This Privacy Policy has been adopted by Workline (or “we”) . Our aim is to ensure all personnel data processed by us should be kept safe and secured at all times and that personnel integrity is respected. This privacy policy sets out how we seek to protect personal data and ensure our personnel understand the rules. In addition this policy alsodescribes how Workline collects, uses and discloses information and choices Customers have with respect to the information.
This Privacy Policy, sets out principles that we, our employees, our consultants, our Customers and Third party partners must follow when processing data.This Privacy Policy applies to Workline’s onlineSaaS HRMS, including the associated mobile and desktop applications.
Data Privacy Policy document shall be reviewed by Information Security Head once a year or at the time of any major change in existing environment affecting policy, whichever is earlier via My Gig Portal.
Any exception to this requirement shall be reviewed and approved by Information Security Head respectively prior to acceptance and should be documented in the Exceptions Register.
Workline receives entity and employee information from the companies/ enterprises where it has signed a contract with, to provide the SaaS HRMS services. The data shared is controlled by the Customer. They (Customer) own’s the privileges and provide the rights to access information. Workline’s self-service lets the Customer access their personal information. Customer also have the option to set which fields can be viewed and/or edited for different roles within their own entity.
PII - Personally Identifiable Information - PII is information that identifies, relates to, describes, references or is capable of being associated with, or could be reasonably linked - directly or indirectly - with a particular individual consumer or device. Examples include name, address, date of birth, race, citizenship, employment status, non-public education
PII Controller - The PII controller is the entity that determines the purpose and means for processing PII, define why and how PII is processed, and is responsible for the implementation of privacy and security protocols to meet applicable legal standards.
PII Processor - The PII processor then processes PII on behalf of and in accordance with the instructions and privacy controls set by the PII controller.
Workline does not use any of its Customers entity and/or employee data for any purposes. Workline is only the processor of the information and not the controller. Workline’s Customer is the controller of its own data, Workline provides SaaS HRMS to the Customer for use based on the signed agreement with Workline.
Workline uses primary Customer contact information in furtherance of our legitimate interests in operating our services, SaaS HRMS and business. More specifically, Workline uses contact information:
To provide, update, maintain and protect our services, SaaS HRMS and business. This includes use of contact information to support delivery of the services under a Customer agreement, prevent or address service errors, security or technical issues, analyse and monitor usage, trends and other activities or at an Authorised Customer contact’s request.
As required by applicable law, legal process or regulation.
To communicate with Customer by responding to their requests, comments and questions. If the customer contacts us, we may use their contact information to respond.
For billing, account management and other administrative matters. Workline may need to contact you for invoicing, account management and similar reasons and we use account data to administer accounts and keep track of billing and payments.
To investigate and help prevent security issues and abuse.
Workline will retain Customer data in accordance with any applicable terms in the Customer Agreement and Customer’s use of Workline functionality, and as required by applicable law.
Workline by itself does not share and/ or disclose data gathered from Customers in any manner. Customers may from time to time provide Workline with information and/or access to information concerning individuals (Consumers/ Employees) “Personal Data”. Workline acknowledges that its right to use and re-disclose Personal Data is limited to the conditions laid out in the respective contracts with the Customer.
To protect the privacy of information concerning consumers/ employees, Workline limits access of Personal Data to Workline’s employees who have a need to know, but only to the extent that such disclosure is reasonably necessary for the performance of Worklines’ duties and obligations under the agreement with the Customer. Additional information related to these police can be found in “Workline – Acceptable Use Policy”
In the event Workline is required to disclose any such information under Law, it shall do so only upon serving a prior written notice requiring such disclosure.Workline may engage third-party companies or individuals as service providers or business partners to process Information and support our business.
Workline ensures high-level security for data that is collected and processed. Data is encrypted in transit- TLS- (e.g., system interfaces, over public networks, and electronic messaging) and at rest within Workline’s storage (e.g., file servers, databases, and end-user workstations). To establish the utmost security, particular data fields can be encrypted according to the Customers discretion when stored in Workline’s database. Workforce files and file upload fields in Workline come with encryption by default.
Workline may change this Privacy Policy from time to time. Laws, regulations and industry standards evolve, which may make those changes necessary, or we may make changes to our services or business. We will share the changes with all interested parties (e.g., employees, Customers, Third party partners) to review our Privacy Policy to stay informed.
All principles described in this policy must be strictly followed. A breach of data protection guidelines will invoke disciplinary action . Additional information related to these police can be found in “Workline – Disciplinary Process”and customer related data privacy breaches are reported via customer support team and documented as a part of NDA.
If you have any questions regarding this Privacy Statement, write to privacy@workline.hr.
Workline uses certain sub-processors and content delivery networks to assist it in providing the Workline HRMS Platform as described in the Service contract. Defined terms used herein shall have the same meaning as defined in the contract.
