Information we collect
1. Account information:
Some information is required to create an account on the Workplace Challenge Service, such as your name, email address, password, and work postcode. This is the only information you must provide with us. You may also choose to provide other types of information, such as a profile photo, date of birth, gender, height, weight, home postcode and screen name. The provision of this additional information is optional and where an answer is required a ‘prefer not to say’ option is available. Whilst this extra data is not required to create an account it will help to enhance the service.
2. Additional information
If you set up a team in the Workplace Challenge Service, you may invite colleagues who have not yet joined by providing their email addresses which will be used to send them an invitation to join the Workplace Challenge and your team. If you contact us or participate in a survey or contest, we collect the information you submit, such as your name, contact information, and message.
3. Information from third-party services
If you choose to connect your account on the Workplace Challenge Service to your account on another service, we may receive information from the other service. You can stop sharing the information from the other service with us by removing our access to that other service. These connections to third-party services can be managed in the account settings (my dashboard > settings)
4. Device information
If you choose to use the GPS tracking system within the App your device will collect data to estimate a variety of metrics like the number of steps you take, your distance travelled, and points earned. When save that activity the data recorded on your device is transferred from your device to our servers.
5. Usage information
When you access or use the Workplace Challenge Service, we receive certain usage data. This includes information about your interaction with the Service, for example when you create or log into your account, log activity or connect to a third-party service.
Legal basis for processing
For personal data subject to the General Data Protection Regulation, we rely on several legal bases to process your data. These include:
• When you have given your consent, which you may withdraw at any time using your account setting (my dashboard > settings), or at the bottom of any marketing newsletter you receive. Please note this will not apply to booking confirmation emails or other notification emails that are required for us to perform a contract with you.
• When the processing is necessary to perform a contract with you, like the Terms and Conditions
• Using our legitimate business interests such as improving, personalising, and developing the Workplace Challenge service and promoting the safety and security as described below.
How we use your information
1. Provide and maintain the services
Using the information we collect we are able to deliver the Workplace Challenge Service to you and honour our Terms and Conditions (http://www.workplacechallenge.co.uk/terms) contract with you. For example, we need to use your information to provide you with your Workplace Challenge dashboard, tracking your exercise, for leaderboards and to provide customer support.
2. Improve, personalise and develop the services
We use the information we collect to improve and personalise the Workplace Challenge Service and to develop new ones. For examples, we use the information to troubleshoot and protect against errors; perform data analysis and testing; conduct research and surveys; and develop new features and Services.
3. To enable the licensee to communicate with you
The licensee may use your information when needed to send you Service notifications and respond to you when you contact them. They may also use your information to promote new challenges and features that they think would be of interested to you. You can control this upon sign up (not choosing to opt-in to newsletter), in your account settings (link) or via the “unsubscribe” link in an email.
4. Promote safety and security
We use the information we collect to promote safety and security of the Workplace Challenge service, our users and other parties. For example, we may use the information to authenticate users, respond to a legal request or claim, conduct audits and enforce our terms and policies.
How information is shared
As the Data Processor Workplace Challenge do not share your personal information except in the limited circumstances described below:
1. When you agree or direct us to share
You may direct us to disclose your information to others when you use our leaderboards. For certain information, we provide you with privacy preferences (link). Just remember that if you choose to participate you’re the licensees challenge information like your profile photo, activity statistics is not governed by your privacy preferences and will be visible to all other participants on the licensees Workplace Challenge platform.
You may also authorise us to share your information with others, for example, with a third-party application when you give it access to your account. Remember that the use of your information will then be governed by their privacy policies and terms. You can revoke your consent to share with third-party applications using your account settings (my dashboard > settings).
2. For external processing
Whilst the licensee is the data controller, Workplace Challenge as the data processor and our technology partner have access to the data for the purpose of processing it for the licensee, based on their instructions and in compliance with this policy and any other appropriate confidentiality and security measures. Workplace Challenge and its technology partner provide the licensee with customer support, information technology, data analysis, research and survey services.
3. For legal reasons or to prevent harm
We may preserve or disclose information about you to comply with law, regulation, legal process, or governmental request; to assert legal rights or defend against legal claims; or to prevent, detect, or investigate illegal activity, violations of our terms, or threats to the security of the Workplace Challenge Services or the physical safety of any person.
