Privacy Policy
Current as of April, 2020.
The Privacy Policy describes how Workspace collects, uses, and discloses information and what choices you have regarding this information. The updates in this version of the Privacy Policy reflect changes in privacy laws. In addition, we have worked to make our privacy policy clearer and easier to understand by making the following adjustments:
Creating a Table of Contents for easy navigation
A series of examples in various sections to illustrate how Workspace’s policies can be implemented
When we refer to “Workspace,” we refer to the entity that acts as a controller or processor of your information (such as an employer).
Table of Contents
Applicability of the Policy
Collection of Data
Cookie Policy
Use of Data
Data Storage and Sharing
Age Restrictions
Your Rights
Data Protection Officer
Contact Workspace
Applicability of the Policy
This privacy policy applies to the Workspace mobile and web applications as well as other platform support (i.e. customer service requests, user conferences, etc). If you do not agree with these terms, please refrain from accessing or using Workspace and it's affiliate services.
This policy does not apply to any third-party applications that integrate with Workspace or any other external products and companies. In addition, a separate agreement governs the provision, access, and use of the services (the Customer Agreement) including the processing of messages, files, or other transmittable content. The organization (such as your employer) that has consented to this agreement controls their network of services (their "Workplace") and all related customer data. If you have questions about specific Workspace settings or practices, please contact the party that mandates control of your platform. If you’ve received an invitation to join Workspace but have not yet set up an account, all help questions can also be directed to the controlling party.
Collection of Data
Workspace can collect and obtain data, including personal information, while you are using it's application. We collect data in various ways:
Customer Data
Team and Account Information
Log Data
Device Data
Location Information
Cookie Information
Metadata of Services
Contact Details
Additional Information
Customer Data
Customers or persons granted access to Workspace by an existing entity (authorized users) routinely transmit customer data to Workspace regarding use of services.
Team and Account Information
To create or update a Workspace account, the inviting party must provide you with an email address, phone number, password, and domain.
Log Data
As with most websites and technology services, our servers automatically collect and record data into log files as soon as the platform is accessed. This includes the IP address, the address of the website visited prior to using Workspace, browser type and settings, the date and time of use, configuration data of the browser and plug-ins, language settings, and cookies.
Device Data
Workspace may collect information about the device on which the services are used, including the type of device, operating system, application identifiers, unique device names, and crash recovery information. The information collected depends on the type of device used and the device's settings.
Location Information
We receive information from you that help us determine your location. This can include a business address provided by your employer or an IP address. Workspace may also collect location information from equipment or hardware as long as this is previously consented upon.
Cookie Information
Workspace uses cookies and similar technologies to retain user information. Further details on our use of these technologies can be found in our Cookie Policy below.
Metadata of Services
When an authorized user interacts with Workspace services, metadata is generated providing additional information on the context of user behavior. For example, Workspace logs the teams, groups, people, features, content, and links that you interact with. It also records the shared file types and which third-party services (if applicable) are used.
Contact Details
In accordance with your employer's consent process, all contact information imported by an authorized user is collected.
Additional Information
We receive other information when it is transmitted to our websites, such as when you participate in a focus group, competition, event, interact with our social media accounts, or otherwise communicate with Workspace. We collect personal information for a variety of reasons, such as:
Processing your order, including payment transactions
Providing you with our newsletter
Sending email marketing communications
Creating an account
Providing customer service
Collecting information during testing when a computer-based certification test is administered to you
Cookie Policy
At Workspace, we believe that transparency in the collection and use of data is most important. In this policy, we’ll let you know how and when we use cookies for these purposes.
What is a Cookie?
Cookies are small text files sent to your computer or mobile device. They are unique to your account or browser. Session cookies are only active as long as your browser is open and are automatically deleted when you close your browser. Persistent cookies are active until they have reached their expiration date or until they are deleted.
Does Workspace Use Cookies?
Yes. This includes cookies and similar technologies such as counting pixels and web beacons. We use both session cookies and persistent cookies by placing them in the domains operated by Workspace and any affiliates (together, the “sites”). We also use third-party cookies such as Google Analytics.
How Does Workspace Implement Cookies?
Some cookies are associated with your personal information so that your browser can retain login information and Workspace account settings. Other cookies are not linked to your account, but are clearly assignable and enable us to perform analyses and adjustments.
Cookies may be used so that we recognize you when you re-visit a website and to ensure that your experience is personalized, fully matching your desired preferences. Cookies also provide safer and faster interactions.
There are many categories of use for cookies:
Authentication: When you sign up for our services, cookies help us to show you the right information and customize your experience.
Safety: We use cookies to enable and support our security features and detect malicious activity.
Personal Settings, Functions, and Services: Cookies tell us which language you prefer and how you prefer to communicate. They also enable the delivery of features, insights, and custom content.
