Privacy notice

This notice explains what information Inquivra holds about employers and sponsored workers, who can see it, how long it is kept and where it is stored. Your employer is the data controller for worker information; Inquivra processes it on their behalf.

What worker data we collect

• Identity and contact: name, work email and, optionally, a profile photo.
• Sponsorship baseline entered by your employer: job title, SOC code, CoS reference, work location, contracted hours, salary, start date and visa expiry date.
• Pay-period records: hours worked, basic pay and excluded allowances.
• Your rehearsal answers, every earlier version of them, and whether an answer was entered by HR on your behalf.
• Evidence records your employer uploads (for example contracts, rotas, payslips).
• Notifications sent to you and an audit log of actions taken in the workspace.

Why we use it

Only to help your employer prepare for a Home Office compliance visit and keep sponsor duties up to date: comparing statements with records, tracking reporting deadlines and keeping an evidence-linked history of how issues were resolved.

Never used for discipline

Rehearsal answers and findings are a preparation tool. They must not be used for disciplinary, performance or dismissal decisions about any worker. Taking part is voluntary, and Inquivra never suggests or edits what a worker should say.

Who can see it

• Workers see their own questions, answers and history.
• Raw worker answers and their versions are visible only to the worker, reviewers and administrators.
• HR and the Authorising Officer see progress counts and role-masked reports, not other participants' raw answers.
• Restricted evidence is visible only to HR, reviewers and administrators.
• Everything is limited to your own employer's workspace. We do not share data with the Home Office or connect to the Sponsor Management System.

Where it is stored

Data is held in our managed cloud database and private file storage, encrypted in transit and at rest. Photos and evidence files are never public; they open through short-lived signed links. Email notifications are sent through our email provider, Resend.

AI processing

AI is off by default. If your administrator turns it on, only the topic and claim text are sent to our AI provider (Groq) for wording suggestions. Worker names, employer names and CoS numbers are removed first; files, profiles and full records are never sent. AI never makes decisions — reviewers do.

How long it is kept

The default retention period is 365 days; your administrator can set a period from 30 to 3650 days. Sign in to see your organisation’s period. Your administrator reviews deletion requests, including any need to keep historical decisions for audit purposes.

Your rights and choices

You can update your profile and notification preferences in Settings, and download your profile, your answers with all versions and your notifications at any time. You can ask your employer's administrator to correct or remove your information. Account removal clears your profile and photo and removes your login; answers, decisions and audit history remain under an anonymised “Former user” identity.