Privacy Policy

GearBox is a workforce and operations management application provided by VLJK Limited (“GearBox”, “we”, “us”), a company registered in New Zealand. GearBox is supplied to hospitality businesses (“your employer”) to manage staff rostering, time and attendance, training, communication and store operations. This policy explains what personal information we handle and how.

In most cases your employer is the controller of your personal information and decides how it is used. GearBox processes that information on their behalf to provide the service.

1. Information we collect

• Account & identity: your name, email address, phone number, job role, employing business and work location, and a securely hashed password. Where enabled, two-factor authentication details.
• Work data: clock in/out times, shifts and rosters, breaks, leave requests, training records and quiz results, messages you send within the app, and operational records you enter (such as stocktakes, deliveries and checklists).
• Images: photos you capture or upload within the app, for example delivery dockets or receipts.
• Device & technical: device type, operating system, app version, a push-notification token if you enable notifications, and basic log data needed to operate and secure the service.

2. How we use information

• To provide and operate the app’s features for you and your employer.
• To authenticate you and keep accounts secure.
• To send operational notifications (such as roster changes or messages) where enabled.
• To process receipt and delivery images, including automated data extraction.
• To maintain, troubleshoot and improve the service.

We do not sell your personal information, and we do not use it for advertising.

3. Sharing & service providers

We share information only as needed to run the service:

• Your employer and the authorised managers within your business.
• Trusted service providers who host and support GearBox — including cloud hosting and database providers, image storage, transactional email delivery, push-notification delivery, and an AI provider used to read uploaded receipts and dockets. These providers process data on our instructions.
• Accounting or integration partners where your employer has connected them.
• Where required by law.

4. Data storage & security

Information is stored on secured cloud infrastructure. We protect it with encryption in transit, hashed passwords, role-based access controls, and two-factor authentication for administrator accounts. No system is perfectly secure, but we take reasonable steps to protect your information.

5. Data retention

We keep personal information for as long as your account is active and for as long as needed to provide the service to your employer, then delete or anonymise it in line with your employer’s instructions and our legal obligations.

6. Your rights

You may request access to, or correction of, your personal information. As your employer generally controls your data, please contact them first. You can also contact us using the details below and we will assist or direct your request appropriately. Depending on where you live, you may have additional rights under applicable privacy law, including the New Zealand Privacy Act 2020.

7. Children

GearBox is a workplace tool intended for employees and is not directed at children.

8. Changes to this policy

We may update this policy from time to time. When we do, we will revise the “Last updated” date shown above.

9. Contact

Questions about this policy or your information:
VLJK Limited (GearBox)
Email: privacy@gearboxhospo.co.nz