Time & Attendance
Last updated November 2020
Workforce.com (“We”, “us”, “our”, “Workforce”) is a group of affiliated companies (“Affiliates”) operating in USA, Australia and United Kingdom through a number of entities based in Chicago, London and Brisbane, offering workforce management solutions and services through various applications.
The Workforce.com web based application and the employee timekeeping applications (mobile application and wall clocks), (collectively named the “Platform”) allow employers to more easily collect accurate data on hours worked and manage shift scheduling, and streamline the process for employees to clock in and out of shifts.
The Workforce.com application is web based and depending on the territory it is accessed from, may be called Workforce or Tanda and accessed via https://my.workforce.com/login or https://my.tanda.co/login.
We invite you to explore this webpage and learn more about privacy at Workforce.com
Collection and use of Personal Data
If you are a Visitor to www.workforce.com (“Website”) this section applies to you.
When you visit our Website, the system automatically records data and information about your computer each time the Website is accessed. The following data (“technical information”) is collected:
The data is also saved in our system’s log files. This data is not stored together with other personal data of the user.
We collect and use this technical information for purposes of (network) security (for example, to ward off cyberattacks), to better understand our users’ needs, to continuously improve our website and to enable users to access the website from their computers.
We collect this personal data under the legal basis in section 6(1)(f) of the GDPR, legitimate interest.
Voluntary submission of personal data
We also collect and process any personal data that you provide to us in our Website’s forms, such as when you request a demo or consent to marketing communications or download a whitepaper.
Collected personal data includes your first and last name, your email address, your business telephone number, your job title, your country, your industry, your employer, number of staff in your business.
We use the collected data for the following purposes:
We may collect information through marketing events, such as conferences and trade shows. The personal data collected may include names, companies, industry, email addresses, telephone numbers and interests.
We use this information for marketing activities as permitted by the legislation applicable to the individuals’ jurisdiction.
Personal Information Location
We are a US based entity and all of the personal information collected is processed and stored in our US servers.
Workforce has implemented commercially reasonable and appropriate technical, physical, and organizational measures to protect employee and client data from misuse or accidental, unlawful, or unauthorized destruction, loss, alteration, disclosure, acquisition, or access during the processing, which will meet the requirements of the Applicable Law, or any stricter requirements, as imposed under the Service Agreement.
Retention of the Personal Data
We hold the personal data for as long as there is a business need or regulatory requirement. In deciding the period for which we will hold the personal data, we take into account the following:
Once the retention time is over, we dispose of the personal data in a safe and permanent way.
Sharing your personal data
We may share the personal data with third parties to support our delivery of services and products to our clients, maintain our website and protect our systems, operations and overall business.
We share data with the following categories of third parties:
We have contracts with service providers and a data sharing agreement with our affiliates to instruct and set rules on data use.
Personal data may also be transmitted to third countries or international organisations as part of this. For your protection and the protection of your personal data, we set data protection rules in contractual agreements with third parties and affiliates.
In some circumstances we are legally obliged to share the information, for example under a court order. Before sharing the information, we will satisfy ourselves that the disclosure request complies with required legislation and document our decision making.
Links to other sites
Please be aware that while visiting our website/websites you may follow links to other sites or services that are beyond our sphere of influence. We are not responsible for the content or for their collection and use of your personal information. Consult their Privacy Policies and Terms and Conditions prior to using their services.
Sales of Personal Information
We do not sell your personal information.
You have the right to complain to regulatory authorities in your jurisdiction.
For individuals from Canada, the applicable regulatory authority is the Office of the Privacy Commissioner of Canada. Further details on how to contact them are here https://www.priv.gc.ca/en/report-a-concern/
Note that Workforce is acting as a service provider for employers and does not collect or use information collected through the Platform for its own purposes. Employers are responsible for their own privacy practices and for providing notice and obtaining consent for their collection and use of employee data.
INFORMATION WE COLLECT
We collect information in order to provide our Platform and services, including from employers and managers/administrators (collectively, “Employers”) and their employees (“Employees”) (jointly, “Users” or “you”). Note that if you are an Employee, your Employer will have access to the information we collect from and about you as you use the Platform.
We collect information from Users directly, automatically when you visit the Platform, and sometimes from third parties such as a payroll system. We also collect information about Employees from Employers.
The information we collect includes:
Some of the information we collect is considered “personal information” under various applicable laws.
Note that we may de-identify personal information so that it is non-personal, such as aggregating it or converting it to a code, sometimes using a function commonly known as a “hash”. We will treat de-identified information as non-personal, and may use or disclose such non-identifying, non-personal information for any purposes that we deem appropriate, to the fullest extent allowed by applicable law
Our Platform is intended for a general audience and not intended for use by or targeted to minors younger than the age of 13. We do not knowingly collect personal information from minors younger than the age of 13.
