GDPR

DeskFlex Personal Data Policy

DeskFlex Personal Data Policy

DeskFlex Inc. collects basic personal data from its users and clients through direct contact and web form submissions. We are committed to handling your data in compliance with applicable laws.

By using the DeskFlex service, you acknowledge that you have read and agreed to our Personal Data Policy. Acceptance of this policy is voluntary but necessary to use our services. Without submitting the required personal data, you will be unable to use DeskFlex.

This policy applies to all DeskFlex users, regardless of the device used to access our services. Personal Identifiable Data (PID) collected includes information you submit at the time of contact.

Processing of Personal Data

General Data Protection Regulation (GDPR)

DeskFlex collects and handles the personal data of EU users in compliance with the GDPR and other applicable laws. Effective 25 May 2018, the GDPR helps companies ensure transparency in how personal identifiable data is collected and processed, emphasizing individuals' right to data protection.

Types of Data We Collect

Personal Data (GDPR)

While using our service, we collect personal information that may identify or contact you. This includes:

  • Email address
  • First and last name
  • Phone number
  • Office address, state, province, ZIP/postal code, city, approximate and precise location data

Information Collected While Using the Application

When using our service via a mobile device, we may request access to the above-mentioned personal information. This information is collected solely to provide, improve, and customize our services. It is retained on our servers for a specific period. We ask for access permission at the commencement of service.

The mobile application accesses your device's approximate and precise location to provide proximity-based reservation and check-in features.

With your permission, the application may access your location in the background, including when the application is closed or not actively in use. This location access is used to determine when you are near a configured workplace or building and to provide relevant notifications. Specifically:

  • If you are near a configured building and do not have a reservation for the current day, the application may send you a notification prompting you to make a reservation.
  • If you are near a configured building and already have a reservation for the current day, the application may send you a notification informing you that you are near the building and prompting you to check in to your reservation.

The application uses your device's current location only to determine your proximity to configured building locations. Your device's latitude and longitude are not stored on our servers, and we do not maintain or store a history of your location. Only the latitude and longitude of configured workplace or building locations are stored by our service. Location data is used solely for the proximity-based reservation and check-in functionality described above and is not used to track or maintain a history of your movements.

You can control location permissions at any time through your mobile device settings. If you disable location access or background location access, proximity-based reservation and check-in notifications may not function while the application is closed or not in use.

Tracking Technologies and Cookies

We use cookies and similar tracking technologies to monitor activity on our service and store certain information. Technologies used include beacons, tags, and scripts to collect and track data for improving and analyzing our service. These may include:

  • Cookies or Browser Cookies: Small files placed on your device. You can instruct your browser to refuse cookies or indicate when a cookie is being sent. However, refusing cookies may limit some functionalities of our service.
  • Flash Cookies: Used to collect and store information about your preferences or activities on our service. Browser settings do not manage these.
  • Persistent and Session Cookies: Persistent cookies remain on your computer or mobile device when offline, while session cookies are deleted once you close your web browser.

Purpose of Processing

DeskFlex may use personal data for the following purposes:

  • To provide, maintain, and improve our service: Monitoring usage, pages, date, time, and location.
  • To manage your account: Maintaining and managing service subscriptions and providing access to premium features.
  • For contract performance: Using personal information in the process of development, compliance, and service delivery.
  • To contact you: Using your email and phone number for communication, notifications, and updates.
  • To provide updates: Informing you about service policies, news, special offers, and support.
  • To manage service requests: Using personal information to provide support for registered users.
  • For business transfers: Transferring personal data in case of mergers, sales, or acquisitions.
  • To provide proximity-based reservations and check-in: Using device location to notify you about nearby configured buildings
  • For other purposes: Analyzing customer choices and trends to improve service standards.

Disclosure of Personal Data

We may disclose your personal information in the following circumstances:

  • With Service Providers: Sharing information with third-party services according to service contracts.
  • For business transfers: Sharing information during mergers, sales, or acquisitions.
  • With Affiliates: Sharing information with affiliated partners, subsidiaries, or joint ventures under policy terms.
  • With business partners: Sharing information to provide certain services or features.
  • With your consent: Disclosing information for any purpose with your consent.

Retention of Personal Data

DeskFlex retains data collected with user permission as long as the user has an active account. Upon account termination, we delete all related personal information within a specified period, retaining only necessary data for legal obligations and dispute resolution.

Your Rights as a Data Subject

As a data subject, you have the following rights:

  • The right to be informed: We must inform you how we will use your personal data through our privacy policy and disclose how your data will be used each time we collect it.
  • The right of access: You have the right to access your data that we hold. This is called a subject access request. We must respond to your request within one month. To request access to your data, please email privacy@deskflex.com. It is beneficial if you tell us what of your personal data you are seeking.
  • The right to rectification: If you think the data we hold on you is incorrect, let us know so we can update it. You can do this by using any contact method provided at the end of this Personal Data Policy.
  • The right to erasure: You have the right to request that we delete your data. We will do so, provided that we do not have a compelling reason for keeping it. To request this, please email privacy@deskflex.com.
  • The right to restrict processing: You can change your communication preferences (therefore restricting how we communicate with you) by using any contact method provided at the end of this Personal Data Policy. There are also certain other circumstances in which you can suppress the processing of your personal data. To request this, please email privacy@deskflex.com.
  • The right to data portability: You can obtain and reuse your personal data for your purposes across different services. To request this, please email privacy@deskflex.com.
  • The right to object: DeskFlex does not use personal data for direct marketing and automated decision-making.

At DeskFlex, we are committed to upholding your rights as a data subject. To exercise these rights, contact us at privacy@deskflex.com.

Transfer of Personal Data

User personal information is stored in the EU region and is not transferred outside the EU.

Security of Personal Data

DeskFlex respects the privacy of user information, using industry-standard efforts like firewalls and SSL to safeguard data. While we strive to protect data, internet transmission is inherently insecure, and we cannot guarantee absolute security.

Data Security and External Processors

DeskFlex ensures appropriate technical and organizational measures to protect personal data against unlawful processing, loss, or damage. We also ensure external processors comply with this policy and relevant legislation.

Data Breach

We have a process for reporting data breaches within 72 hours to the relevant authority or client.

Reseller

Tillerstack GmbH is our EU reseller, compliant with this policy and relevant legislation.

Amendments to Our Policy

Our privacy policy may change or be updated when necessary. Changes will be communicated to active users via the provided contact information. For the latest policy, visit our website.

Contact Us

For questions regarding our Personal Data Policy, contact us at privacy@deskflex.com.