GDPR, privacy and security
Data processing agreement
This general data processing agreement forms an integral part of the Digital WorkMate terms and conditions.
- Roles
- Damen IT acts as processor. Customer acts as controller.
- Purpose of processing
- Processing personal data for the use of the Digital WorkMate platform.
- Duration
- Processing takes place for the term of the agreement.
- Security
- Damen IT takes appropriate technical and organisational measures.
- Sub-processors
- Sub-processors may be used provided they have equivalent obligations.
- Rights of data subjects
- Damen IT cooperates with requests from data subjects.
- Data breaches
- Data breaches are reported without delay.
- End of agreement
- After termination, personal data is deleted or returned.
Commercial agreements
- Subscriptions
- Digital WorkMate is offered on the basis of monthly or annual subscriptions.
- Pricing tiers
- Subscriptions are tiered by the number of employees and the revenue of the customer, with no licence per user.
- Invoicing
- Invoicing takes place in advance. Annual subscriptions are offered at a discount.
- Cancellation
- Cancellation is possible at the end of the subscription period with one month's notice.
- Price changes
- Price changes are announced at least 30 days in advance.
Legal provisions
- Limitation of liability
- Total liability is limited to the amount paid in the last 12 months.
- Exclusions
- Consequential damage, indirect damage and loss of profit are excluded.
- Continuity
- Damen IT will make every effort to ensure continuity of the service.
- Audits
- Enterprise customers can receive audit information on request.
- Applicable law
- All agreements are governed by Dutch law.
Privacy
How we protect your privacy
Digital WorkMate offers many functions to help you run your business. As part of this, we collect data about you and your company. This data is not only essential for our service, but also for the security of our services and all our users. This policy explains what information is collected, why and how we use it.
Information we collect
Most personal data is provided directly by our users when they register and use our services. Other data is collected by recording interactions with our services.
Account and contact details: when you register, subscribe to one of our services or fill in a contact form, you voluntarily provide us with certain information. This usually includes your name, company name, email address and sometimes your phone number, postal address (when an invoice or delivery is required), your industry and interest in Digital WorkMate, as well as a personal password.
We never record or store credit card details and always rely on PCI-DSS compliant payment processors for payments.
How we use this information
Account and contact details: we use your contact details to provide our services, answer your requests and for invoicing and account management. We may also use this information for marketing and communication; our marketing messages always contain a way to unsubscribe. In aggregated, anonymised form we use this data to analyse service trends.
If you have registered for an event published on our website, we may share your name, email address, phone number and company name with the local organiser and the event sponsors, both for direct marketing and to prepare and book the event.
Customer data: you can manage all data collected by our service at any time, including changing or deleting personal data. You can export a full backup of your data at any time and request deletion of all your data. You are responsible for processing this data in accordance with privacy legislation.
Policy changes
We may update this privacy policy from time to time to clarify it, to reflect changes to our website or to comply with legal obligations.
Contact
Do you have questions about this privacy policy or about your personal data? Contact the helpdesk or email support@digitalworkmate.com.
Security
Your data is very important and often confidential. That is why we take extensive technical, organisational and administrative measures to protect your data against loss, misuse and unauthorised access.
Digital WorkMate is developed according to the principle of security by design and complies with the principles of the Cyber Resilience Act (CRA). Security is not added afterwards, but is an integral part of our software development, architecture and management processes.
Our SaaS solution runs in a centrally managed multi-tenant environment where:
- all customer data is separated;
- access to data is fully controlled through authentication and authorisation;
- continuous monitoring for anomalous usage and security incidents takes place.
We also apply a modern and controlled software lifecycle:
- automatic builds and controlled deployments through CI/CD;
- the four-eyes principle for production releases;
- full traceability from code to production;
- fast and structured patching of vulnerabilities.
Because Digital WorkMate is offered as SaaS, all customers benefit directly from security updates and always run the latest and most secure version. Our measures include HTTPS-only communication, input validation against injection attacks, dependency and vulnerability scanning, and extensive logging and monitoring for audits and incident analysis.
Incidents are handled according to a fixed process, from detection and analysis to resolution and communication with customers. Our full measures are documented in our security policy and our CRA compliance documentation.
Backups
We keep 14 full backups of your data for up to 3 months: one per day for 7 days, one per week for 4 weeks and one per month for 3 months. Backups are replicated in at least 3 different data centres, on at least 2 different continents.
You can also download a manual backup of your live data at any time.