Privacy Policy

Introduction

• Softworks and Softworks employees have an inherent responsibility to protect the physical information assets of the company as well as confidential customer data and intellectual capital owned by the company. These critical assets must be safeguarded to mitigate any potential impacts to Softworks and Softworks customers. Information Security at Softworks is, therefore, a critical business function that is incorporated into all aspects of Softworks business practices and operations
• This document details the information Softworks collect relating to our roles as a data processor for potential and current clients.
• This notice applies to Softworks website / Softworks hosted solutions / Softworks on premise solutions.

If you have any questions on this policy please contact swgdpr@softworks.com

About Softworks

Softworks helps companies streamline processes, increase productivity and reduce costs through improved management, scheduling and utilisation of labour resources. Softworks offer reliable, proven, easy to use and intuitive solutions for Time & Attendance/Flexitime, Labour Scheduling/Rostering, HR and Absence Management allowing both private and public organisations to better ensure compliance, reduce errors, eliminate redundancies and improve reporting while promoting a safe, positive working environment for all employees.

What information do we collect?

• Softworks website collects data when visitors access certain areas of our sites such as Customer area, Chat, White Paper reports or brochures etc. Softworks are a controller for this information.
• Softworks collect some marketing information via the third party tool Hubspot. This would include; name, organisation name, job title, email address and phone number. Softworks do not share this information outside of Softworks marketing and sales teams.
• Softworks workforce management solutions do not collect any data for Softworks, any data added to a Softworks system is by and for the client and their staffís usage and as such the client retains control of the information as the data controller and Softworks are a data processor for the client.
• As a data processor Softworks follow the following processes when dealing with client data. Where possible client data is anonymised to ensure subjects anonymity. If the data has been provided for a specific task it is logged upon receipt. Stored in a secure location. Access is on a least privilege basis and it is securely destroyed once the task has been completed.

How do we use personal information?

• account set up and administration
• delivering marketing and events communication
• providing workforce management solutions
• meeting internal audit requirements

What legal basis do we have for processing your personal data?

• Contract – Where Softworks is a data processor on behalf of a client, the client has retained our services on a contractual basis to provide a solution for their company and staff.
• Legitimate interests – In the case of marketing information that a client or potential client may receive we send this information on the basis of legitimate interest. Please email marketing@softworks.com if you wish to be removed. You can also unsubscribe at any stage by clicking on the unsubscribe link that is included on all marketing emails.

When do we share personal data?

Softworks treat data provided by clients as private between Softworks and the data subject. We will not share it with any third parties except to allow us provide our services.

• Personal information gathered via Softworks website is not shared with 3rd parties except where a service is used to allow us communicate with the data subject, e.g mailshot via Hubspot. Any third parties used by Softworks have been reviewed and confirmed to have the correct GDPR policies in place to protect the information provided.
• Softworks use secure processes and technology to ensure the protection of data provided. This includes encryption, anonymization, SSL as well as secure file transfer.