4. Non-personal information
We may share non-personal information that is aggregated so that it cannot reasonably be used to identify an individual. We may disclose such information publicly and to third parties, for example, in public reports about exercise and activity, or to partners under agreement with us.
Social sharing settings
Within the Workplace Challenge Service there are a number of sharing settings: Screen name, profile visibility, activity visibility. Both Profile visibility and activity visibility have four sharing levels:
You can control what personal and activity data you share and with whom you share it with. We encourage you to adjust the sharing settings to best meet your objectives and sharing comfort level. It should be noted that by default both the profile and activity visibility is set to ‘public’. In order to change this, you can go to the privacy settings (My dashboard > Privacy).
If you reside in the European Economic Area, you have certain rights to the Personal Data that we have collected about you. To exercise your rights to your Personal Data, please contact us through your lead licensee contact or at the address listed below. We will respond to reasonable requests as soon as practicable, and in any event, within the time limits prescribed by law.
You have the following rights:
1. Right of access to your Personal Data (Art. 15 GDPR): You have the right to ask us for confirmation on whether we are processing your Personal Data, and access to the Personal Data and related information on that processing (e.g., the purposes of the processing, or the categories of Personal Data involved).
2. Right to correction (Art. 16 GDPR): You have the right to have your Personal Data corrected, as permitted by law.
3. Right to erasure (Art. 17 GDPR): You have the right to ask us to delete your Personal Data, as permitted by law. This right may be exercised among other things when:
a) your Personal Data is no longer necessary for the purposes for which it was collected or otherwise processed;
b) you withdraw consent on which this is the lawful basis processing is based according and where there is no other legal ground for processing
c) you object to the processing and there are no overriding legitimate grounds for the continuing processing
d) your Personal Data has been unlawfully processed.
4. Right to restriction of processing (Art. 18 GDPR): You have the right to request the limiting of our processing under limited circumstances, including:
a) when the accuracy of your Personal Data is contested;
b) when the processing is unlawful and you oppose the erasure of your Personal Data and request the restriction of the use of your Personal Data instead;
c) when we no longer need your personal data but you need to keep it in order to establish, exercise or defend a legal claim;
d) when you have objected to processing under to Art. 21 (1) GDPR pending the verification whether the legitimate grounds of Workplace Challenge override your grounds.
5. Right to data portability (Art. 20 GDPR): You have the right to receive the Personal Data that you have provided to us, in a structured, commonly used and machine-readable format, and you have the right to transmit that information to another controller, including to have it transmitted directly, where technically feasible.
6. Right to object (Art. 21 GDPR): You have the right to object to our processing of your Personal Data, as permitted by law. Unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or the processing is for the establishment, exercise or defence of legal claims this right is limited to:
a) processing based on Art. 6 (1) (e) or (f) GDPR;
b) processing for direct marketing purposes (including profiling);
c) processing based on legitimate interests or the performance of a task in the public interest/ exercise of official authority
d) processing for purposes of scientific/historical research and statistics
We keep your information for as long as your account is in existence. If you choose to delete your account (My Dashboard > Account > Delete) or the contract with the licensee is not renewed or terminated, then all personal data will be deleted.
Our policy for children
We do not knowingly collect personal data online for any person under the age of 16. If you become aware that a child has provided us with personal data, please contact us through your licensee lead contact (https://www.workplacechallenge.org.uk/YOURCOMPANY/contact). If we become aware that a person under the age of 16 has provided us with personal data we will take steps to remove the data and cancel the account.
We implement appropriate technical and organisational safeguards to protect against unauthorised or unlawful processing of personal data and against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data. However, no method of transmission over the internet, or method of electronic storage, is 100% secure therefore we cannot fully eliminate security risks associated with the storage and transmission of personal data.
Changes to this policy
Who we are and how to contact us
If you have any questions, comments or concerns about how your personal data is handled then you may contact us through your lead licensee contact: https://www.workplacechallenge.org.uk/YOURCOMPANY/contact
or write to us at:
Leicester-Shire & Rutland Sport
Attention: Workplace Challenge Team
3 Oakwood Drive