PRIVACY POLICY


Last Revision: 24/07/2017

Privacy Policy – Workelo

teamr.io sas (including its affiliates) (“Workelo”, “we”, “our” or the “Company”) respect the privacy of its users (the “User(s)” or “you”) and is committed to protect the personal information that its Users share with it. We believe that you have a right to know our practices regarding the information we may collect and use when you use our Site and our Service.

Workelo is committed to maintaining the confidentiality, integrity and security of any personal information about its Users. This Policy also explains how we protect personal information provided through the Site and how we use that information in connection with the Services offered.

Capitalised terms which are not defined herein, shall have the meaning ascribed to them in our Terms of Use available at this site which this Privacy Policy is incorporated thereto by reference (together, the “Terms”).

YOUR CONSENT

BY ENTERING TO, CONNECTING TO, ACCESSING OR USING THE SITE AND/OR SERVICE, AND/OR BY GRANTING US ACCESS TO THE DATA (AS SUCH TERM IS DEFINED IN THE TERMS) YOU AGREE TO THE TERMS AND CONDITIONS SET FORTH IN THIS PRIVACY POLICY (THE “PRIVACY POLICY“), INCLUDING TO THE COLLECTION AND PROCESSING OF YOUR PERSONAL INFORMATION (AS DEFINED BELOW). IF YOU DISAGREE TO ANY TERM PROVIDED HEREIN, YOU MAY NOT USE THE SITE AND/OR SERVICE AND/OR DO NOT GRANT US ACCESS TO THE DATA.

WHICH INFORMATION MAY WE COLLECT ON OUR USERS?

We may collect two types of data and information from our Users:

The first type of information is non-identifiable and anonymous information (“Non-personal Information”). We are not aware of the identity of the User from which we have collected Non-Personal Information. Non-Personal Information is any unconcealed information which is available to us while Users are using the Site and/or Service. Non-personal Information which is being gathered consists of technical information and behavioral information, including, but not limited to, the User’s operating system, type of browser, screen resolution, Flash version, the User’s ‘click-stream’ on the Site, the period of time the User visited the Site, etc.

The second type of information is individually identifiable information (“Personal Information“). This information may identify an individual or may be of a private and/or sensitive nature.  Personal Information which is being gathered consists of any personal details provided consciously and voluntarily by an Organization User or the Company Administrator namely nickname, birthdate, gender, nationality, job title, phone number(s), date you joined your Organization, department you work in, employee ID/ national security number, address, country, city, postcode, family status, spouse’s name, spouse’s gender and birth date, bank account details (bank name, account number, account type SWIFT code, IBAN code, sort code, branch address), details regarding your salary and work (pay period, payment frequency, base salary, gross salary, overtime, commissions, salary sacrifice, statutory payments such as sick, maternity/paternity leave, salary payment currency, credential regarding the right to work in your jurisdiction, tax code, equity, emergency contact details (name, relation, phone number(s), email address(es), city, country, post code), termination date, termination reason, probation end date, status in the system and in you Organization, IP address and other unique identifiers, information the Organization chooses to collect and other information you choose to provide to your Organization.

In the course of providing the Service Workelo may learn demographic information about you such as employment history, educational attainment, gender and interests. All of the above shall be deemed Personal Information for the purposes of this Privacy Police and Terms.

We will not collect any Personal Information from you without your approval which is obtained, inter alia, through Your acceptance of the Terms and the Privacy Policy.

Your Data is used in order to provide the Services provided by Workelo to you and to your Organization and Company Administrator.

You do not have any legal obligation to provide any information to Workelo however, we require certain information from you in order to operate properly. Login credentials (email and username) are required to have the Workelo system work properly. You hereby agree and acknowledge that you are providing us with Personal Information at your own free will, for the purposes mentioned in this Privacy Policy and that we may keep such Personal Information in a database/databases which will be registered and kept in accordance with applicable laws and regulations.

Please note that certain identifiers (such as first name, IP address, email address) shall not be considered as Personal Information when not linked to any other Personal Information.

HOW DO WE COLLECT INFORMATION ON OUR USERS?

There are two main methods we use:

We collect Non-Personal Information through your use of the Site and/or Service. In other words, when you are using the Site and/or Service we are aware of it and may gather, collect and record the information relating to such usage, either independently or through the help of third-party services as detailed below.

