Privacy

PRIVACY POLICY

Last updated July 10, 2023
Planbase Technologies, LLC
167 N Green Street, Floor 4 Chicago, IL 60607
Email: privacy@getplanbase.com

1.0 Introduction

Planbase (“We”, “us”, “our”, “Planbase”) is a company operating in the USA, offering scheduling solutions and services through various applications.

The Planbase web based application, accessed via
https:/app.joinplanbase.com , (collectively named the “Platform”) allows Customers to improve worker and customer scheduling across their organization.

Planbase may be engaged in the transmission, processing, or storage of electronic Personal Health Information (“ePHI”) on behalf of its Customers. Under such circumstances, Planbase shall be deemed a Business Associate of the Customer (hereinafter referred to as the "Covered Entity") and shall be subject to compliance with all applicable HIPAA regulations and procedures. The Privacy Statement set forth below is directed solely to system users and website visitors. Detailed policies pertaining to HIPAA compliance may be accessed
here or inquiries may be directed to privacy@joinplanbase.com.

2.0 Privacy Statement for Website Visitors and other individuals we interact with

2.1 Collection and use of Personal Data

If you are a Visitor to www.joinplanbase.com (“Website”) this section applies to you.

Technical information:

When you visit our Website, the system automatically records data and information about your computer each time the Website is accessed. The following data (“technical information”) is collected:

  • - Information on the browser type and version used
  • - Device operating system
  • - Device IP address
  • - Date and time of access
  • - Websites from which the user’s system accesses our website
  • - Websites accessed by the user’s system via our website
  • - The respective volume of data transmitted

The data is also saved in our system’s log files. This data is not stored together with other personal data of the user. We collect and use this technical information for purposes of (network) security (for example, to ward off cyberattacks), to better understand our users’ needs, to continuously improve our website and to enable users to access the website from their computers.

We collect this personal data under the legal basis in section 6(1)(f) of the GDPR, legitimate interest.

Voluntary submission of personal data:
We also collect and process any personal data that you provide to us in our Website’s forms, such as when you request a demo or consent to marketing communications or download a whitepaper. Collected personal data includes your first and last name, your email address, your business telephone number, your country, your industry, your employer.

We use the collected data for the following purposes:

  • - to communicate with the visitors requesting further information and services,
  • - to deliver the service being requested ( demo etc),
  • - to understand how our visitors are interested in our products and optimize the services offered,
  • - to improve the Website and safeguard our information technology systems.
  • - to set up the company user account
  • - to send marketing information. You may unsubscribe at any time by clicking the “unsubscribe” link in our emails to you or by emailing us at privacy@joinplanbase.com.

2.2 Personal Information Location

We are a US based entity and all of the personal information collected is processed and stored in our US servers.
Planbase has implemented commercially reasonable and appropriate technical, physical, and organizational measures to protect user and client data from misuse or accidental, unlawful, or unauthorized destruction, loss, alteration, disclosure, acquisition, or access during the processing, which will meet the requirements of the Applicable Law, or any stricter requirements, as imposed under the Service Agreement.

2.3 Retention of the Personal Data

We hold the personal data for as long as there is a business need or regulatory requirement. In deciding the period for which we will hold the personal data, we take into account the following:

  • - How long has been since our relationship with the individual ended,
  • - Whether we have a reasonable expectation that the individual would need to contact us in relation to previous purchases or previous interactions, and
  • - The regulatory requirements applicable to the information and business process for which it was used

Once the retention time is over, we dispose of the personal data in a safe and permanent way.

2.4 Sharing your personal data

We may share the personal data with third parties to support our delivery of services and products to our clients, maintain our website and protect our systems, operations and overall business. We share data with the following categories of third parties:

  • Service providers - third parties providing the following categories of services:
  • - web hosting services
    - web analytics

We have contracts with service providers and a data sharing agreement with our affiliates to instruct and set rules on data use. For your protection and the protection of your personal data, we set data protection rules in contractual agreements with third parties and affiliates. In some circumstances we are legally obliged to share the information, for example under a court order. Before sharing the information, we will satisfy ourselves that the disclosure request complies with required legislation and document our decision making.

