By using or accessing our Service(s), you commit to read, understand and agree to our process of collection, storage, usage and revelation of your personal information as detailed in this document.
This Privacy Policy applies to the processing of personal information by Workspace users, customers, prospective customers and their representatives; subscribers to Workspace website and/or any digital assets, suppliers and business partners and their representatives.
Workspace has entered into an agreement with your employer “ Employer Agreement” to grant you access to Workspace platform and/or complete surveys or otherwise use the Platform. This Privacy Policy sets out how we collect and process your personal data. References in this Policy to “your employer” shall refer to the entity who has/have entered into the Employer Agreement with us. You will typically be an employee, officer, contractor or consultant of Workspace client.
Workspace is committed to protecting the privacy of all the individuals who visit our website (visitors) and all the users who register to use Workspace services on behalf of Workspace Clients.
This Privacy Policy applies to data provided on or through the Workspace website located on Workspace website www.work-space.app owned and operated by Workspace and the content and the services collectively “you or your” offered by Workspace at Workspace, we acknowledge and realize the importance of protecting your personal information responsibly and in compliance with applicable data protection laws in all (relevant) countries where Workspace operates.
Workspace, follows the following Privacy Principles to protect your privacy:
a) We do not collect any Personal Information than is necessary to provide the Service(s);
b) We only use your Personal Information for the purposes we specify in this Privacy Policy, unless you agree otherwise.
c) We do not retain your Personal Information, if it is no longer required or needed; and/or
d) Other than as we specify in this Privacy Policy; we do not share your Personal Information with third parties.
1.1 This Privacy Statement describes Workspace general privacy practices that apply to personal information we collect, use and share about our clients, business partners, supplier and their organizations with which Workspace has or contemplates a business relationship as well as the individuals working for them.
1.2 The Privacy Statement does not apply to the extent Workspace processes personal information on behalf of clients for their benefit and under their control as a (“processor”), such as Cloud Services and applications (“apps”). It may apply t collection of information related to authorized users of services to the extent Workspace processes this information for its own interests ( “as controller”)
1.3 This Privacy Statement is supplemented by Workspace Online Privacy Statement, which provides more information in the online context, including recruitment. We may provide additional or more specific information on the collection or use of personal information on websites or related to a specific product or service.
Your employer is the data controller for the purposes of personal data processed under this Privacy Policy. Workspace will process your personal data on behalf of your employer and in accordance with its lawful instructions.
2.1 The information you provide to us and/or upload to the Platform (whether or not it constitutes personal data) will also be governed by the Employer Agreement.
2.2 Where Workspace acts as a data controller; for example, where you receive marketing communications from us, our other privacy policy will apply.For further information please see here.
Workspace and its affiliated entities are responsible for processing your personal data/information described in this Privacy Policy.
We will collect and process the following personal data about you:
When using the Platform’s functions, including by filling in forms, providing individual feedback or completing surveys on or via the Platform. The extent of the information collected in surveys is set by your employer. This information may include your name, photo, age, company email address, company telephone number, job title, level of seniority, department, work start date, salary and primary office location, as well as any views/comments you provide to us about you or your colleagues’ performance in your respective roles, or information regarding your employer, your colleagues or other third parties during the course of completing surveys or otherwise using the Platform;
If you contact or correspond with us (for example, using any support function made available by us) and we may keep a record of that correspondence (either directly or through our service providers).
Any comments, opinions and/or feedback you provide to us regarding the Platform, for example during any trial or beta period that you may participate in, when providing NPS scores or participating in research panels.
When creating a user profile for you in order to enable you to access the Platform under the Employer Agreement (whether on a trial or full basis) or to enable us to send surveys, individual feedback requests and similar communications to you. This information may include your name, age, company email address, company telephone number, job title, level of seniority, department, work start date, salary and primary office location; Otherwise in the course of your employer’s use of the Platform.
When you make use of the Product/Platform; we will keep a record of the details of that usage, including the date, time, location, frequency and duration of the usage;
We may obtain further information about you from your employer, for example to verify your eligibility to access and use the Product.
Technical information about your computer or mobile device for system administration and analysis, including your IP address, URL clickstreams, unique device identifiers, operating system, and network and browser type.
