Iris ("Iris," "us," "we," or "our") cares about your privacy and is committed to protecting your personal information with fair information practices and applicable data protection laws.

This Privacy Statement describes the types of information we collect from you when you use the app WeWork, and how we process, transfer and store the information collected, as well as how you can exercise your rights.

1. Who processes your personal data?

The Controller of your personal data is the Iris Group entity that initially collected your data. If you have any questions about who is the Controller of your data or have any other questions about your data, please contact our HR Department at payroll@iris.be

2. Personal data we collect, purposes and legal grounds

The purpose of the app WeWork is to track time/work hours within jobs and projects.

To use the WeWork app for the first time, you must enter your phone number so that we can send you a unique code that allows you to access the app.

Each time you use the app WeWork, we may automatically collect specific information about your device, such as your unique device identifier, your mobile operating system, the type of mobile device you use, your mobile device's unique ID, and information about your mobile network. We may use this information to compile anonymous statistics for our legitimate interest to analyze the use of the app WeWork, and improve the app.

Users who are not employees of the Iris Group

Users of our app who are not Iris Group employees can use the app to track time spent on their projects.

In that case, we only process your phone number to identify you as a user who is not an employee of the Iris Group, and to send a unique access code to your mobile device.

In addition, with your consent, we may obtain information about your physical location when you use the WeWork app. You can stop sharing your location information by adjusting the relevant settings on your mobile device. 

 Employees of the Iris Group

By entering your phone number, you will be identified as an Iris Group employee and receive a unique code on your mobile device, which will allow you to access the app for timekeeping purposes.

For the purpose of timekeeping, we process the following data:

• Location data: with your permission, we obtain information about your physical location when you use the app WeWork. This data is used to validate the presence of our employees on our client's premises. You can stop the sharing of your location data by adjusting the relevant settings on your mobile device, but in this way you will not be able to use the time tracking function of the app.
• Time recording data: when you open your work schedule (planning) in the app WeWork, your time is automatically recorded when you check in and out. The collection of this personal information is based on the performance of our contract with our employees.

For the purpose of payroll for our own employees, we may also collect the following:

• Images: with your permission, the WeWork app accesses the camera to upload materials such as images and/or photographs, footage and/or documents (such as doctor's bills) related to absences due to illness, work accidents, etc.
• Vacation time information: vacation time requests and approvals can also be processed through the WeWork app

We may send push notifications to your mobile device to remind you of your timekeeping obligations. If you do not wish to receive push notifications, you must change the settings on your device.

3. Recipients of your personal data

• At Iris: business functions that require access to Iris Group employee data, to fulfill our contractual and legal obligations (i.e. HR, accounting, business operations, legal) or for our legitimate interests (i.e. IT). We may also transfer information to and share it with other Iris Group entities.
• Third parties: we may use third parties to provide services or perform functions on our behalf (data processors), such as payroll processing companies and IT service providers. We may provide personal data to these third parties to perform these services and functions. Any processing of that personal data is done on our behalf and the use of your personal data is limited (legally and contractually, i.e. data processing agreements) to the purposes specified in this privacy statement.
• As required by law: we may also make personal information available to public or judicial authorities, law enforcement officials and agencies. Where permitted by law, we may also disclose personal information to third parties (including legal counsel) when necessary to establish, pursue or defend legal claims, or otherwise enforce our rights, protect our property or the rights, property or safety of others, or as necessary to support audit and compliance functions.
• Mergers and acquisitions: personal information may be transferred to a party that acquires all or part of the assets or assets of Iris or its business operations in the event of a sale, merger, liquidation, dissolution or otherwise.
• For users who are not employees of the Iris Group, the phone number is only used to determine whether or not they are employees.

4. Storage and retention of data

Your personal data will be retained until the processing of your personal data is no longer necessary for its intended purpose.

Local storage in the app WeWork is limited to your first name and last name (which are stored until your account is deleted) and for Iris employees to their work schedule, which is stored for the next 10 working days.

The personal information we collect from you through the WeWork app is sent to and stored in our Cloud servers, which are located in Europe. We retain this information for as long as we have an ongoing relationship with you and for as long as we have a legal obligation to retain payroll data once you have left Iris as an employee.

No personal data is stored of visitors who are not employees.

5. Your Rights

Under data protection laws, you have the following rights:

• Right of inspection: You have the right to ask us for copies of your personal information.
• Right to rectification: You have the right to ask us to correct personal information that you believe is incorrect. You also have the right to ask us to complete information that you believe is incomplete.
• Right to erasure of personal data: You have the right to ask us to delete your personal data in certain circumstances.
• Right to restrict processing: You have the right to ask us to restrict the processing of your personal data in certain circumstances.
• Right to object to processing: You have the right to object to the processing of your personal data in certain circumstances.
• Right to data portability: You have the right to request that we transfer the personal data you have given us to another organization or to yourself in certain circumstances.
• Right to withdraw consent: where we rely on consent to process your personal data, you have the right to withdraw your consent. However, this does not affect the lawfulness of the processing that took place before you withdrew your consent.

We respect these rights and have processes in place to recognize and respond to individuals who wish to exercise these rights. Iris Group employees could request to exercise these rights through their local HR contact or through payroll@iris.be

Users who are not employees of the Iris Group can exercise their rights through: gdpr@iris.be

You also have the right to lodge a complaint with the competent supervisory authorities if you consider that the processing of your personal data is in breach of the requirements of the General Data Protection Regulation. The Belgian supervisory authority can be contacted at contact@apd-gba.be

6. Security

 

We are committed to protecting your personal data from loss, misuse, disclosure, alteration, unavailability, unauthorized access and destruction by taking appropriate organizational and technical measures.

To protect your personal data, we take various security measures, including secure connections, firewalls, authentication tools, as well as physical security of the locations where personal data is stored.

In addition, all Iris employees and third parties engaged by Iris to process your personal information are required to respect and safeguard the confidentiality of your information.

If, despite all precautions taken, you should find a breach of our security, please notify us as soon as possible at gdpr@iris.be

7. Automated decision-making

Your personal data is not subject to automated decision-making or profiling.

8. International transfer

Your personal data will not be transferred outside the European Economic Area (EEA).

9. Contact information

Within Iris, the HR department is the point of contact for questions regarding the protection of personal data of Iris Group employees through: payroll@iris.be

Users who are not employees of the Iris Group should direct questions or comments to: gdpr@iris.be

Iris will investigate and attempt to resolve any request or complaint regarding the use or disclosure of your personal information.

If you are not satisfied with our response, you also have the right to contact the data protection authority as mentioned above.