Effective: November 22, 2022
To see previous versions, click here.
Privacy Policy
Effective: November 22, 2022
To see previous versions, click here.
OfficeRnD, Ltd., registration Number 9450871 with registered address at 69 Church Way North Shields NE29 0AE, United Kingdom (“OfficeRnD”, “we”, “us” and/or “our”) has developed this Privacy Policy to describe how we collect, use and otherwise process information about you, that directly identifies you, or that makes you identifiable (“Personal Data”) in connection with our website https://www.officernd.com (the “Site”), our Software as a Service Workplace Management Platforms (“SaaS Platforms”), our mobile application (“Mobile Application”) or related services provided (together the “Services”) and what choices you have with respect to your Personal Data. This Privacy Policy also describes our role and practices in connection with Personal Data we may host and process on behalf of our SaaS Clients.
This Privacy Policy (“Privacy Policy”) and any other documents referred to therein, sets out the basis on which any Personal Data we collect from you, or that you provide to us, will be processed by us. By visiting any Services, you are accepting and consenting to the practices described in this Privacy Policy.
OfficeRnD Flex and OfficeRnD Hybrid are online Workplace Management Platforms provided as a service by OfficeRnD.
As a Subscriber or user of our Services, your privacy remains under your control. We want you to have the information you need to make your own decisions regarding your privacy in the context of your interaction with OfficeRnD Services.
This Privacy Policy applies to the Personal Data that we obtain through your use of “OfficeRnD Services” via a “Device” or when you otherwise interact with OfficeRnD.
A “Device” is any medium used to access the OfficeRnD Services, including without limitation a desktop, laptop, mobile phone, tablet, IoT, or another consumer electronic device.
“OfficeRnD Services” include our:
Third-Party Products. These are third-party products or services that you may choose to integrate with OfficeRnD Services. You should always review the policies of third-party products and services to make sure you are comfortable with the ways in which they collect and use your information.
This Privacy Policy does not govern the process of collecting and processing Personal Data from job applicants and employees. Such Personal Data is collected and processed under the provisions of specific privacy policies.
“OfficeRnD Group”: OfficeRnD Ltd, OfficeRnD Inc., OfficeRnD EOOD, as a whole, defined as the OfficeRnD Group.
“Subscriber”: means the company, organization, employer, principal, or other legal entity named in each Order Form and for whom OfficeRnD provides the Services pursuant to our Terms and Conditions.
“User”: means an individual who has completed the user registration process and created a user account at the Websites. This includes any individual that OfficeRnD creates a user account for at Subscriber’s direction and any individual invited by Subscriber to become a user.
“Content”: any information or data that you upload, submit, post, create, transmit, store, or display in an OfficeRnD Service.
“Information”: all the different forms of data, content, and information collected by us as described in this Privacy Policy.
“Personal Data”: means any information relating to an identified or identifiable living individual, such as: name, address, email address, or phone number.
Personal Data does not include information that has been anonymized such that it does not allow for the ready identification of specific individuals.
“SaaS Platforms”: OfficeRnD Flex and OfficeRnD Hybrid.
“Websites”: This Privacy Policy covers the information practices of OfficeRnD sites that link to it, including but not limited to officernd.com ; *.officernd.com, *.flexword.io, and any related websites, sub-domains, and pages.
The terms “controller”, “data subject”, “Member State”, “personal data”, “personal data breach”, “processor”, “sub processor”, “processing”, and “supervisory authority” shall have the meanings ascribed to them in the UK Data Protection Act 2018, and their cognate terms shall be construed accordingly.
Our Services Subscriber is the controller of the Subscriber’s and their Users Personal Data and OfficeRnD is the processor of such data where such data is processed to provide the Services under our Terms and Conditions.
The Subscriber is responsible for its compliance obligations under Data Protection Laws, including but not limited to, providing any required notices, and obtaining any required consents to enable OfficeRnD to process the Subscriber and their Users Personal Data.
OfficeRnD is the data controller for the Personal Data we collect from our marketing websites (https://www.officernd.com and https://flexworld.io/), the Personal Data we collect from job applicants and employees and the Personal Data we collect for analytics and Services enhancement purposes.
