Regarding Swiss dashwork - Hybrid Working Solution
for the Swiss Federal
Administration,
hosted in “Atlantica-Cloud”
dashwork is a product of dashcom ltd, a Swiss based company. dashwork is a solution that enables “Owner” as well as their respective Representatives of coworking spaces, corporates, business centers or similar locations to managing the use of their resources, named further the “Service”. “Users” or “End Users” are the consumers using the Service provided by dashcom and the resources provided by the Owner. For simplicity, all object types (meeting rooms, workspaces, parking spaces, lockers, etc.) are summarized under the term “resource”, for free or for a predefined fee. Individual “Users” are given the opportunity to book and use a resource using the dashwork App. The process of booking a resource can be done automatically by detection of a smartphone, a laptop or manually by reserving a resource.
dashwork brings together multiple location-based services capabilities allowing the Owner to optimize the use of their resources or make a business pay, and the User to enhance location-based Services (for example, the User receives a notification in case of a ghost meeting booking, enabling the User to either confirm the booking or free the meeting room).
dashwork is an application to manage resources and auxiliary services and facilitates the relationship between User and Owner. The dashwork application provides the User with the geographic location, the real-time availabilities, the commodities, the prices, the conditions, and other information received from the Owner.
Data is stored on virtual servers, in a public cloud, hosted on Owner’s premise (Atlantica Cloud). Personalized data is hosted on virtual servers operated by the Owner in Switzerland. As the Owner has access to the User’s personalized data (“on premise” Installation), it is the Owner’s responsibility to take all necessary actions to ensure compliance with the Swiss regulation and duly inform the User in writing.
dashwork app may collect, use, store and transfer different kinds of personal and/or other related data about the User or the User’s company (hereinafter together referred to as the: “data”). Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed and by which dashcom or the owner are not able to identify specific individual (anonymous data).
In order to maximize User experience, dashwork app also collects, processes and uses Aggregated Data which may be derived from User personal data but is, according to the law, not considered to be personal data as it does not directly or indirectly reveal your identity. For example, dashwork app may aggregate User Data to understand resources usage during a specific timeframe. However, if the owner combines or connects Aggregated Data with User personal data so that it can directly or indirectly identify the User, the owner treats the combined data as personal data which is then used in accordance with this privacy policy.
dashwork app does not collect or otherwise process any so-called “special categories of personal data”, which according to the include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. Nor does dashwork collect any information about criminal convictions and offences.
The purpose of this privacy policy is to provide User and Owner with information on which, why and how dashwork app collects and processes User personal data, including but not limited to any data User and Owner may provide through this App, while:
The reasons why dashwork app processes or uses User or Owner data are listed below, in a table format; A description of all the ways dashwork app plans to use personal data. dashcom and the owner storing the collected data have identified what their legitimate interests are where appropriate. Note that dashwork app may process personal data for more than one lawful ground depending on the specific purpose for which dashwork app and the owner are using the data.
Purpose of Processing
*) depending on the Owner’s decision to charge for the use of a resource, on the user role, user group and booking request, the User may be asked to choose a transaction service provider and provide the service provider with his/her credit/debit cards information or alternate means of payment. That payment information is only and solely needed in case the User requests a billable service. The User is notified as such in the dashwork App, as soon as the data is needed. The User can trace the expenses and historical data in the dashwork App.
dashcom relies on proven transaction service providers. The owner has limited the payment service providers to those that comply with Swiss Data Protection Guidelines for Public Administrations of the Federal Data Protection Commissioner. Additional information about the transaction service provider and its compliance policy can be requested from the owner (dashwork@bit.admin.ch) anytime. By choosing and using a payment service provider via the dashwork app, the User confirms having taken note of and accepted its terms of use and privacy policy.
**) depending on the modules chosen by the Owner, based on sensors and/or WiFi infrastructure and/or personal mobile devices, dashwork may monitor the presence of Users in different resources, such as meeting rooms, shared desks spaces, or other locations provided by the Owner, this in full compliance and respect of the Swiss regulations and the privacy policy. User’s devices (MAC Addresses) monitoring is used by dashwork app for the purpose of real time location-based services – A better user experience e.g., for the user to find resources nearby or to state whether a meeting room is free or busy. The scope and goals are mentioned in the table above and are strictly limited to Owner’s resources – no sensitive location data (i.e. Restroom) is shared.
