Privacy Policy of WeOffice AB

Last updated: 22nd of December 2022

1           Introduction

WeOffice is committed to protecting the privacy and security of your Personal Information. The information you share with us provide us with the opportunity to provide our clients the best experience with our services. Please read below to learn how we collect, use and disclose Personal Information.

2           Definitions

“WeOffice” means WeOffice AB, 556906-2382, Torsplan 10, 113 65 Stockholm. info@weoffice.se, www.weoffice.eu.

“GDPR” means the General Data Protection Regulation Act.

“Data Controller” Data Controller means the natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which, and the manner in which, any personal information are, or are to be, processed.

“Data Processor” Data Processor means any natural or legal person who processes the data on behalf of the Data Controller.

“Personal Data” means any information which relates to a living, identifiable person. It can include addresses, email addresses, names, phone number and more but it is also wider than that and can include any other information relating to that person or a combination of information that, if it is put together, provides that the person can be identified.

“Data Subject” Data Subject is any living individual who is using our service and whose Personal Data is being processed.

3           Principles for processing personal data

Our principles for processing Personal Data are:

• Fairness and lawfulness. When we process personal data, the individual rights of the Data Subjects must be protected. All Personal Data must be collected and processed in a legal and fair manner.
• Restricted to a specific purpose. The Personal Data of Data Subject must be processed only for specific purposes.
• Accuracy: When we process Data the Data we hold shall be adequate and accurate.
• Transparency. The Data Subject must be informed of how his/her data is being collected, processed and used.
• Data minimization: We shall not process any more Data than is needed for our services.
• Storage limitation: We shall not store Data for longer than is needed to provide our services and obey the law.
• Integrity and confidentiality: We shall always process Data securely.

4           What Personal Data we collect and process

WeOffice collects several different types of personal data for various purposes. Personal Data may include, but is not limited to:

• Email address
• IP address
• Usage habits
• First name and last name
• Phone number
• Address, State, Province, ZIP/Postal code, City

5           How WeOffice collects your Data

• Personal Data we collect automatically

As you use the website of WeOffice (www.weoffice.se), WeOffice will collect technical Data including your browser type, IP address used to connect your computer to the internet, and your usage habits. This Data is collected using cookies. We do not link this automatically collected data to other collected data.

• Personal Data provided by your Employer

When WeOffice enters into a contract with a client that client provides WeOffice with Data of its employees (i.e. workplace email address, name of closets supervisor/manager, department and team/unit name) in order for WeOffice to provide its services to the best of its abilities.

• Personal Data provided by you

When you correspond with WeOffice via www.weoffice.eu, either on your own behalf or on the behalf of an organisation you provide WeOffice with Personal Data. You will also provide us with Personal Data when you subscribe to receive our marketing. If you choose to participate in a study via a survey, after giving informed consent, you will also provide WeOffice with Personal Data. 

6           How we use the personal data

WeOffice uses the collected Personal Data for various purposes:

• To provide you, or your company, or your employer, with services
• To notify you about changes to our services and/or products
• To provide customer support
• To gather analysis or valuable information so that we can improve our services
• To detect, prevent and address technical issues

7           Legal basis for collecting and processing personal data

WeOffice legal basis for collecting and using the personal data described in this Data Protection Policy depends on the personal data we collect and the specific context in which we collect the information:

• WeOffice needs to process the Data in order to fulfil a contract with you, or your company, or your employer
• You have given WeOffice permission (via consent) to do so. When you have given your consent you may withdraw your consent at any time. If you withdraw your consent, this will not make the processing of Data which was undertook before you withdrew your consent unlawful.
• Processing your Personal Data is in WeOffice legitimate interests to keep our records updated and to study how customer use our services
• WeOffice needs to comply with the law

8           Retention of personal data

WeOffice will retain your personal information only for as long as is necessary for the purposes set out in this Data Protection Policy.

WeOffice will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.

When your employer provides Personal Data: The Data will be deleted, or anonymised, within six months from the completion of a contract.

When you provide the Personal Data via survey for a study: The Data will be deleted, or anonymised, within six months from the completion of a contract.

When you provide the Personal data via correspondence with WeOffice: The Data will be deleted when it is no longer needed to comply with the law (e.g. for bookkeeping normally seven years) or WeOffice legitimate interest to keep our records updated and to study how customer use our services.

9           Who we share Personal Data with

WeOffice only share your Personal Data with:

• Providers of email management and distribution tools (e.g. Microsoft Outlook) in a secure manner
• Providers of data aggregation and analytics software services and (e.g. Google Analytics) in a secure manner.
• Providers of third part secure server storage within the EU (e.g. Loopia AB) in a secure manner. More specifically not anonymized survey data or survey related data will be stored on third part secure servers in Västerås Sweden, and anonymized data is stored at third part secured servers in Dublin, Ireland.
• Third party service providers may temporarily have access to personal data for the purpose of developing and maintaining our technical tools such as data visualization tools and data collection tools.

10       Data protection rights

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.

In certain circumstances, you have the following data protection rights:

• The right to access, update or to delete the information we have on you
• The right of rectification
• The right to object
• The right of restriction
• The right to data portability
• The right to object
• The right to withdraw consent

For more information on your rights in general, please see the information on the following: https://www.datainspektionen.se/other-lang/in-english/the-general-data-protection-regulation-gdpr/the-data-subjects-rights/

11       Changes to this Privacy Policy

This policy may change from time to time. The latest policy date will be shown at the top of the policy information. We will update this privacy policy when necessary to reflect customer feedback, changes in our programme/projects and services or legal changes.

We encourage you to periodically review this this privacy policy to learn how WeOffice is processing your information.

12       Complaints

You have the right to lodge a complaint about the use of your Personal Data, such complaint may initially be made to info@weoffice.se, and if you are unhappy with our response, to the Swedish Data Protection Authority at personuppgiftsincident@datainspektionen.se, for more information please see: https://www.datainspektionen.se/other-lang/in-english/the-general-data-protection-regulation-gdpr/notification-of-personal-data-breaches/.

13       Contact details for further information

Data controller: WeOffice AB, 556906-2382, Torsplan 10, 113 65 Stockholm

Phone number: 0046-739793663

Email address: info@weoffice.se or aram@weoffice.se