Privacy
Blax Control is the record-keeping system Blax Coffee uses for its Melton and Leopold shops. It is used only by the people who work there. It is not a public service and nobody can sign up to it.
What it holds
- The name and work email address of each person who can sign in.
- The names of employees, so hours and leave can be recorded against them.
- The records staff enter: daily takings, cash spent, orders, hours worked and leave.
- Each clock-in and clock-out, with the time and where the phone said it was at that moment.
- Photos and files attached to those records, such as receipts.
- A log of who entered or changed each record, and when.
What it is used for
Running and accounting for the two shops: reconciling takings, tracking spending and orders, and totalling hours and leave. Nothing held here is sold, used for advertising, or used to train AI models.
Who can see it
The owner sees everything. Managers see the shops they manage. Staff see the entries for their own shop, and do not see wages, payments or anybody’s leave. Sign-in codes are sent by an email delivery service, which receives the email address and the code and nothing else.
Location when clocking in and out
Staff clock in and out on their own phones. When somebody taps Clock in or Clock out, Blax Control records the time and asks the phone where it is, once, at that moment. It then keeps, with that tap:
- the position the phone gave and how accurate the phone said it was;
- how far that was from the shop.
It does not follow anybody between taps, and it takes no location at any other time or on any other screen. The location is used for one thing: so a manager can see that a clock-in was made at the shop. A tap from somewhere else, or with no location, still counts, and is shown to the manager to ask about. Each person is told this and agrees before their first tap, and can refuse location on their phone; their taps are then recorded without one. Managers and the owner can see where a tap was made; other staff cannot.
Google Drive
The owner can connect a Google account so that copies of receipts and documents are filed into one Google Drive folder the owner chooses. With that connection Blax Control:
- lists the folders inside the chosen folder, and creates folders there;
- uploads copies of documents into it, and can read files already in it;
- does not open, change or delete anything outside that folder;
- does not share anything from Google Drive with anyone else.
Google’s permission screen describes access to the whole of the connected account’s Drive, because Google offers no narrower permission that can see an existing folder. What Blax Control does with it is limited to the above. The owner can end the connection at any time under Administration, or at myaccount.google.com/permissions.
How long it is kept
Records and the log of changes are kept for seven years, which is how long business records have to be kept. Records are never deleted within that time; a mistake is corrected by a new entry and the original stays visible.
Questions
Ask the owner, or write to blaxcoffee2024@gmail.com. You can ask to see what is held about you and to have a mistake in it corrected.