GDPR

Buddy Punch has taken measures to comply with the European Union General Data Protection Regulations (GDPR) in relation to personal data. These measures include updating our Terms of ServicePrivacy Policy and internal processes.  We’ve also created the following FAQ’s to help our customers stay informed about the GDPR and the changes Buddy Punch has made.

If you are a customer, we ask that you read the updated Terms of Service and Privacy Policy and familiarize yourself with the content of the FAQ’s.

FAQs

What is personal data?
Any information related to a natural person (individual) that can be used to directly or indirectly identify the person. It can be anything from a name, a photo, an email address, bank details, posts on social networking websites, medical information, or a computer IP address.

Who does it affect?
The GDPR applies to any organization that processes personal data of EU individuals, regardless of whether the organization has a physical presence in the EU. For Buddy Punch customers, that’s any organization with one or more employees in the EU.

What are the main rights of Data Subjects?
Anonymization/pseudonymization: Personal data should be anonymized when possible. To ensure an anonymization/pseudonymization, all information that can identify an individual should be encrypted or removed when possible.

Right to be forgotten: Entitles individuals to have the data controller delete their personal data, cease further dissemination of the data, and potentially have third parties halt processing of the data. The conditions for deletion include the data no longer being relevant to original purposes for processing, or an individual withdrawing consent.

Right of access: Entitles individuals to obtain from the data controller confirmation as to whether or not personal data concerning them is being processed, where and for what purpose. Furthermore, the controller shall provide a copy of the personal data, free of charge, in an electronic format.

Data portability: Individuals have the right to obtain and reuse their personal data for their own purposes across different services. On request, data controllers must give individuals their data in an easy to read format or pass it directly to the new provider.

Data breach notifications: Data breaches that may pose a risk to individuals must be notified to the relevant Data Protection Agency (DPA) within 72 hours and to affected individuals without undue delay.

Privacy by design: Under GDPR, it is a legal requirement to design products and services with data protection measures in mind.  Privacy settings must also be set at a high level by default, and personal data is not processed unless necessary for specific purposes.

What is the difference between a data processor and a data controller? How do I know what my business is?
A “Data Controller” is an organization that collects personal data from EU residents.  A “Data Processor” is an organization that processes EU resident personal data on behalf of a data controller.

In the case of Buddy Punch, our customers are “data controllers” as they collect information from their employees (name, contact details, email, tasks, journals).  Because we hold and process this data in the Buddy Punch Application under instruction, we (Buddy Punch) are the “data processor”.

Where is my personal data stored?
All personal data collected from EU residents is stored in the United States of America.

As an employee, how do I request that Buddy Punch delete my data?
Because your data is held by both Buddy Punch (your Buddy Punch account) and your current or previous employer (your company employee account), the process to delete your data in Buddy Punch requires assistance from your administrator of your Buddy Punch account.

Delete your employee account
To delete the information your current or previous employer holds about you, you need to send a request directly to this employer asking them to delete your employee account. They can then delete your employee account in Buddy Punch.

If you have worked for multiple employers, you will need to contact each employer individually.

As an employer, how do I delete an employee account?
In Buddy Punch go to the Employee’s tab, and then click on “View” next to the employee’s name.  Click on the “More Actions” button, and then select “Delete.”  You will get a confirmation to delete, prior to it occurring.

Who can delete an employee account?
Only Administrators can delete accounts.

When I delete an account, how much data is deleted?
All data associated with that account. Including contact details, previous timesheets, shifts, tasks, journals, employment terms.

Can I recover a deleted account?
No, once an account is deleted it cannot be recovered.

Further questions and information sources
For extensive information about the GDPR please visit https://www.eugdpr.org/eugdpr.org.html