We collect information in the following ways:
Information You or Your Employer Give Directly To Us
You may provide us with information about yourself or other people in your company, such as contact information (names, postal address, email address, telephone number, demographic information (gender, date of birth or similar information), employment-related information (Employee IDs, ID photos, employment location, hours worked, time and location information at the time of clocking in/out for work and breaks, employment certifications) and certain financial information, such as if we provide payroll support to your Employer.
Employees provide us with their photographs when using the Platform to clock in and out of shifts or to log breaks. Under some circumstances, the photographs may be considered biometric identifiers under applicable law. We also collect payment and billing information for the payment of Platform fees.
We collect any information you provide through Platform features that permit you to upload files or input information like when Employees submit time off requests or Employers submit injury or incident reports. In some instances this may include information about an Employee’s health or well-being.
When you use the Workforce Platform, we may collect and process information about your specific location through our mobile application(s). For certain features of the Platform, collection of information about the device you are using is necessary for the features to function.
Location permissions are tied to an individual device. If you are sharing a device with another person from your company, they may have already opted in to collection of location information. You can change location permissions by checking the settings on the device, however your Employer may require that location information collection be enabled on the device you use to access the Platform.
We use various technologies to determine location, including IP address and GPS
You may be able to turn off the collection of location information through the settings on your device. However, please note that we may still be able to collect or infer your approximate location through other information we collect, such as IP address.
Information We Get Automatically from Use of our Platform.
We and our third party business partners (including any third party analytics providers) may use a variety of technologies that automatically or passively collect certain information about your use of the Platform whenever you visit or interact with the Platform (“Usage Information”).
Usage Information may include:
The methods used to collect Usage Information may include the following:
We may collect and store information (including personal information) locally on your device using mechanisms such as browser web storage (including HTML 5) and application data caches.
Cookies and Log Files.
Cookies are small data files placed on a device when it is used to access the Platform or otherwise access our online content. We use both session and persistent cookies (which remains on your computer after the browser has been closed). Cookies may be used for many purposes, including, without limitation, remembering you and your preferences and tracking your visits to the Platform. You can find more information about cookies and how they work at www.allaboutcookies.org.
If you choose to disable cookies, or to otherwise restrict local storage, some features of the Platform may not function properly.
We may use web beacons (small graphic images or other web programming code, also known as „1x1 GIFs„ or „clear GIFs„ or “pixel tags”) and similar technologies on our Platform and within our communications to you.
Web beacons can recognize certain types of information on your computer such as cookies, the time and date a page is viewed, and a description of the page where the web beacon is placed.
Web beacons or similar technologies may be used for a number of purposes, such as to count visitors to the Platform, to monitor how users navigate the Platform, to count how many emails that were sent were actually opened or to count how many particular links were actually viewed and to improve your experience on the Platform.
Our web beacons may collect some contact information (for example, the email address associated with an email message that contains a web beacon).
An embedded script is programming code that is designed to collect information about your interactions with the Platform, such as the links you click on.
The code is temporarily downloaded onto your device from our web server or a third party service provider, is active only while you are connected to the Platform, and is deactivated or deleted thereafter.
In addition, we may use other technologies that collect similar information for security and fraud detection purposes.
Information Provided by Third Parties
We may receive information about you from third parties, including from your Employer, as discussed above.
We may also supplement the information we collect with outside records, such as public databases and publicly available social media pages.
User Content Submissions
Social Media Interactions
The Platform may permit or facilitate interactions with an interactive third-party website or service („Social Media„), such as enabling you to „like„ or „share„ content. If you choose to share content or otherwise post information from or via the Platform to Social Media, that information may be public and the third party may have access to information about you and your use of our Platform.
You may also choose to participate on Social Media in a way that connects that third-party service with our Platform, such as posting to one of our pages on a Social Media Platform. Doing so may allow us to collect (or the third party to share) information about you, including Personal Information, and the third party may allow us to re-post content related to us on our own Platform.
HOW WE USE INFORMATION
Workforce may use information collected through the Platform (including your Personal Information and Usage Information) in order to:
HOW WE SHARE INFORMATION
Workforce may share non-personal information, such as Usage Information, aggregated, or de-identified user statistics, with third parties in our discretion.
We do not share personal information with unaffiliated third parties for those third parties’ own direct marketing purposes.
We may share information we have collected about you, including personal information, as disclosed at the time you provided your information or otherwise with your consent, and in the following circumstances:
With your Employer and Associated Workforce Accounts.
Note that our relationship is with the Employer. If your Employer has set up an account for you or otherwise granted you access, your Employer will have access to the information we collect, including when you clock in and clock out of work, your location, and other ways you use the Platform. In addition, if you are an Employer, we share information we collect from you or your Employees who use the Platform with other users associated with your business’ Workforce Account in accordance with the access permissions associated with each Account.
