reference, follow up key, signal reference, source entity, source record reference, employee action reference, reviewed at, status, resolution revision, precreate stop at.
Manager Handover: operation ref, employee ids, transfer reviews, company reference, from manager reference, to manager reference, effective date, status, include actions, include reviews, include cases, include approvals, summary, applied at.
Manager Message: title, message, priority, audience, department, site reference, target staff ids, audience resolved ids, audience resolved at, audience stale note, requires acknowledgement, action label, action link, status, publish at, expires at, broadcast resolved at, broadcast resolution note, broadcast resolved by name, broadcast resolved by email, created by name, created by email.
Manager Message Receipt: message reference, staff reference, employee reference, read at, acknowledged at, reply text, replied at.
Maintenance Job: inspection submission reference, inspection submission step, company reference, job reference, title, description, source, source reference, source app reference, source record reference, requester type, requester name, requester email, requester phone, requester staff reference, requester employee reference, unit number, location, location reference, department, fault category, fault description, fault date, category details, ai summary, ai reasoning, photo link, photo urls, priority, status, archived, assigned to, assigned to staff reference, due date, scheduled for, notes, completion notes, completion evidence link, possible duplicate, duplicate info, employee action reference, maintenance management reference, maintenance synced, completed at, completed by.
Maintenance History: job reference, job reference, change type, old value, new value, changed by, description, source history reference, company reference.
Card Transaction: company reference, transaction date, amount, vat amount, supplier, supplier reference, description, category, payment card, spent by, spent by email, spent by staff reference, spent by employee reference, receipt file link, receipt file name, receipt is pdf, notes, status, is complete, reviewed, reviewed date, external transaction reference, archived, archived date, period label, expires at, source app reference, source record reference, operation ref, creator actor reference, creator employee reference, creator email, reference, prefix, currency, approved by, approved by staff reference, approved date, approved notes, approval notes, claimed date, claim reference, missing receipt reason, requested by, requested by email, requested by staff reference, requested by employee reference, product service, pc type, pc code, workflow version, sequential number, amount pence, vat pence, threshold snapshot, approved, claimed, voided, requires approval, receipt upload ids, employee action ids, approval status, approvers.
Petty Cash: company reference, transaction date, pc code, pc type, prefix, sequential number, claim batch label, supplier, supplier reference, product service, amount, vat amount, requested by, requested by email, requested by staff reference, requested by employee reference, notes, attachments, claimed, claimed date, requires approval, approval status, approval code, approval code expires at, approved by, approved by staff reference, approval notes, approved, approved date, employee action ids, status, archived, archived date, expires at, source app reference, source record reference, operation ref, creator actor reference, creator employee reference, creator email, reference, currency, approved notes, reviewed date, claim reference, period label, missing receipt reason, spent by, spent by email, spent by staff reference, spent by employee reference, description, category, workflow version, amount pence, vat pence, threshold snapshot, reviewed, voided, is complete, receipt upload ids, approvers.
Purchase Order: company reference, po code, po type, prefix, sequential number, supplier, supplier reference, product service, amount, currency, requested by, requested by email, requested by staff reference, requested by employee reference, department reference, location reference, notes, attachments, invoice received, invoice received date, requires approval, approval status, approval code, approval code expires at, approved by, approved by staff reference, approval notes, approved, approved date, employee action ids, status, source app reference, source record reference, workflow version, operation ref, creator actor reference, creator email, threshold snapshot, approvers, creator employee reference.
Spend Receipt Upload: company reference, kind, record reference, actor reference, request ref, file name, file mime, file uri, status, uploaded at, resolution reason, resolved by, resolved at, file size.
Work Resource Booking: title, operation ref, company reference, status, employee reference, employee name, starts at, ends at, resource reference, resource title, purpose, review note, quantity.
Workflow Approval: company reference, workflow run reference, workflow step run reference, step key, title, instructions, status, approver type, approver value, requested by email, requested at, due at, decided by email, decided at, decision notes, approver user reference, requested by user reference, decided by user reference.
Notification Delivery: company reference, review reference, employee reference, template key, dedupe key, queued at, attempt started at, submitted at, resolved at, blocked reason, status, attempt count, actor reference.
Push Subscription: company reference, staff reference, employee reference, user reference, endpoint, p256dh, auth, user agent, status, last error.
Staff Session: company reference, staff reference, issued at, expires at, revoked, last used at, employment change ref, origin user reference.
Staff Login Attempt: attempts, window started at, locked until, last attempt at.
Permission Audit Event: event type, actor email, actor name, target user email, target user name, target role reference, target role name, previous value, new value, reason, details, occurred at, shadow legacy decision, shadow new decision, company reference.
Security File Access Event: company reference, event reference, attempt reference, event type, source, actor reference, resource reference, occurred at, day bucket, outcome code, schema version, ttl seconds.
Privacy Request Case: company reference, subject kind, subject reference, request type, request reference, received at, target date, owner name, request summary, state, identity status, identity method, identity reference, identity notes, identity verified at, identity verified by, inventory at, decision, decision reason, exception basis, response reference, exported at, completed at, actor reference, created at, updated at.
Security Retention Case: company reference, source kind, source reference, owner name, policy reference, policy version, retention basis, retain until, review date, state, hold reason, hold owner, hold review date, submitted by, created at, updated at, approved by, approved at, operation actor, operation started at, detached at, provider status, provider reference, provider notes, provider at, backup status, backup reference, backup until, backup notes, export reference, hold active.