When you use our Services, we collect the Personal Data that you give us when using the Services. This includes:
In certain cases, another user (such as a company/workspace administrator) may create an account on your behalf and may provide your information, including Personal Data (most commonly when your company requests that you use our Services). Additionally, the company/workspace administrator can request from you to enter different categories of Personal Data in custom fields they create within our Services. It is the company administrator’s responsibility to configure the privacy settings of the fields containing such information. In such cases we collect Information under the direction of our Subscribers and often have no direct relationship with the individuals whose personal data we process.
If you are an employee or visitor of one of our Subscribers, you should always review the policies of our Subscribers to make sure you are comfortable with the ways in which they collect and use your Personal Data.
If you are providing information (including Personal Data) about someone else, for example a visitor, you must have the authority to act for them and to consent to the collection and use of their Personal Data as described in this Privacy Policy.
When you use the Services, we collect information about which features you use and how you use them and information about the Device that you use to access the Services. Such information is Personal Data under certain privacy laws. OfficeRnD collects the following information:
Information from third-party services: We also obtain information from third parties and combine that with Information we collect through OfficeRnD Services.
For example, we may have access to certain information from a third-party social media or authentication service if you log into OfficeRnD Services through the service or otherwise provide us with access to information from the service. Any access that we may have to such Information from a third-party social or authentication service is in accordance with the authorization procedures determined by that service.
By authorizing us to connect with a third-party service, you authorize us to access and store your name, email address(es), phone number(s), current city, profile picture URL, and other information that the third-party service makes available to us, and to use and disclose it in accordance with this Privacy Policy.
You should check your privacy settings on these third-party services to understand and change the information sent to us through these services.
We use cookies on our Sites to distinguish you from other users of our Sites. This helps us to provide you with a good experience when you browse our Sites and allows us to improve the Sites. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the websites.
We use persistent cookies and session cookies on our Sites. We use persistent cookies to save your login information for future logins to the Sites. We use session cookies to enable certain features of the Sites, to better understand how you interact with the Sites and to monitor aggregate usage by users and web traffic routing on the Sites. Unlike persistent cookies, session cookies are deleted from your computer when you log off from the Sites and then close your browser.
Our Services use the following categories of cookies:
You can control and manage cookies using the Privacy Preference. Most browsers allow viewing, managing, deleting, or blocking cookies. Please be aware that if you delete or block cookies directly in your browser then some of your preferences can be lost, as well as some functionality may no longer be available, including the ability to opt-out and manage cookies via the Privacy Preference as this function itself uses cookies for keeping your preferences.
Detailed guidelines on how to control cookies for common browsers can be found at the links below:
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all Websites visit http://tools.google.com/dlpage/gaoptout.
OfficeRnD does not require special categories of Personal Data, as defined by the UK Data Protection Act 2018, GDPR and other applicable legislation, to provide the Services.
We use information held about you in the following ways:
Information you give to us. We will use this information:
Information we collect about you. We will use this information:
Information we receive from other sources. We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).
We may share your Personal Data with any member of OfficeRnD Group, which means our subsidiaries, our ultimate holding company, and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
We will not share or disclose any of your Personal Data or Content with third parties except as described in this policy. We do not sell your Personal Data or Content.
OfficeRnD may also share Personal Data collected through the Services as follows:
You can see a list of our sub-processors here.
The personal data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA“). It may also be processed by staff operating outside the EEA who work for us or for one of our Service Providers or Vendors. Such staff may be engaged in, among other things, the fulfillment of your order, the processing of your payment details or the provision of support services. By submitting your Personal Data, you agree to this transfer, storing or processing outside of the EEA. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.
When OfficeRnD engages in such transfers of Personal Data, it relies on:
Adequacy Decisions, as adopted by:
or
Standard Contractual Clauses as issued by:
Data Transfer Impact Assessment (DTIA) is completed by our Security and Compliance Team for any case of transfer of Personal Data outside the EEA.
OfficeRnD hosts data on Amazon Web Services (AWS) in their Ireland and Singapore data centers. The servers on which Personal Data is stored are kept in a controlled environment. All data is encrypted in transit and in rest using industry standard encryption protocols. While we take best efforts to guard your Personal Data, no security system is impenetrable and due to the inherent nature of the Internet as an open global communication lane, we cannot guarantee that information, during transmission through the Internet or while stored on our systems or otherwise in our care, will be safe. In addition, we cannot guarantee that any accidentally collected Personal Data you choose to store in our SaaS Platforms are maintained at levels of protection to meet specific needs or obligations you may have relating to that information. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access. Among other practices, your account is protected by a password for your privacy and security. You must prevent unauthorized access to your account and Personal Data by selecting and protecting your password appropriately and limiting access to your Device.