We collect Personal Information which you provide us voluntarily. We collect Personal Information required to operate the Service when you or the Company Administrator registers and opens an account by completing the registration form. In addition, we collect your Personal Information and personal financial information (i.e, the Data), which may be considered as personally identifiable, whether you provide us such information by entering it manually or via your Organizations. We also collect Personal Information entered voluntarily by your Organization/Company Administrator.

WHAT ARE THE PURPOSES OF THE COLLECTION OF INFORMATION?

Non-personal Information is collected in order to:

Create aggregated statistical data for research purposes and customisation and improvement of the Site and/or Service.

Personal Information is collected in order to:

  • Operate the Service.
  • Be able to contact Users for the purpose of providing them with technical assistance, reminders and other related information to the Service and collect feedback regarding the Service.
  • For market research, project planning, troubleshooting problems, detecting and protecting against error, fraud or other criminal activity.
  • To provide to third-party contractors that provide services to Workelo.
  • For risk control, for fraud detection and prevention, to comply with laws and regulations, and to comply with other legal process and law enforcement requirements.
  • To enforce Workelo’s Terms of Use and Privacy Policy.

SHARING INFORMATION WITH THIRD PARTIES

Workelo may disclose Personal Information only in the following cases: (a) to satisfy any applicable law, regulation, legal process, subpoena or governmental request; (b) to enforce this Privacy Policy and/or the TERMS, including investigation of potential violations thereof; (c) to detect, prevent, or otherwise address fraud, security or technical issues; (d) to respond to User’s support requests; (e) to respond to claims that any content available on the Site violates the rights of third-parties; (f) to respond to claims that contact information (e.g. name, e-mail address, etc.) of a third-party has been posted or transmitted without consent or as a form of harassment; (g) to protect the rights, property, or personal safety of Workelo, its Users, or the general public; (h) when Workelo is undergoing any change in control, including by means of merger, acquisition or purchase of all or substantially all of its assets; (i) to collect, hold and/or manage your Personal Information through Workelo’s authorized affiliates and third party service providers (for example, Amazon Web Services, insurance agents etc.),  solely in connection with Service and subject to confidentiality agreement not less stringent than the obligations of Workelo under this Privacy Policy, which may be located in a country that does not have the same data protection laws as your jurisdiction; (j) pursuant to your explicit approval prior to the disclosure; or (k) to provide User with Workelo premium features or services. (l) pursuant to your approval, for enrollment to a pension plan and other insurance related and employees’ benifits, for the purpose of preparing proposal forms per your Organization’s approval, Organization may divulge such forms to an independent financial advisor which may furnish data to a third party pension plan provider.

For avoidance of doubt, Workelo may transfer and disclose Non-personal Information to third parties at its own discretion. Workelo requires commercial entities with which we share your Personal Information (as described above) to agree to keep your information confidential.

Who can see your Information on the system: some Data and Personal Information about you may be viewed and changed by others (such as your Organization and Company Administrator or your colleagues).

Workelo takes great care in granting its users the ability to control their information and Data. For this reason, we added to the Workelo system a special “Lock” feature, as part of the system’s design, allowing each User the ability to see in each section of the system, who can view and edit the information in this section. For more Information about who can view your data, you can hover with your mouse over the “Lock” logo at the left corner of the relevant section of the Site and find out who can view and change your data.

MODIFICATION OR DELETION OF PERSONAL INFORMATION

If for any reason you wish to modify your Personal Information you may do so on the Site by clicking the “Settings” option. Please note that certain data cannot be edited without the Organization’s consent such as data related to your engagement with the Organization (job title, start date, salary related details, work status and termination etc.).

In order to delete your Personal Information completely please contact your Organization. Workelo is not the data owner rather the Organization’s data processor, as such Workelo may not be able to delete your information without your Organization’s authorization.

However, please note that although your Employee Account and Personal Information related thereto may be removed from our databases, Workelo will retain the anonymous information contained in the Data you provided, and such information will continue to be used by us for the purpose of operating the Service, i.e. use such information for fees comparison requested by other Users.