Other information about your use of the Platform, including the pages you have viewed, the duration spent on the Platform and data files you have uploaded onto the Platform. This information may be linked to your user profile (where relevant).
Workspace may and shall collect your personal information as an individual for various purposes, such as the following:
When using the Platform’s functions, including filling the forms, providing individual feedback or completing surveys on or via the Platform. The extent of the information collected in surveys is set by your employer. This information may include your name, photo, age, company email address, company telephone number, job title, level of seniority, department, work, salary and office location, at the same time (any) views, comments and/or thoughts you might share or provide to us about yourself or your colleagues’ performance in your respective roles, or information regarding your employer, your colleagues or other third parties during the course of completing surveys or otherwise using the Platform.
If you contact us ( for example, using any support function made available by us) and we may keep a record of that correspondence ( either directly or through our service providers)
Any comments, opinions and/or feedback you may provide to us regarding the platform/product. For example during (any) beta and/or trial period that you may participate in providing scores or participating in research panels.
When creating a user profile for yourself, in order to enable you to access the Platform under the Employer Agreement ( whether on trial or full basis) or to enable us to send surveys, individual feedback requests and similar communications to you. This information may include your name, age, company email address, phone number, job title, level of seniority, department, work start date, salary and/or office location otherwise in the course of your employer’s use of the Platform.
When you use the Platform/Product, we will keep a record of all the details of that usage, including the date, time, location, frequency and duration of usage.
We may obtain further information about you from your employer, for example to verify your eligibility to access and use the Platform/Product.
Other information about your use of the Product/Platform, including the pages you have viewed, the duration spent on the Platform/Product and data files you have uploaded on the Platform. This information may be lined to your user profile.
Workspace works closely with third parties ( which may include but not limited to business partners, companies within our group, affiliates, contractors, subcontractors and analytics providers) – we may receive information about you from them. Details of third party providers are set out in the section entitled “ Who we share your information with”?
6.HOW WE USE YOUR PERSONAL DATA
Workspace is permitted to collect, use, disclose and/or otherwise process any form of information other than personal data including data sets uploaded on to the Platform or otherwise provided to us, to the fullest extent permitted by the Employer Agreement. Where we have collected received or generated personal data from or about you, we may use this for the purposes and on legal basis, set out as below.
Where we have collected received or generated personal data from or about you, we may use this for the purposes and on legal basis, set out as below.
We will use this information to: Carry out our obligations arising from the Employer Agreement. This includes providing your employer with aggregated and anonymized reports and analysis summarizing information provided during your use of the Platform, including in any engagement ways, aggregated with information from other employees and personnel, and (where relevant) comparing this data with past or future employee responses and/or industry benchmarks.
Where applicable, this will also include providing you with individual feedback and/or comments from your colleagues. All survey(s) and/or individual feedback responses are entirely optional; individual questions (or the entire survey) may be skipped and there is no requirement for any surveys to be completed.
We may contact you for your feedback on our services to help us evaluate and improve our services, for example by acting on any information you have provided to us.
We shall/may notify you about (any) changes/updates to the Product and any other feature of the product that you may use, which may include informing you about new versions of the Product/Platform, new features, functionality(ies) and service offerings; or Any queries, correspondence, concerns or complaints you may have raised or that have been raised by concerning third parties ( for example your employer involving you and any issues caused by your use of the Platform.
To administer and improve the Platform and other services; ensuring that the content is presented in the most effective manner for you and for your computer or device.
To report for your employer relating to the of the Platform, as may be required under the Employer Agreement.
For internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
To allow you to participate in choosing interactive features of the Platform, when you choose to do so.
As part of our efforts to keep the Platform sage and secure; or To compile reports (which do not personally identify you) of usage of the Platform.
We may combine information from other sources with the information you give us or we collect about you and use this information as specified above.
