Security and compliance
The architecture is the compliance argument
A promise not to look at individual data is a policy. What the system stores, and what it lets anyone report, is something a works council, a DPO and an auditor can check. This page says which is which, product by product.
What is in place
- ISO 27001
- Certificate 0202968, held by Workplaced Technologies Ltd, issued via Intertek under UKAS accreditation. Note which entity: a European customer contracts with Workplaced Technologies Europe B.V., registered with the Dutch Chamber of Commerce under KvK 95622462. Tenders ask for certification of the contracting party, so the scope statement and the relationship between the two entities belong in the tender response. Ask and you get both.
- A reporting floor of five
- Workplace profile answers are stored per participant, because Passport gives each person their own profile back. The organisation sees them only in aggregate: every report, filter and cross-cut must contain at least five employees, or the platform withholds it and asks for a broader selection. The floor is applied when a report is generated, and no role in your organisation can lower it.
- Data processing agreement
- A DPA that describes the architecture the product implements, rather than a broader permission the product happens not to use.
- EU hosting
- The platform is hosted in an EU region. Which sub-processors handle data, and where, is in the sub-processor list; changes are notified.
- Access control
- Role-based access. Roles in your organisation see aggregated reports and who has completed the questionnaire; no role in your organisation can open one employee's answers or profile.
- Retention
- Retention periods set per study and stated before collection, which is both the legal requirement and what keeps participation rates up.
What each product holds, and who sees it
Stored is not the same as reported. This is what the platform keeps per product and what each side can see.
| Product | Stored | Your organisation sees | The employee sees |
|---|---|---|---|
| Dynamics | StoredAnswers per participant | Your organisation seesAggregates for groups of at least five, after every filter, and who has completed | The employee seesTheir own Passport |
| Passport | StoredA profile per participant, derived from Dynamics | Your organisation seesAverages only | The employee seesTheir own profile, shared only through a link they choose to share |
| Occupancy, observation | StoredPer space: occupied, people present, activity; no person identifier | Your organisation seesUse and activity per space | The employee seesNot applicable |
| Occupancy, in-app questions | StoredRatings per response, without a name | Your organisation seesAggregates | The employee seesNot applicable |
For sensors, Wi-Fi and Booking, what is stored depends on the system used. Ask for the data model before you decide.
Four documents, after contracting
- The documents
- The ISO 27001 certificate and scope statement, the data processing agreement, the current sub-processor list and the most recent penetration test summary.
- For a DPIA
- For a DPIA, ask for the data model as well: it shows what is stored per participant and what is only ever reported in aggregate.
- Availability
- They are handed over after contracting and under confidentiality rather than published, because a sub-processor list and a pen-test summary are a map for anyone who wants one.
For your works council and your DPIA
Ask for the data model in your DPIA and the claim is checkable before you sign.
Answers are stored per participant and aggregated when a report is generated. Below five employees a group is not reported, whatever filter is applied, and no role in your organisation has a view of one person's answers. Observation studies hold no individual record at all: they record spaces and activities.
There is a briefing note written for exactly this meeting on the trust page, and it is yours to forward without rewriting it.
Questions we get asked
Do you collect personal data?
It depends on the product, and each one says what it stores and what it shows.
Occupancy observation studies record spaces and activities, not people, so no individual record exists. Dynamics stores each participant's answers, because Passport gives that person their own profile back. The organisation sees those answers only in aggregate, at team, department or location level, and every report, filter or cross-cut must contain at least five employees or it is withheld. Administrators see who has completed the profile, not what they answered. Passport is visible to the employee alone unless they choose to share it. Booking shows colleagues where someone has booked a desk, because that is what a reservation is for.
What is processed, on what basis, who may see it and how long it is kept is settled per project before implementation, and written down.
Is Wi-Fi occupancy data anonymous?
We call it aggregated, because that is the accurate word. It produces utilisation per building, floor and zone and is not a tool for observing an individual.
How far that goes depends on the network, the configuration and the contract, so the answer for your building is the one in your agreement, not the one on this page.
What security documentation is available?
For enterprise procurement: Workplaced Technologies Ltd holds ISO 27001 certificate 0202968, via Intertek under UKAS.
The certificate, the sub-processor list, the standard data processing agreement and the penetration test summary are handed over after contracting, under confidentiality. They exist and they are current, but they are not published on the open web. Ask through the contact form.
Who owns the data?
That is settled in the agreement between you, Workplaced and any partner involved, along with access, permitted use and retention. It is a contractual question, and a website is the wrong place to answer it in general terms.
Related
- Measuring without monitoring people
The reasoning behind aggregation-first.
- Privacy
What we collect on this website.
- Data processing agreement
The DPA in full.
Security questionnaire or DPIA?
Questionnaires, DPIAs and tender annexes go straight to the person who owns the documentation. The contact form takes no attachments: say in the message what you have and when it is due, or email the file to the address at the foot of this page.