privacy policy for w18-125 (EN) – Worxmate (Rev. A 2018-04-25)

Your personal information and how we handle it

Your personal information is the information we collect and save about you and how you use our services that directly or indirectly identify you. We use this information to provide a better user experience, improve our services and offer offers that suit your needs.

The information below is a summary of how we collect and handle your data in accordance with the General Data Protection Regulation (GDPR).

Type of personal data that we collect
How we collect personal data
What we use personal data for
How long we store personal data
To whom do we share personal information
How we protect your personal information
You control your personal information
Your and your users’ data when Worxmate acts as a personal data assistant
How we process your personal data when you are no longer a customer

Type of personal data that we collect

Contact information

When you become a Worxmate customer, we collect your contact information:

Name, address, e-mail address, telephone number and social security number.

Information about your services

We also store information about which of our services you order and use and how you use them.

Support tickets

When you contact our support, we collect the information you give us to be able to help you with your case.

How we collect personal data

We collect and process data that …

… you enter yourself when you become a customer with us.
… you share with us when you contact us via chat conversations, emails and recorded phone calls.
… is created when you use our services – for example when you visit our website or log in to the customer zone.
… we get from other sources – such as Billmate AB.
… is collected via cookies which store information from your browser.

Exactly what information we collect about you depends on which of our services you use.

What we use personal data for

In order for us to process your data, one of the following legal bases must be met:

Necessary to fulfill the contract with you.
Necessary to fulfill a legal obligation for Worxmate.
The treatment is in both your and Worxmate’s interest.
Consent from you for that particular treatment.

In order for us to provide our services to you, we must process your personal data. Below you will find information about what we use your information for, and the legal basis on which each processing is supported.

Provision of services

We process personal data to identify you as a customer and to handle and deliver the services you ordered and subscribe to. As well as personal information required to handle invoicing and payments for the services you use.

Legal basis: Necessary to fulfill the contract.

Communication and support

We may use personal information from previous communications between you and us to provide better assistance.

We use your contact information and information about which services you use as a basis for invoices, newsletters, important information about your services, offers and tips on how to use our services.

Legal basis: Legitimate interest, consent and necessary to fulfill the agreement.

Development of our services and products

We process personal data about how you use our services, and from your communication with us as a basis for improving your experience specifically and our services in general.

Legal basis: Legitimate interest and consent.

Marketing

We process personal data about which services you use and how you use them to market relevant products and services to you according to your needs.

Legal basis: Legitimate interest and consent.

Safety and prevention of addiction

We process personal data to detect and prevent the following for our services and our network:

Abuse
intrusion attempts
attacks such as viruses and DDOS
violations of the law
terms violations

Legal basis: Necessary to fulfill contract and legal obligation.

Statutory obligations

We process personal data to meet the requirements of the law.

Legal basis: Legal obligation.

How long we store personal data

We store personal data as long as there is a documented purpose for the processing.

To whom do we share personal information

Partners, subcontractors and other companies within Visma We have agreements with all partners and subcontractors in the EU and the EU’s standard contract clauses for everyone outside the EU. The agreements regulate which personal data is processed, why the processing is performed, how personal data is to be protected and how long they are processed. The agreements also contain instructions from the data controller to the personal data assistant on how personal data can be processed.

We strive to never share more personal information than absolutely necessary with each partner.

We implement appropriate safeguards to ensure that your personal information is handled in accordance with applicable security and privacy laws. We apply the same requirements to our subcontractors.

For the following purposes, we may share certain information with the mentioned partners and subcontractors.

To be able to deliver ordered services

To charge for our services

Authorities

We may be obliged to provide certain personal data in accordance with law and government decisions at the request of, for example, the police.

How we protect your personal information

We use industry standards to store, process and communicate sensitive personal information such as personal information and passwords securely. For example, SSL / TLS, PGP and one-way hash algorithms.

The protection is implemented with systematic, organizational and technical measures to ensure integrity, confidentiality and accessibility.

Worxmate’s staff are bound by confidentiality agreements and only process the information required by their assignments.

You control your personal information

You control your own personal data, which means that you decide which data you want to provide and which processing of your personal data you approve. You can revoke your consent at any time.

However, we need certain personal information in order to provide our services to you. If you choose to revoke your consent, this may mean that we can not provide all our services to you.

Your and your users’ personal information when Worxmate acts as a data processor

Om du är registeransvarig och Worxmate fungerar som personuppgiftsbiträde regleras vår behandling av dina kunders personuppgifter av våra bilagor Databehandlingsavtal.

If you are the data controller and Worxmate acts as a personal data assistant, our processing of your customers’ personal data is regulated by our appendices Data processing agreements.

How we process your personal data when you are no longer a customer

When you close your account, we will delete all your personal data where there is no purpose for further processing. We also notify all potential partners and subcontractors who have processed your data to also delete data.

Among the things that are removed is your potential …

- … personal data in our CRM system.

- … backups of the above will be removed in accordance with our backup schedule.

Among the things that are not removed are among others

- Information required by the Accounting Act.

Partner	Personal information shared and why
Invoice Collection	At the beginning of the collection service, information is required to sign the debt collection and start-up debt collection service.

Partner	Personal information shared and why
Billmate (on others)	Information required to complete a card payment and to verify the authenticity of the personal information provided when ordering.