A sub-processor is a third-party data processor engaged by Workline, who has or potentially will have access to or process Service Data (which may contain Personal Data). Workline engages different types of sub-processors to perform various functions as explained in the tables below.
Workline undertakes to use a commercially reasonable selection process by which it evaluates the security, privacy and confidentiality practices of proposed sub-processors that will or may have access to or otherwise process Service Data.
Workline generally requires its sub-processors to satisfy equivalent obligations as those required from Workline(as a Data Processor) as set forth in Workline Data Processing Agreement(“DPA”), including but not limited to the requirements to:
Third-party service providers which incidentally have access to Your Service Data in Innovation Services and are used to provide specific features or components of the product outside of the core hosting of Service Data (“Innovation Service Specific sub-processors”) are regularly reviewed by Workline to ensure they work towards implementing each of the standards described in this Section. However, Innovation Service Specific sub-processors may not currently meet all of the measures identified above.
This policy does not give Subscribers any additional rights or remedies and should not be construed as a binding agreement. The information here in is only provided to illustrate Workline's engagement process for sub-processors as well as to provide the actual list of third-party sub-processors and content delivery networks used by Workline as of the date of this policy (which Workline may use in the delivery and support of its Services).
If you are a Workline Subscriber and wish to enter our DPA, please email us at privacy@workline.hr.
For all Subscribers who have executed Workline's standard DPA, Workline will provide notice via this policy of updates to the list of sub-processors that are utilized or which Workline proposes to utilize to deliverits Services. Workline undertakes to keep this list updated regularly to enable its clients to stay informed of the scope of sub-processing associated with the Workline Services.
Pursuant to the DPA, a client may object in writing to the processing of it’s Personal Data by a new sub-processor within thirty (30) days following the update of this policy and such objection shall describe Subscriber’s legitimate reason(s) for objection. If a client does not object during such a time period, the new sub-processor(s) shall be deemed accepted.
If a Subscriber objects to the use of a new sub-processor pursuant to the process provided under the DPA, Workline shall have the right to cure the objection through one of the following options (to be selected at Workline's sole discretion):
Termination rights, as applicable and agreed, are set forth exclusively in the DPA.
The following is an up-to-date list(as of the date of this policy) of the names and locations of Workline sub-processors and content delivery networks:
Workline owns or controls access to the infrastructure that Workline uses to host and process Service Data submitted to the Services, other than as set forth herein. Currently, the Workline production systems used for hosting Service Data for the Services are located in co-location facilities in India and Singapore and in the infrastructure sub-processors listed below. Subscriber accounts are typically established in one of these regions based on where the Subscriber is located but may be shifted among locations to ensure performance and availability of the Services. The following table describes the countries and legal entities engaged by Workline in the storage of Service Data. Workline also uses additional services provided by these sub-processors to process Service Data as needed to provide the Services. Infrastructure sub-processors donot have control of customer data and Workline owns and manages data with in the service providers infrastructure. In case of data center failure Workline ensures data availability within geographies agreed between customers and Workline.
| Entity Name | Entity Type | Entity Country |
|---|---|---|
| NA | NA | NA |
Workline works with certain third parties to provide specific functionality within the Services. These providers are the sub-processors set forth below. In order to provide the relevant functionality these sub-processors access Service Data. Their use is limited to the indicated Services. If Subscriber has purchased the Workline HRMS service, the sub-processors used forthe Suites will be in accordance with the sub-processors listed forthe underlying Services that make up the Workline HRMS service as applicable and detailed in this policy.
| Entity Name | Purpose | Entity Country | Sub-processors privacy statement |
|---|---|---|---|
| NA | NA | NA | NA |
If you have any questions regarding this Privacy Statement, write to privacy@workline.hr.
A: We take your privacy seriously. Your data is encrypted using industry-standard protocols, and our security measures are regularly updated to safeguard your information from unauthorized access
A: We collect only the necessary information required to provide our services. This typically includes your name, contact details, and relevant preferences. Please refer to our Privacy Policy for detailed information
A: We retain your data for as long as necessary to fulfill the purposes outlined in our Privacy Policy. You can review specific data retention periods in the policy or contact our privacy team for more details.
A: We do not sell or lease your personal information to third parties. Rest assured, the data sharing is always done in compliance with applicable privacy laws.
A: Yes, you have the right to update or delete your personal information. You can do this by accessing your account settings or contacting our customer support. Please review our Privacy Policy for more details on your rights
A: We use cookies to enhance your browsing experience, personalize content, and analyze website traffic. You can manage your cookie preferences in your browser settings. For more information, please refer to our Cookie Policy.
A: Yes, we strictly adhere to data protection laws and regulations. Our privacy practices are designed to meet or exceed the requirements outlined in applicable privacy legislation.
A: Any updates to our privacy policy will be communicated to users through email, website notifications, or other appropriate channels. We recommend checking our Privacy Policy periodically for the latest information.
Please feel free to ask questions and share concerns with us at privacy@workline.hr