For more information, see section 12 (Data Retention) of this Privacy Policy. For any request or question regarding deletion or editing User data you can contact us at: [email protected]

COOKIES AND LOCAL STORAGE

When you access or use the Service, Company may use industry-wide technologies such as “cookies” or similar technologies, which stores certain information on your computer (“Local Storage”) and which will allow us to enable automatic activation of certain features, and make your Service experience much more convenient and effortless. The cookies used by the Service are created per session and registration does not include any information about you, other than your session key (usually removed as your session ends) and the ability to login again quickly. It is easy to prohibit the Local Storage. Most browsers will allow you to erase cookies from your computer’s hard drive, block acceptance of cookies, or receive a warning before a cookie is stored. However, if you block or erase cookies your online experience with the Service may be limited.

Workelo uses secured Cookies. That means a cookie with a secured flag which can only be transmitted over an encrypted connection. This makes the cookie less likely to be exposed to cookie theft via eavesdropping.

SECURITY AND STORAGE OF INFORMATION

We take a great care in implementing, enforcing and maintaining the security of the Service, Site and our Users’ Personal Information. Workelo implements, enforces and maintains security policies to prevent the unauthorized or accidental access to or destruction, loss, modification, use or disclosure of personal data and monitor compliance of such policies on an ongoing basis. The Personal Information is hosted on the Amazon Cloud in Ireland which provides advanced security features and is compliant with ISO 27001 standard. All Personal Information is stored with logical separation from information of other customers. (you can find additional details about our security standards here). However, we do not guarantee that unauthorized access will never occur.

Personal information submitted may be transferred by us to our other offices and/or to third parties Subject to Section 5 of this Privacy policy (Sharing Information with Third Parties), including service providers further described in this Policy, which may be situated outside the European Economic Area (EEA) and may be processed by staff operating outside the EEA. The countries concerned may not have similar data protection laws to the EEA. Where we transfer your personal information we will take reasonable steps to ensure that your privacy rights continue to be protected. By using the Site, you agree to this storing, processing and/or transfer.

Workelo limits access to personal data to those of its personnel who: (i) require access in order for Workelo to fulfil its obligations under this Privacy Policy and the Terms of Use and (ii) have been appropriately trained on the requirements applicable to the processing, care and handling of the Personal Information (iii) are under confidentiality obligations as required under applicable law. Workelo take reasonable steps to ensure that its staff who have access to personal data are honest, reliable and competent;

Workelo does not transfer any personal data outside of ant jurisdiction in a manner incompatible with the requirements of applicable law. All Personal Information is stored with Amazon in Ireland. Upon termination of the service for any reason, company provides you with a copy of the Content and data in a reasonably acceptable format.

Workelo shall notify Customer immediately in the event that any personal data processed by Workelo on behalf of Customer is lost, stolen, or where there has been any unauthorized access to it subject to applicable law and instructions from any agency or authority. Furthermore, Workelo undertakes to co-operate with Customer in investigating and remedying any such security breach. In any security breach involves Personal Information, Workelo shall immediately take remedial measures, including without limitation, reasonable measures to restore the security of the Personal Information and limit unauthorized or illegal dissemination of the Personally Identifiable Information (PII) or any part thereof. Workelo maintains documentation regarding compliance with the requirements of the law, including without limitation documentation of any known breaches and holds reasonable insurance policies in connection with data security.

THIRD PARTY SOFTWARE/SERVICE

While using the Site and/or Service we may use third party software and/or services, in order to collect and/or process the information detailed herein and/or improve our service. Such software includes without limitation;

Service Privacy policy
Google Analytics http://www.google.com/intl/en/analytics/privacyoverview.html
Amazon Web Services https://aws.amazon.com/privacy/
Heroku (salesforce) https://www.salesforce.com/company/privacy/
Raygun https://raygun.com/privacy
Postmark https://wildbit.com/privacy-policy

CHANGES TO THE PRIVACY POLICY

The terms of this Privacy Policy will govern the use of the Site and Service and any information collected therein. Workelo reserves the right to change this policy at any time, so please re-visit this page frequently. We will provide notice of substantial changes of this policy on the homepage of the Site and/or we will send you an e-mail regarding such changes to the e-mail address that you provided in your registration. Such substantial changes will take effect seven (7) days after such notice was provided on our website or sent by email. Otherwise, all other changes to this Privacy Policy are effective as of the stated “Last Revised” date and your continued use of the Site and/or Services after the Last Revised date will constitute acceptance of, and agreement to be bound by, those changes.

