Contractor workspace and onboarding privacy notice
This notice explains how SIA Satin Agency, Latvia, handles information about contractors and other authorised workspace members. Contact help@satin.agency. It supplements our Privacy policy; the Recruitment privacy notice separately covers job applications. Describing a person as a contractor does not decide their status under mandatory local law.
1. Invitations and onboarding
We record your invitation, username, authentication records, legal name, date of birth, supplied address, private recovery email and the notice versions you acknowledge. The supplied address is not described as verified merely because you entered it. Your private recovery email is separate from the username you use to sign in.
These records support adult eligibility, account administration, contracting and recovery. Necessary pre-contract and contractual processing relies on Article 6(1)(b); proportionate access/security administration relies on legitimate interests; a specific legal obligation may apply to a required record. We do not claim that a general anti-money-laundering duty requires every check.
2. Identity verification and sensitive information
When authorised real onboarding is enabled, Didit handles document capture, face/liveness checks and verification in its hosted interface according to the selected workflow. This can involve identity images, facial information, device signals and comparison results. Satin records the outcome, reference and necessary verification provenance rather than keeping the raw biometric capture in your member profile. The provider may retain resources under its applicable arrangement; deleting the local reference does not delete its resources automatically.
Before biometric processing begins, you must receive the workflow-specific purposes, data categories, provider/transfer details, retention and applicable Article 9 condition. If explicit consent is used, it must be separate from acceptance of the contract and freely given in the actual working relationship. Contact us before capture if you object or need to discuss another way of establishing identity. We cannot promise every alternative is available; we must assess a lawful route before requiring consent-based capture.
An automated provider outcome can stop progression or require review. Contact us to correct underlying information, obtain an explanation appropriate to the decision or request human consideration of a disputed result. A provider result is not a diagnosis, employment decision or guarantee that every identity risk has been eliminated.
3. Contracts and electronic signatures
Contract records include the assigned document, version, review acknowledgement, signer identity/contact details, signature status, completed PDF and audit evidence. SignWell is selected for new signing requests; existing Dropbox Sign requests stay with Dropbox Sign. The relevant provider may record timestamps, network/device information and signature evidence needed to perform and prove the signing transaction.
You are shown the applicable contract and provider information before signing. A notice acknowledgement does not sign the contract. A browser success screen does not replace authoritative completion and the retained signed document. Test signatures and sandbox checks remain separate from real engagements.
4. Work and operational records
The workspace records assigned responsibilities and creator access, reporting relationships, schedules, replacement coverage, actual clock events, handovers, reports, tickets, messages, work-related activity, financial submissions and approval histories. Planned attendance, a clock record and approved earnings are different records. Missing or incomplete attendance data is not itself proof of absence.
We use these records to coordinate authorised work, maintain accountability, calculate and review amounts under the agreed terms, resolve disputes and secure systems. Measures and dashboards assist human supervision; they do not themselves impose a disciplinary sanction or terminate an engagement. An approved ledger entry is not evidence that a bank transfer occurred.
Current workflows do not provide a general licence to record your screen, microphone, private browsing or unrelated personal communications. Any material new monitoring requires its own necessity/proportionality review and prior notice. Public recruitment connection tests exchange test data and assess connection quality; they are not surveillance of the rest of your device.
5. Profiles, visibility and communications
Your chosen profile name, static avatar, role or reporting position and appropriate work-related information may be visible to colleagues. Legal identity, date of birth, home address, recovery email, verification details, private contracts and financial evidence have restricted access. Author-only notes are not ordinary shared team records; access for a legal request must be assessed under the actual system and law rather than promised to every supervisor.
You may upload a profile picture through the designated private image workflow. Do not upload another person's photo without authority. Appearance, sound, language, time-zone and currency preferences are used to provide the selected experience, not to change contractual pay or permission levels. Messages and reports shared in team spaces can remain accessible to authorised participants after your account is disabled.
6. Recipients and remote access
Access is limited to personnel who need the information for the relevant responsibility, such as authorised recruitment, onboarding, finance or supervision staff. Cloudflare and Convex support the infrastructure; Resend supports enabled transactional email; the configured inbox service handles correspondence; Didit and the signing providers perform the functions described above. Advisers and authorities may receive necessary information where lawful.
Contractor access from another country is subject to authorisation and applicable international-transfer safeguards. Our intention to recruit globally is not permission to disclose private information to every applicant or contractor. See the main policy for transfer arrangements and how to ask for information about safeguards.
7. Retention and departure
Recruitment applications are cleaned up separately after 84 days from the latest recruitment update. Abandoned onboarding is normally scheduled for cleanup after 84 days from the last activity, but unresolved signatures, incomplete provider cancellation/deletion or other ambiguity can require a documented hold. A partly or fully signed agreement must not be erased on the assumption that an inactive account never signed.
Minimum approved verification evidence is retained while the account exists, subject to the applicable lawful retention and rights review. Signed agreements, signing evidence, invoices, approved financial records and necessary dispute records have separate legal and contractual retention criteria. The general 84-day cleanup does not apply to them. Disabling access is immediate access management, not a statement that every associated record has been erased.
We limit and review records held after an engagement ends. Provider-held records, mailbox copies and backups need separate handling. Contact us about a particular category or an abandoned enrollment requiring review.
8. Your rights and choices
You may ask to access, correct, erase or restrict information, object to applicable processing, request portability where available, and withdraw consent to a consent-based use. We may still need to keep some records under a separate lawful obligation. The main policy explains deadlines, verification and complaint rights, including the right to contact Latvia's Data State Inspectorate.
Notify us of inaccurate work or financial records through the appropriate correction process. Historical approved records and evidence are corrected through traceable revisions or lawful adjustments rather than silently overwritten. Exercising privacy rights does not waive an accrued contractual payment or a right to contest a record.