Log data about the use of the dashwork app (MAC addresses) on the WLAN access points are evaluated by swiss dashwork in such a way that it is not possible to draw any conclusions about specific persons. In other words, the result of the evaluation contains only anonymized data, namely the information whether a meeting room is free or occupied, unless the user has voluntarily activated the “Find my Colleague” feature (see below). Those logs are never stored on Owner’s premise (Atlantica Cloud). In addition, the location of the user’s devices is never shared with anyone unless the user gives his/her consent by manually activating the “share locations with my colleagues” feature in dashwork app. The processing of the monitoring is strictly limited to public or owner’s office spaces resources.
Analytics includes information about how the User uses the Services and the resources. Only aggregated and anonymized data will be used for the purpose of analytics.
The feature “Find my Colleague ” allows colleagues and contractors to locate the user, only and solely within the workspaces. The user approves the “Location sharing with my colleagues” by a manual action in the dashwork application settings. By default, “Location sharing with my colleagues” is disabled
In order to create an account, there is a signup process. Before commencing this process, the Administrator aka. Owner must add the User in dashwork web-portal. Then an email is sent automatically.
Once the User has received the email invitation, the User must confirm his/her email. By confirming his/her email the user can enter his/her password and then download the App. After downloading the app, the login procedure for the account includes at least email address and a password.
The responsibility for the confidentiality and security of the account credentials lies solely with the User. dashcom as well as the owner is to be informed immediately in the case of actual or suspected unauthorized use (dashwork@bit.admin.ch).
In order to allow the use of the Service, the User will be granted permission to share the location services. A notification will be displayed to enable permission settings.
The User will be requested to read and approve the Terms of Services at the time of the first sign in in the dashwork app. As soon as the User commits to using a paid Services, he/she must choose a payment service provider in the dashwork app.
dashwork app uses different methods to collect data from and about the User. As the User interacts with the dashwork App, dashwork app may automatically collect Technical Data and/or Aggregated Data about your equipment, browsing actions and patterns.
Data is stored on virtual servers, in a public cloud, hosted on Owner’s premise (Atlantica Cloud). Personalized data is hosted on virtual servers operated by the Owner in Switzerland
Federal Office of Information Technology, Systems and Telecommunication (FOITT)
Federal Office of Information Technology, Systems and Telecommunication (FOITT)
As personal data is stored on Owners premise, it is the Owner’s responsibility to ensure compliance with the Swiss regulation and duly inform the User in writing.
The FOITT hosting the Atlantica Cloud takes reasonable technical and organizational precautions to prevent the loss, misuse, or alteration of the User personal information.
Sensitive credit card information (e.g., raw credit card numbers and verification codes) never makes contact with the servers on which dashwork is hosted
In addition, we may disclose your personal information in the following circumstances.
Except as provided in this privacy policy, dashcom and the owner would never sell, share, or otherwise unlawfully use User personal data by disclosing them to any third-party controller unless the User provides dashcom with explicit consent as required by law, or we have a legal basis and/or obligation to do so. None of the data will be used for marketing purposes.
If the Owner receives an End User request to port data or the User requests it (dashwork@bit.admin.ch), Owner or User may contact dashcom to assist in preparing the data portability report.
User for the duration of Owner active license term to the Service, or until such time that Customer requests deletion of this data by written request to owner (dashwork@bit.admin.ch). The use of the Service (i.e. dashboard authentication, access to historical anonymized data and analytics, End User Services and past booking data, device behavior tracking such as motion detection), the delivery of personalized content to End Users, are among others the reason why personal data storage is required.
The request of cancellation can be made at any time, contractual provisions between Owner and User take precedence, meaning the request is subjected to the approval of the Owner.
dashcom and the owner reserve the right to modify this privacy policy at any time. Changes will be communicated by owner’s email. Should no written notification be made from a User within 30 days of the terms being made available online, they are deemed to be accepted.
Please contact us at dashwork@bit.admin.ch if you need more detail on the above.