DIRECT MARKETING

You hereby agree that we may use your contact details for the purpose of informing you regarding our products and services which may interest you, and to send to you other marketing materials, transmitted to the e-mail address you have provided. We may use your information to tailor advertisements to suit your interests and needs. You may withdraw your consent via sending a written notice to us by e-mail to the following address [email protected]eu

DATA RETENTION

Workelo does not own all the data contained in its servers but rather acts with respect to the information provided by or for a respective Organization and/or its users, as a data processor for the Organization. As such, any deletion of data may occur only after a request of deletion by the appropriate personnel in the Organization. An employee may not be able to delete data regarding him/her self automatically, only after the Organization chooses to delete such data. Each User (whether an Organization or other end use, hereby agree and confirm the Workelo shall not have any liability or responsibility in connection with actions taken in accordance with an Organization’s instructions.

An Organization may request information regarding the storage and retention of data (“Audit“) by contacting us at: [email protected]. Workelo shall make reasonable efforts to respond to the Audit in reasonable time and subject to applicable law and to the protection of Workelo’s trade secrets.

Each User must keep the appropriate backup of its data. Workelo shall not be responsible for any deletion of data or for any breach to database or for any erroneous data.

After a (i) request from an Organization to delete any data or (ii) a deletion of data from the Workelo’s interface or (iii) termination of an Employee Account or an Organization from the Workelo system, an automated process will begin that permanently deletes the data in accordance with the timelines set forth in the tables below. Once begun, this process cannot be reversed and data will be permanently deleted. Some data will not be deleted and shall be kept in an anonymized manner.

Type Timeline for Deletion, Cancellation,
Termination or Migration
User names 40 days
Documents 40 days
Backups 130 days
Logs 365 days
Archived Documents 90 days
Search 70 days
Log data in Analytics Platform 90 days
 

An Organization User can always view, access, change and delete its information by logging into his/her account clicking the top-right logo and selecting “Go to my account”. The Organization User can then edit his personal details. Some information may not be accessed, changed or deleted without your Organisation’s approval.

This section is applicable only to the specific data described above. Workelo also retains an audit log for each Employee Account so a history of Employee Account deletion can be accessed if necessary. The deletion procedures in this policy do not apply to this information, which is maintained by Workelo in accordance with this Privacy Policy. Similarly, Workelo collects and retains Usage Data (as defined in our Privacy Policy), other metadata and statistical information concerning the use of the Service are not subject to the deletion procedures in this policy and may be retained by Workelo. Some data may be retained also on our third party service providers’ servers.

You hereby agree and consent that your Organization may retain Personal Information and other Data about you which the Organization owns and you may have no access to. You hereby agree not to assert any claim against Workelo in such regard and waive any rights regarding such Data and Personal Information including the right to view and control such Data and Information.

Each User hereby agrees to defend, indemnify and hold harmless Workelo from and against any and all claims, damages, obligations, losses, liabilities, costs, debts, and expenses (including but not limited to legal fees) arising from any claim in connection with the obligation to provide data and information to any user contrary to the Organizations policies and procedures or in connection with any deletion or retention of data in accordance with the organization’s instructions.

PUBLIC FORUMS

The Site may, from time to time, make chat rooms, message boards, news groups and/or other public forums available to its Organisation Users. Any information that is disclosed in these areas becomes public information and you should exercise caution when using these and never disclose your personal information.

EXTERNAL LINKS

The Site may, from time to time, contain links to external sites. We are not responsible for the privacy policies or the content of such sites.

YOUR RIGHTS

Users have a legal right under the European Data Protection Directive (Directive 95/46/EC) to a copy of all the personal information about you held by us. You can download a copy of this information through the Service. You also have a right to correct any errors in that information. As mentioned above, you have a right to prevent the use of your personal information for direct marketing purposes.

HAVE ANY QUESTIONS?

If you have any questions (or comments) concerning this Privacy Policy, you are welcome to send us an email or otherwise contact us to the following address and we will make an effort to reply within a reasonable timeframe: [email protected].