We may suspend your use of all or part of the Services without notice if we suspect or detect any breach of security. If you believe that information you provided to us is no longer secure, please notify us immediately at [email protected].
We keep and process your Personal Data only as long as we need it for legitimate business purposes and as permitted by applicable law. In practice, this means that we delete information in your account to which we have access no later than 60 days of Service termination unless we must keep it to comply with applicable law or because an issue, claim or dispute is not yet resolved.
Personal data is stored in our backups as well. Those backups are maintained for security and disaster recovery purposes, but the Personal Data stored within them is not actively processed. That data is automatically disposed of no later than 150 days of Service termination.
We would like to inform our Subscribers and their Users about the legal basis for our collection and processing of their personal data. Our legal basis depends on the context in which the Personal Data is collected and processed.
For Personal Data for which we are the data controller and for which applicable law grants you data protection rights, please contact our Data Protection Officer at p[email protected] or [email protected]. OfficeRnD would like to make sure you are fully aware of all your data protection rights. Depending upon the applicable data protection law, you may be entitled to the following rights with respect to your Personal Data:
You may opt-out of receiving communications from OfficeRnD by using the unsubscribe link within each email or within your OfficeRnD Services account settings menu or emailing us to have your contact information removed from our promotional email list or registration database. Although opt-out requests are usually processed immediately, please allow ten (10) business days for a removal request to be processed. Even after you opt-out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding OfficeRnD’s Services. You can opt out of some notification messages in your account settings.
If OfficeRnD Services Subscribers want to deactivate their OfficeRnD Services accounts they need to contact our Support/Customer success team. OfficeRnD Users that want to deactivate their OfficeRnD Services account need to contact their employer or workspace administrator.
We will retain your account information for as long as your account is active, or as reasonably useful for commercial purposes, or as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. If your account is managed by an administrator, that account administrator may have control regarding how your account information is retained and deleted.
If at any time you believe that OfficeRnD has not adhered to this Privacy Policy, please contact us at [email protected]. To the best of our abilities, we will try to remediate the problem.
If you are in the European Economic Area or United Kingdom and wish to report a complaint or if you feel that OfficeRnD has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.
If you are located in the state of California and wish to report a complaint or if you feel that OfficeRnD has not addressed your concern in a satisfactory manner, you may contact the California’s Office of the Attorney General at https://oag.ca.gov/contact/consumer-complaint-against-business-or-company.
If you are located in the state of Australia and wish to report a complaint or if you feel that OfficeRnD has not addressed your concern in a satisfactory manner, you may contact the Office of the Australian Information Commissioner at https://www.oaic.gov.au/privacy/privacy-complaints
Our Services are not intended for and shall not be used by anyone under the age of 18. If we learn that we have received any information directly from a child, we will use that information only to respond directly to that child (or his or her parent or legal guardian) to inform the child that he or she cannot use the Services.
Our Services are not intended for and shall not be used by anyone under the age of 18. If we learn that we have received any information directly from a child, we will use that information only to respond directly to that child (or his or her parent or legal guardian) to inform the child that he or she cannot use the Services.
We may change this Privacy Policy if the applicable legislation changes if our practices change or in case of other conditions that might necessitate a change. If we make any changes, we will notify you by revising the “Effective Starting” date at the top of this Privacy Policy. You can subscribe to receive notification for all changes we make in our Privacy Policy, Cookie Policy or our Sub-processors list.
If we make any material changes, we will provide you with additional notice (such as by adding a notice on the OfficeRnD Services homepages, by notification within our Services, or by sending you an email notification).
We encourage you to review our Privacy Policy whenever you use OfficeRnD Services to stay informed about our information practices and the ways you can help protect your privacy.
If you disagree with any changes to this Privacy Policy, you will need to stop using OfficeRnD Services and deactivate your account(s), as outlined below.
If you have any questions regarding the Privacy Policy changes you can contact us as outlined in the “Contact Us” section of this policy.
Questions, comments, and requests regarding this Privacy Policy are welcomed.
Our registered address is 69 Church Way, NE29 0AE, North Shields, England.
You can also contact our Data Protection Officer at [email protected] or [email protected].