Third Parties Providing Services on our Behalf
We may share information with third parties who perform services on our behalf, such as website hosting, sending email or other communications, processing payments, and performing other services. We have contractual obligations in place to instruct the third parties how to use, protect and share the personal information.
We may provide access to your personal information to such service providers in order for them to perform these services.
To Third Parties at an Employer’s Direction
We act as a service provider to Employers, who determine how they use and share the personal information collected from Employees. We will share personal information with an Employer’s legal, accounting, financial or other professional advisors if the Employer uses features of the Platform that facilitate this sharing or if the Employer instructs us to share the information with its advisors or other third parties.
For Administrative and Legal Reasons.
We may also use Device Identifiers to identify users, and may do so in cooperation with copyright owners, Internet service providers, wireless service providers, or law enforcement agencies, in our discretion.
Within Our Affiliated Companies.
We may share your information with our affiliates and subsidiaries for business, analytical, and operational purposes. We have a data sharing agreement in place which outlines the rules for using and protecting the shared personal information.
In the event Workforce is involved in a transition such as being sold, having all or a portion of its assets acquired or transferred, whether voluntary or involuntary (such as through bankruptcy), or any mergers, acquisition or asset sale (including, without limitation, during the course of any due diligence process), any customer information owned or under the control of Workforce will likely be one of the transferred assets.
We reserve the right, as a part of this type of transaction, to assign or otherwise transfer your information and other information we have collected from users of the Platform. By providing your personal information, you agree that we may transfer such information to the acquiring entity without your further consent.
THIRD PARTY ANALYTICS COMPANIES AND SIMILAR THIRD PARTIES
Workforce works with analytics partners, service providers, and other vendors to provide us with information regarding traffic on and use of the Platform (including pages viewed and the actions taken when visiting the Platform).
These third parties may set and access their own tracking technologies on your device (including cookies and web beacons) and may otherwise collect or have access to information about you, including Usage Information. Some of these parties may collect personal information over time when you visit the Platform.
Workforce uses commercially reasonable security measures to help secure your personal information. However, no system can be guaranteed 100% secure. We therefore cannot ensure or warrant the security of any information that you transmit to us, or that we transmit to you, or guarantee that it will be free from unauthorized access by third parties.
THIRD PARTY LINKS AND CONTENT
USERS RESIDING OUTSIDE OF THE UNITED STATES AND CONSENT TO TRANSFER
Workforce is a United States company and we operate the Platform from the United States. If you are located outside the United States, please be aware that information we collect will be transferred to and processed in the United States or other jurisdictions around the world.
By using the Platform, or providing us with any information, you fully understand and unambiguously consent to this transfer, processing and storage of your information in the United States and other jurisdictions.
In certain circumstances, your personal information may also be subject to access by and disclosure to law enforcement agencies under applicable foreign legislation.
IF YOU ARE LOCATED IN CANADA
Our privacy practices for Canadian Users are guided by the provisions of the Personal Information Protection and Electronic Documents Act (PIPEDA).
For details on what type of personal information we collect, purposes of collection, how we protect and share the personal information, please see the sections above.
Canadians have the following rights under PIPEDA:
The Platform is hosted in the United States and your personal information is transferred to our servers located in various availability zones within the USA territory. We may also transfer your personal information to our service providers and affiliates within the USA or outside North America, under contractual obligations to safeguard the personal information to the same level of protection afforded by PIPEDA.
If you wish to obtain more information about our privacy practices or if you wish to exercise any of your rights, please contact us at firstname.lastname@example.org.
Additionally, you may contact our HQ directly to the address and phone number at https://www.workforce.com/contact-us.
CALIFORNIA RESIDENTS YOUNGER THAN 18
If you have created an account on the Platform, you may request that we remove content or information that you have publicly posted by sending an email message to email@example.com that includes: your Name and email address and a detailed description of the content or information.
At our option, we may either remove your personal information (and not other content) or remove all of the content and information, subject to legal requirements and exceptions.
Employers can contact us at firstname.lastname@example.org to correct or update personal information provided to us through the Platform. If you are using the Platform as an Employee, please contact your Employer to request changes to information.
If you sign up to receive recurring SMS or MMS messages that may be offered through the Platform, you may unsubscribe from any text messages received by replying “STOP.”
If you access your user account through our mobile application(s), we may send push notifications to your device, and may in some cases do so based on your device’s physical location. You may opt-out of receiving these at any time by turning push notifications off in your device settings. Push notification preferences are tied to a specific device, not an individual Workforce Account.
RETENTION OF INFORMATION
We retain your personal data while you have an account with us and while you continue to use the Platform.
Note that you may need to consent to our new policy in order to continue to use the Platform.