Performance, Analyses, and Investigations: With the help of cookies, we are able to continuously review the performance of our platform. We also use cookies to understand, optimize, and investigate services. For example, logs and records are created when you access our services through different devices, such as your work PC or mobile device.
Can I Disable the Use of Cookies?
Some users prefer not to allow cookies, which provides more autonomy in how browser settings are handled. In some browsers, you can set cookie management rules for each page, allowing precise control over your privacy and data. Basically, you can choose to allow cookies only on the sites that you trust.
Browser developers have their own help pages for managing cookies. Further information can be found using the following links:
Does Workspace Respond to Do-Not-Track Signals?
Our websites and services do not collect personally-identifiable information about your online activity or through third-party websites. For this reason, Do-Not-Track signals transmitted by web browsers do not apply to our websites.
Use of Data
Customer data will be used by Workspace in accordance with the conditions set in the Customer Agreement.
Workspace may use other information to proceed with lawful, legitimate interests in enhancing our platform and business model. More specifically, Workspace uses other information for the following reasons:
The Provision, Maintenance, and Protection of Our Services: This includes the use of information to prevent or address errors in the provision of services, to address security or technical issues, to monitor usage and trends, or other activities on request from authorized users.
In Accordance with Laws and Regulations.
For Communications Between Workspace and Users: If you contact us, we will use the provided data to respond to the request.
For Search, Learning, and Productivity Tools: We use some information to improve search functionality in determining ranking and relevance of content or channels. We also make suggestions for services based on historical usage, predictive modeling, and identifying organizational trends to customize and improve the overall user experience.
When Sending E-Mails and Other Materials: All marketing communications have an option for opt-out at any given time.
For Billing, Account Management and Administrative Matters: Workspace may need to contact you for billing or account management reasons. We use this information to maintain account details and to track bills or upcoming payments.
For Prevention of Security Problems and Abuse.
Data Storage and Sharing
This section reviews how Workspace discloses information. Customers set their own policies and procedures for disclosure, and Workspace has no control over these choices or those made by any third-parties. Data may be disclosed for the following purposes:
Customer Instructions: Workspace will only share and disclose data in accordance with the Customer Agreement and under any applicable legal procedures.
Customer Access: Owners, administrators, authorized users, customer representatives, and employees may edit or restrict access to certain information.
Third-Party Services and Partners: We may entrust external companies or persons as service providers with the processing of information.
Business Model Changes or Acquisitions: In connection with mergers, acquisitions, insolvency proceedings, liquidation proceedings, restructuring measures, disposal of Workspace’s assets or stock, financing, public offering of securities, and activities (such as due diligence), all other information may be shared and subject to standard confidentiality agreements.
Aggregated Data: We may use aggregated or identifiable information for any purpose. For example, you may pass aggregated or identifiable information to potential prospects or partners for business purposes.
Legal Requirements: If we receive a request for information, we may disclose it as long as we have reason to believe that the disclosure is consistent with all applicable laws and regulations.
Fraud Prevention and Security.
Note: Workspace may pass on other information to third-parties only if permission has been granted.
I
Upon granting permission, you will be able to share pictures, photos and files from the mobile device to other users using Workspace. All content shared using the app is uploaded in our system for the specific purpose of having it available and viewable by the specific users you send them to. Nevertheless, be aware that the app does not prevent other users to make local copies of the files you have share with them or share those files outside the app.
Age Restrictions
To the extent permitted by law, Workspace prohibits the use of our services to persons under the age of 16. If you believe that someone under this age limit has unlawfully used our platform and provided their personal information, please contact us. We will take the necessary actions to delete this information.
Your Rights
Individuals in certain countries, including the European Economic Area, have certain legal rights in relation to their personal data. Subject to any exceptions provided by law, you may have the right to request access to this information or request that it be updated, deleted or corrected. Typically, you can do this through the settings provided by your service account. If you cannot use these settings, please contact the appropriate managing party (such as an employer) for additional assistance.
The processing of your personal data is subject to the General Data Protection Regulation. Workspace relies on lawful, legitimate interests to process your data (as described above).
Data Protection Officer
Subject to applicable law, you may (i) restrict the use of Workspace’s information containing your personal information and (ii) file a complaint with your local data protection authority or the Data Protection Officer of Germany. If you are a resident in the European Economic Area and you believe that we have retained your personal information under the General Data Protection Regulation (GDPR), you may contact our regulatory authority for any questions or complaints.
Contact Workspace
We value your opinion. Please contact Workspace if you have questions about Workspace’s Privacy Policy or methods, or if you wish to exercise any of your legal rights. Write to innovation@ect-telecoms.de or to our postal mailing address:
European Computer Telecoms AG Westendstr. 160 D-80339 München, DE
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