In relation to the above uses, we shall process your personal data on legal basis determined by your employer or where it is necessary for legitimate purpose(s) and interests, including; To enable us to perform our contractual obligations under the Employer Agreement
To improve and/or optimize our services;
To maintain the security of our computer systems;
To maintain how the Product/Platform is used and to improve the user experience of the Platform;
To defend and to protect our legal rights For troubleshooting;
and For data analysis, testing and research purposes
;
We do not and/or will not undertake any surveys or analysis via the Product/Platform by specific reference to any special categories of personal data ( including racial or ethnic origin, political opinions, religious and/or philosophical beliefs, trade union membership(s), genetic or biometric data, health data or sexual orientation), unless this has been expressly requested or configured by your employer. Whereas, if this is the case, it is your employer’s responsibility to ensure they have obtained your explicit consent to such processing or that they have another lawful basis for such processing. However, you might, in the course of providing comments of feedback in a survey, provide personal data within one of the above categories where this has not been requested.
Data collected from you and other employees or personnel may be used by us in an aggregated and anonymized form for statistical and benchmarking purposes including enabling comparisons to other organizations within the same industry.
For personal information collected about you in the EU, our basis for processing is the following: In order to communicate adequately with you and to respond to your requests, we need to process information about you and therefore have a legitimate interest in processing this information.
In order to engage in transactions with customers, suppliers and/or business partners and to process purchases and downloads of our products and services, we need to process information about you as necessary to enter into or perform a contract with you.
We process personal information for marketing and sales activities based on your consent where so indicated on our sites at the time your personal information was collected or further to our legitimate interest to market and promote our products.
We rely on our legitimate interest to analyze, develop, improve and optimize our sites and products to maintain the security of our sites, networks and systems. In order tocomply with applicable laws and regulations, such as to comply with a subpoena and/or other legal process or to process opt-out requests.
We intend to protect your personal information and maintain its accuracy. Workspace implements reasonable physical, administrative and technical safeguards to help us protect your personal information from unauthorized access, use and disclosure. For example, we encrypt certain sensitive personal information such as credit card information when we transmit such information over the internet. We also require that our suppliers protect such information from unauthorized access, use and disclosure.
You will not ordinarily be required a username or password to gain access to or complete a survey or otherwise provide us with information via the Platform. Where we provide you with a username, password and/or security information which enables you to access particular features of the Platform (for example, as an administrator or manager for your employer), you are responsible for keeping these credentials confidential. You may store them in a way that the third – party(ies) are unable to access them. Please see the Terms of Use for more details on your employer’s obligations regarding not sharing your access credential with third parties and how doing so may affect your ability to use the Product/Platform.
8.1 Workspace maintains appropriate technical and organizational measures to ensure an appropriate level of security in respect of all personal data we process. Unfortunately, with the uncertainty and risks involved, the transmission of information via the internet is not guaranteed, although Workspace does take the responsibility of data protection but it cannot guarantee the security of your data transmitted to the Platform while you acknowledge that any transmission is at your own risk. Please note, once we have received your information, we use strict procedures and security features, to prevent unauthorized access or inadvertent disclosure, which may include two – factor authentication and end – to – end encryption.
Workspace may share your personal data with other companies, where necessary or desirable it deems to do so in the course of the provision of services to you or your employer.
9.1 Workspace may also share your personal data with selected third parties in accordance with this policy; which may include:
Sub processors, service providers, ( for example IT services and/or suppliers for the performance of any contract that we enter into with your employer ( such as the Employer Agreement), including the following;
Government or other law enforcement agencies, in connection with the investigation of unlawful activities or for other legal reasons ( this may also include your location information)
9.2 Workspace ensures that all its third party service providers and all other companies within its group take appropriate and stringent security measures to protect all its customers personal data in line with its policies. Workspace does not allow (any) of its third party service providers to use all your personal data for their own purposes and only permit them to process your personal data for specified purposes in accordance with its instructions.
Workspace maintains personal information for the following retention periods:
Information about you, we collect to engage in transactions with our customers, suppliers and business partners, and to process purchases of Workspace products and services, will be retained for the duration of the transaction or services period, or longer as necessary for record retention and legal compliance purposes.
If you have registered for our newsletters, blogs and/or any other Workspace ( feature/digital collateral) your subscription data will be retained for as long as you are subscribed to our distribution list(s).Workspace retains records of that deletion for 25 – 30 days.
