Here we explain in detail what personal data we collect from you, for what purposes we use it, what technical data is collected automatically when you use Workpin, and how we communicate with you.

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2.1 Sources of personal data. We obtain your personal data from the following categories of sources:

• Directly from you. For example, if you submit your personal data when you register your user account or contact us;

• Directly or indirectly through your activity on Workpin. When you use Workpin, we automatically collect technical information about your use of Workpin; and

• From third parties. We may receive information about you from third parties to whom you have previously provided your personal data, if those third parties have a legal basis for disclosing your personal data to us (for example, for payment processing purposes).

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2.1.1 If you use Google Account OAuth to authorise your access to Workpin, we collect the following personal information from your Google account:

• Full name

• Avatar

• Email address

 

2.1.2​ We may ask for access to your Google or Microsoft calendar during the account creation process. This access allows us to create, update or delete calendar entries representing bookings made through Workpin.

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2.2 Collection of personal data. We comply with data minimisation principles. This means that we collect only a minimal amount of personal data that is necessary for your use of Workpin. We use your personal data for limited, specified and legitimate purposes explicitly mentioned in this Privacy Policy. For example, we use it only for the purposes of providing you with access to Workpin, maintaining and improving Workpin, replying to your enquiries, and pursuing our legitimate interests. We do not repurpose your personal data. This means that we do not use it for any purposes that are different from the purposes for which your personal data was provided. Below, you can find an overview of the types of personal data that we collect, the purposes for which we use it, and the legal bases on which we rely when processing it.

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• Your account. When you sign up, we collect your email address, name, personal statement, image, occupation, interests, location, and personal statement. We use the said information to register and maintain your user account, enable you to Workpin, provide you with the requested services, provide location-specific services and features, contact you, if necessary, and maintain our business records. The legal bases on which we rely are ‘performing a contract with you’ and ’pursuing our legitimate interests’ (i.e., operate, analyse, grow, and administer Workpin). If you enable your precise location data, we rely on ‘your consent’ as a legal basis. We will store this data until you delete your user account.

• Orders. When you mare an order for our services and goods, we use your account information (as specified above), your order number and use number. We also create a pseudonymous record that contains the location you provided to us as your starting point, your preferred mode of transport, the weather, the time of day, the intended purpose of the meeting (from a predefined list of potential reasons) and your job title. We use the said information to manage and fulfil your order, send you transactional receipts, contact you, if necessary, analyse our business, and maintain our business records. The legal bases on which we rely are ‘performing a contract with you’ and ’pursuing our legitimate interests’ (i.e., administer and analyse Workpin). We will store this data for as long as required by the applicable law or you delete your user account, whichever later.

• Payments. When you make a payment or request a payout, our third-party payment processor Revolut collects your personal data, such as name, billing and delivery addresses, and payment details (e.g., credit card details). We do not have access to your full payment data; only a part of your personal data is made available to us by the payment processor. Your payment data is used to process payments and maintain our accountancy records. The legal bases on which we rely are ‘performing our contractual obligations’ and ‘pursuing our legitimate interests’ (i.e., to administer our business). We store such data for the time period prescribed by law.

• Enquiries. When you contact us by email, we collect your first name, last name, email address, and any information that you decide to include in your message. When you contact us by using the contact form available on Workpin, we collect your name, email address, phone number, and any information that you decide to include in your message. We use such data to respond to your enquiries and provide you with the requested information. The legal bases on which we rely are ‘pursuing our legitimate interests’ (i.e., to grow and promote Workpin) and ‘your consent’ (for optional personal data). We will store this data until you stop communicating with us.

• Location and cookies. When you browse Workpin, we or our third-party analytics service provider (as explained below) collect your location and cookie-related data. We use such information to analyse the technical aspects of your use of Workpin, prevent fraud and abuse, and ensure the security of Workpin. For more information on our use of cookies, please refer to our Cookie Policy. The legal bases on which we rely are ‘pursuing our legitimate interests’ (i.e., analyse our content and protect Workpin) and ‘your consent’. We will store this data as long as analytics records are necessary for our activities or you withdraw your consent.

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2.2 Sensitive data. We do not collect or use any special categories of personal data (“sensitive data”) from you, unless you decide, at your own discretion, to provide such data to us. Sensitive data refers to your health, religious and political beliefs, racial origins, membership of a professional or trade association, or sexual orientation.

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2.3 Refusal to provide personal data. If you refuse to provide us with your personal data when we ask for it, we may not be able to perform the requested operation and you may not be able to use the full functionality of Workpin, receive the requested information, or get our response. Please contact us immediately if you think that any personal data that we collect is excessive or not necessary for the intended purpose.

2.4 Collection of analytics data. When you browse Workpin, we collect or have access to certain technical analytics data collected from you. Such data includes the following information:

• Your activity on Workpin (time of visit, pages visited, products viewed, time spent on each page, clicks, scroll depth, interaction with widgets);

• URL addresses from which you access Workpin;

• Your browser type and version;

• Your operating system;

• Your device details;

• Information about your orders; and

• Your other online behaviour.

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2.5 Purposes of analytics data. We use your analytics data to analyse what kind of users access and use Workpin, measure your engagement with Workpin, see which products are interesting to you, improve our content, develop new products and services, and investigate and prevent security issues and abuse. In most cases, such analytics data is non-personal and it does not allow us to identify you as a natural person. However, some of such data like your IP address may be considered personal data and we will make sure that we have the necessary legal basis for processing such data. When we process your analytics data that is personal data, we rely on the ‘legitimate interest’ (i.e., to analyse and improve Workpin) and ‘your consent’ bases.

 

2.6 Your feedback. If you contact us, we may keep records of any questions, complaints, recommendations, or compliments made by you and the response. Where possible, we will de-identify your personal data (i.e., we will remove all personal data that is not necessary for keeping such records).

 

2.7 Aggregated and de-identified data. In case your non-personal data is combined with certain elements of your personal data in a way that allows us to identify you, we will handle such aggregated data as personal data. If your personal data is aggregated or de-identified in a way that it can no longer be associated with an identified or identifiable natural person, it will not be considered personal data and we may use it for any legitimate purpose.

 

2.8 Newsletters. If you opt-in for our newsletter, subscribe to our newsletter, or conclude a contract with us, we will inform you about our new products, features of Workpin, and special offers. The legal bases on which we rely is ‘your consent’ (if you opt-in) and ‘pursuing our legitimate business interests’ (i.e., promote Workpin). You can opt-out from receiving our commercial communication at any time free of charge by clicking on the “unsubscribe” link included in our newsletters or by contacting us directly.

 

2.9 Transactional notices. If we have your email address and it is necessary to do so, we may send you important informational messages, such as order updates, payment receipts, invoices, shipping information, and other technical or administrative emails. Please note that such messages are sent on an “if-needed” basis and they do not fall within the scope of commercial communication that may require your prior consent. You cannot opt-out from service-related notices.

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2.10 Use of Google or Microsoft account data. When authorised with a Google Account or a Microsoft Account, we use your Full Name and Avatar to populate your user profile. We use your email address to send confirmations of bookings, updates or cancellations. If you provide us with access to your Google Calendar or Office 365 Calendar, we will create calendar entries for any bookings made through Workpin. If you edit or cancel those bookings, we will amend or remove the calendar entries. We do not access any other entries in your calendar.

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2.11 Storage of Google or Microsoft account data. Your First Name, Avatar and Email Address are stored in our encrypted storage. Credentials required to access your calendar are securely stored by our technology provider Auth0. See section 4 of this policy for details of our storage technology and technology providers.