Where information comes from

Sources include you, your employer, managers, colleagues, applicants, referees, witnesses, emergency contacts, customers and contractors. Employers may import HR, rota, training or payroll records, or use a verification service. Gravity also creates records through use, such as clock times, scores, signatures, receipts, approvals, audit trails and generated summaries. A person can appear in a report or attachment without having a Gravity account.

Why the organisation needs it

Your organisation must identify a lawful basis for each purpose. Examples include administering an employment contract, meeting payroll, right-to-work and safety duties, or a legitimate interest such as investigating an incident or preventing unauthorised access. The organisation should explain any legitimate interest, which fields are required, what happens if you decline and which uses are optional. For example, missing verification evidence may delay clearance to work. Consent, where relied on, can be withdrawn for future processing.

Health and other special-category information needs an additional legal condition. This can include an employment-law obligation where the conditions are met. Criminal declarations and allegations require separate legal authority and safeguards. A form acknowledgement or a meeting recording confirmation does not, by itself, establish a lawful basis for every use.

Who can see it and where it goes

Access depends on your organisation, role, site and the feature. A rota manager may need your availability and duty clearance. HR may need a fit note or right-to-work evidence. A payroll recipient may need approved hours and a payroll reference. Ask your organisation who can open each record in your setup, including attachments and exports.

Function Labs and authorised service providers may process records to host Gravity, store files, authenticate users, deliver messages, provide support or handle enabled features. Gravity currently uses Base44 infrastructure, with the selected future hosting arrangements described below. Depending on the setup, recipients may include payroll and verification providers, transcription or AI services, professional advisers, insurers and public authorities. The organisation should identify the recipients relevant to you. For provider names, processing countries, applicable UK adequacy decisions or transfer safeguards and how to obtain a copy, contact your organisation or Function Labs.

Hosting, storage and service providers

Current arrangements

Gravity currently uses Base44’s managed platform for website and application hosting, workforce records and private evidence file uploads.

Selected UK hosting arrangement

Function Labs has selected Civo and EODATA Cloud / Extraordinary Managed Services Limited for the planned UK deployment of Gravity. Civo is intended to provide the relevant application and database hosting. EODATA is intended to provide private storage for documents, evidence files and backups.

UK hosting is a requirement of this planned arrangement. We will use the appropriate UK services and locations for the records, files and backups covered by the deployment. Civo describes its UK Sovereign Cloud as hosted and operated in the UK. EODATA provides UK object storage from London and Edinburgh with UK-based operations.

Before the new arrangement applies to your organisation, we will explain which records and files are moving, the processing and storage locations, who can access them, the backup and deletion arrangements and any continuing providers. The change takes effect after the relevant services have been configured, checked and migrated. This notice will be updated to reflect the arrangement in use.

Traffic delivery, authentication, email, support and other enabled services may involve separate processing, including outside the UK. UK storage alone does not establish that every processing activity takes place in the UK. Your organisation and Function Labs can provide the applicable provider details, countries and transfer safeguards for your deployment.

Supplier security assurance

Civo publishes ISO 27001, SOC 2 Type II and Cyber Essentials Plus credentials. EODATA / Extraordinary holds ISO/IEC 27001:2022 certification for its stated cloud, hosting, backup and related managed services. We review the applicable scope and service terms as part of deployment assurance.

These credentials cover the suppliers' stated activities and controls; they do not certify Gravity or Function Labs. Function Labs is responsible for the application controls it implements. For the planned deployment, access permissions, authentication, encryption, audit records, retention, backup and recovery arrangements will be documented and checked against the organisation's requirements before rollout.

Recordings, scoring and decisions about you

Before a meeting is recorded, ask the organiser who will receive the audio, transcript and summary and when each will be deleted. Generated text can attribute a statement to the wrong person. You can ask the organiser to correct it. For a decision about recruitment, shifts, pay, performance or discipline, ask the decision-maker what information and scores were used, who reviewed them and how to challenge an error. If significant decisions are made solely by automated means, the controller must explain the use and applicable safeguards, including how to make representations, obtain human intervention and contest the decision.

How long information stays

The employer sets periods or review criteria for each purpose. An unsuccessful application, verification evidence, a payroll document, a fit note, an investigation and a security log serve different purposes. Recruitment records may be reviewed when a vacancy closes, verification evidence against the applicable duty, and case files when the case and any appeal close. A legal obligation, claim or preservation hold may require longer retention.

The source form, uploaded CSV, saved staff record, published rota and exported copy are separate records. Removing one does not establish that all copies have been erased. Ask the controller for its actual periods for active records, uploads, exports, logs and backup expiry, including what happens when you leave or the service ends. Your organisation controls copies it downloads or sends elsewhere.

Your rights and how to get help

Contact the employer or recruiting organisation named on your invitation or staff notice. You can ask for a copy of the personal information about you, its source, who received it, its purpose and retention period. You may also ask for correction, erasure, restriction or portability where applicable. You can challenge an assessment or ask for a disputed statement to be recorded. The right to object applies in particular when processing relies on legitimate interests. You can object to direct marketing at any time.

You may ask in ordinary language. State the organisation, the records or dates concerned and how you would like a reply. Please leave bank details, identity documents and colleagues’ records out of your first message. The controller may verify your identity and will normally respond to a rights request within one month. If you contact Function Labs about employer records, we can help route your request and assist the controller.

For a privacy complaint or suspected disclosure, contact your organisation or email support@functionlabs.co.uk. For a complaint about our own processing, Function Labs will acknowledge receipt within 30 days, investigate, keep you informed and communicate the outcome without undue delay. You may also complain to the UK Information Commissioner’s Office.

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Function Labs Limited, company number 17129741. Unit 13 Freeland Park, Wareham Road, Lytchett Matravers, Poole, England, BH16 6FA.