Contact information such as your email address or phone number collected online via our website or any other digital assets and/or offline for example from our interactions with you at events and conferences and used for direct marketing and sales activities will be retained for as long as we have an active (customer) relationship with you. We treat you as an active contact if (i) you have interacted with Workspace or updated your contact details and preferences in the past 16 months and (ii) you have not made a deletion request.
If you have ever reached out to Workspace via our sales chat, we will delete all your chat transcripts 90 days after the chat has concluded; and/or
If you have ever reached out to Workspace via our support line and you have not opted “out” of call recording, we will delete all of your call recordings 60 days after the call has concluded unless otherwise specified during the call.
Personal information needed to retain your opt-out preferences is retained for 20 years (or longer as necessary to comply with applicable law).
You have the following rights with regards to your personal data. Please contact your employer directly if you would like to exercise any of these rights (other than a change to your marketing preferences, which should be notified directly to us).
Access: You have the right to access information about the personal data we hold about you. We reserve the right to charge a reasonable fee in response to unreasonable or repetitive requests or requests for further copies of the same information.
Right to object to processing: You reserve the right to object to the processing of your personal data where that processing is being undertaken by us on the basis of our ( or a third party’s) legitimate interest. In such a case, we are required to cease processing your data unless we can demonstrate compelling grounds which override your objection. You also have the right to object (at any time) to the processing of your personal data by us for marketing purposes.
Rectification: You have the right to request that we rectify and/or amend any inaccurate personal data that we hold about you. Erasure: As permitted by applicable data protection laws, you have the right to request that we (may/can) erase any personal data that we hold about you, including the withdrawal of your consent ( where our processing of that data is undertaken on the basis of your consent), or if your object to our continued processing (as mentioned above). This right does not extend to information which is not the personal data. We also reserve the right to retain your personal data in an anonymized form for statistical and (any) benchmarking purposes.
Request to restriction of Processing: This enables you to ask us to restrict the processing of your personal data in certain circumstances, for example if you want us to establish its accuracy or the reason for processing it.
Portability: You have the right to obtain copies of your personal data to enable you to reuse your personal data across different services and with different companies. You may also request that your personal data is transmitted directly to another organization where this is technically feasible using our data processing systems.
11.1 You do not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is manifestly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
11.2 We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other nights). This is another appropriate security measure to ensure that personal data is not disclosed to any person who has no right to receive it.
11.3 Please note, if you exercise any of the above right(s) to either require or restrict or cease processing or to delete personal data, and this type of processing is required in order to facilitate your use of the Platform, you will no longer be able to use the Platform following the date on which we action your request. This does not include your right to object to direct marketing which can be exercised at any time without restriction. At least a period of 5 working days are required for your action to be processed.
11.4 Your rights as detailed above can be exercised free of charge in accordance with applicable data protection laws.
In the event, you consider our processing of your personal information not to be compliant with the applicable data protection laws, you can lodge a complaint: Directly with Workspace by using this form.
12.1 With the competent data protection authority. The name and contact details of the Data Protection Authorities in the European Union can be found here.
13.1 Article 35 of the General Data Protection Regulation contains a requirement that where a type of processing, in particular when using new technologies, and taking into account the nature, scope, context and purposes of the processing, is likely to result in a high risk to the rights and freedoms of natural persons, the data controller shall, prior to the processing, carry out an assessment of the impact of the envisaged processing operations on the protection of Personal Data. 7.3.2 The duty to carry out an assessment of the impact only applies to specific cases where a high risk to the rights and freedoms of natural persons is found.
14.1 Communicating your consent to us (whether by phone, via email or other means) for our use of your personal data, commits that you agree and permit us to use your personal data as set out in this policy. If you disclose someone else’s personal data to us, you confirm that you have their consent to disclose their personal data to us and for us to use and disclose in accordance to this policy.
15.1 Our Platform uses cookies to distinguish you from other users. This helps us to provide you with a good experience when you use the platform and also allows us to improve the Platform. For detailed information in the cookies we use and the purposes for which we use them, kindly view our Cookie policy.
15.2 We also partner with third – party ad networks to manage our advertising on various sites and with third party analytics companies to assist us with analyzing the use of our own website. These third – party companies use cookies, web beacons, pixel tags and related technologies to collect information about your activities on this and various other websites to provide you with targeted advertising based upon your interests and to provide measurement and analytical services.
