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Data Best Practice

Practical Guidance On Minimising The Personal Data You Collect And Giving Crew Control Over Their Own Privacy.

Every piece of personal data you collect from Crew comes with a responsibility to look after it properly. The good news is Liveforce already gives you the tools to collect less, protect more, and hand Crew some control over their own information. This article covers the best practice principles and points you to the settings that put them into action.

Why Data Minimisation Matters

Data minimisation simply means only collecting what you actually need, only when you need it, and nothing "just in case." It's a core principle of GDPR and various data protection law, and as the Admin managing your Crew's personal data, you're acting as the data controller — so this responsibility sits with your agency, not with Liveforce.

Beyond the compliance angle, it's good practice full stop: less data collected means less risk if something ever goes wrong, a shorter, less overwhelming registration process for applicants, and less admin overhead maintaining fields nobody uses.

Review what you're collecting, and when

Not every piece of data needs to be collected at the application stage. Payment details, uniform sizes, or emergency contacts are good examples of information that's only relevant once someone's approved — asking for it upfront just adds friction and risk for no benefit.

Use the Profiles page to control exactly which fields are visible and required at the **application stage** versus the **post-approval stage**. A simple example: if your agency doesn't need home address until someone's confirmed for a job, switch it off at application and on at post-approval.

→ See Controlling Profile Data Collection for a full walkthrough.

Limit who can see what

Not everyone on your team needs visibility of every field. Use Access Control to restrict sensitive profile data — like payment information or ID documents — to only the roles that genuinely need it

→ See Access control.

Mask sensitive fields where full visibility isn't necessary

For data like bank details or national insurance numbers, you often don't need the full value visible on screen for day-to-day work. Input masking lets you show only what's needed (e.g. the last 4 digits) while keeping the full value securely stored.

→ See Input Validation - Masking Data.

Give Crew visibility and control over their own data

Crew should always be able to see what data you hold about them and correct it if it's wrong. Within their Crew App profile, Crew can review and update their own Basic Information, documents, and preferences at any time — encourage your Crew to keep this up to date, and make sure your own onboarding communications point them to their Profile page for this.

→ See [Profile Data](https://help.liveforce.co/en/admin/profile-settings) and [Amend Profile data](https://help.liveforce.co/en/admin/amend-profile-data).

A quick quarterly checklist

Rather than a one-off setup, treat this as a light recurring review:

  • Are we still asking for any fields we no longer use in reporting or job matching?

  • Is anything currently required at application stage that could wait until post-approval?

  • Does Access Control still reflect who's actually on the team and what they need to see?

  • Are sensitive fields masked where full visibility isn't required?

  • Have any Crew flagged incorrect data that needs correcting?

A few minutes each quarter keeps your data footprint lean and defensible, and makes life easier for both your team and your Crew.