15.3 For your information, we use the following third – party services: Microsoft’s Bing Ads, Google Ads and Analytics, Quora Ads, LinkedIn Ads, Twitter Ads, Facebook Ads, Instagram Ads.. To learn more about third – party advertising, and to opt out of certain ad – targeting activities, please visit: preferences.mgr.truste.com, about ads.info/choices. You can visit our third – party website(s) to learn more about their privacy policies
16.1 Workspace does not retain (any) personal information longer than necessary to fulfil the purposes for which it is processed, including the security of its processing complying with legal and regulatory obligations (e.g. audit, accounting and statutory retention terms) handling disputes, and for the establishment, exercise or in defense of legal claims in the countries where do business. Because the circumstances may vary depending on the context and the services, the information provided in Online Privacy Statement or provided in a specific notice may provide more detailed information on applicable retention terms.
17.1 Wherever you use Workspace website or access its products; features, you understand and acknowledge that we may transfer, process and store information about you in Denmark, the European Union (EU) both within and outside of the European Economic Area. Please see the below information about Workspace compliance with Privacy Shield. By providing us with your information, you consent to the transfer to, and to the processing and storage of your information in, countries outside of your country of residence, which may have different data protection laws than those in the country(ies) in which you reside.
17.2 Wherever you use our website or access our Services, you understand and acknowledge that we may transfer, process, and store information about you in the United States and other countries, both within and outside of the European Economic Area. Please see below for more information about Workspace compliance with the Privacy Shield. By providing us with your information, you consent to the transfer to, and to the processing and storage of your information in, countries outside of your country of residence, which may have different data protection laws than those in the country in which you reside.
Workspace complies with all applicable GDPR requirements for the Personal Information that it processes.
The following table sets out how we handle Visitor Personal information and our legal basis for doing so:
The right of access to Visitor(s) Personal Information;
The right to rectification or correction of any errors in Visitor(s) Personal Information;
The right to request deletion of Visitor(s) Personal Information;
The right to restrict or object to the processing of Visitor(s) Personal Information;
The right to withdraw consent to the processing of Visitor(s) Personal Information
The right of portability in Visitor(s) Personal Information; and
The right to lodge a complaint with a supervisory authority. Workspace does not engage in any automated decision making with Visitor(s) Personal information.
18.2 Use of User Personal information is necessary for Workspace to enter into and provide Services to you under your company’s contract with Workspace. Failure to provide or allow Workspace to process User’s Personal Information as a User may result in Workspace no longer being able to provide you or your employer with itsServices .
You may correct, update, amend and/or remove Personal Information by making the change on our User information page, sending a request to us through our contact us page, by telephone or postal mail at the contact information listed in this document. If you no longer desire to use our Services, you may deactivate the Services by contacting us by telephone or postal mail at the contact information listed. You may withdraw your consent to our processing of your Personal Information at any time by contacting us by using the contact information provided in this policy. However, by contacting us in this regard, will mean we can no longer provide the Services or any other requested content to you. Workspace may respond to your request(s) regarding the changes to your Personal Information or Service changes under applicable law of your call or receipt of your request.
Any changes made to the Privacy Statement/Policy will be updated in this section and where appropriate these changes will be notified to you via email or/and you are advised and/or encouraged to check back periodically for any changes or updates. In case of any major or substantial change(s), we will post a notice at the top of this page for 30 days.
Workspace has a dedicated Data Protection Officer (“DPO”) who is responsible for overseeing questions in relation to this Privacy Policy. You can get in touch with our DPO by emailing privacy@work-space.app
We are committed to resolving any privacy concerns you have. However, if you feel we have not addressed (any of your) specific concern(s) you have the right to make a complaint at any time to the relevant supervisory authority in our country responsible for data protection issues.
Interalia, a Denmark based Data Protection Agency, supervises the compliance with the applicable national regulation on Personal Data. The contact information for Interalia is;
22.2 Datatilsynet:
Borgergade 28, 5 DK- 1300 Copenhagen K
T: 3319 3200 F: 3319 3218
E-mail: dt@datatilsynet.dk