2.5 Cookies

Cookies are small pieces of information sent by a website or application to a visitor’s computer. We will ask for your consent to use non-essential cookies. If you choose not to accept our cookies, we cannot guarantee that your website experience will be as fulfilling as it would otherwise be. We may also place cookies from third parties for functional and marketing purposes.

2.6 Links to other sites

Please be aware that while visiting our website/websites you may follow links to other sites or services that are beyond our sphere of influence. We are not responsible for the content or for their collection and use of your personal information. Consult their Privacy Policies and Terms and Conditions prior to using their services.

2.7 Sales of Personal Information

We do not sell your personal information.

2.8 Contact Information

If you have any questions about this Privacy Policy, or more information about our privacy practices, please contact us at privacy@joinplanbase.com
You have the right to complain to regulatory authorities in your jurisdiction.

3.0 Our Privacy Statement for users of the Platform

This Privacy Policy applies to the Planbase Platform and any information we collect pertaining to your use of the Platform, which may be accessed through our application website, app.joinplanbase.com. This Privacy Policy explains the data we collect, and how we use and share it.
Please also review the Terms of Use which govern your use of the Platform. Please note that certain features or services discussed in this Privacy Policy may not be offered through the Platform at all times.

3.1 User Information We Collect

We collect information in order to provide our Platform and services, including from employers and managers/administrators (collectively, “Customers”, “Employer”) and their employees (“Users”) (jointly, “Users” or “you”). Note that if you are an employee, your Employer will have access to the information we collect from and about you as you use the Platform.
We collect information from Users directly, automatically when you visit the Platform, and sometimes from third parties such as EMR or HRIS systems.

The information we collect includes:

  • - Your name and contact information,
  • - information regarding your employment,
  • - your photograph
  • - your location.

Some of the information we collect is considered “personal information” under various applicable laws. We consider information that identifies you as a specific, identified individual to be personal information (such as contact information), and we treat additional information, including IP addresses and cookie identifiers, as “personal information” where required by applicable law. And, if we combine information we consider to be non-personal with personal information, we will treat that combined information as personal information under this Privacy Policy and as required by law. Note that we may de-identify personal information so that it is non-personal, such as aggregating it or converting it to a code, sometimes using a function commonly known as a “hash”. We will treat de-identified information as non-personal, and may use or disclose such non-identifying, non-personal information for any purposes that we deem appropriate, to the fullest extent allowed by applicable law.

Our Platform is intended for a general audience and not intended for use by or targeted to minors younger than the age of 13. We do not knowingly collect personal information from minors younger than the age of 13.

We collect information in the following ways:

Information You or Your Employer Give Directly To Us

You may provide us with information about yourself or other people in your company, such as contact information (names, postal address, email address, telephone number, demographic information (gender, date of birth or similar information) and employment-related information (User IDs, ID photos, employment location, hours worked, time and location, employment certifications).
Users can provide us with their photographs when using the Platform. Under some circumstances, the photographs may be considered biometric identifiers under applicable law. We also collect payment and billing information for the payment of Platform fees.
If you are an User using the Platform, your Customer or your manager may provide us with this information about you. If you disclose any personal information relating to other people to us, you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy.

Location information
When you use the Planbase Platform, we may collect and process information about your specific location.We use various technologies to determine location, including IP address.


Information We Get Automatically from Use of our Platform.

We and our third party business partners (including any third party analytics
providers) may use a variety of technologies that automatically or passively collect certain information about your use of the Platform whenever you visit or interact with the Platform (“Usage Information”).
Usage Information may include:

  • - Device information: We may collect device-specific information (such as your hardware model, browser, operating system version, and unique device identifiers). Planbase may associate your device identifiers with your individual - - Planbase account (“Account”) and your company’s Planbase Account.
  • - Log information: When you use our Platform or view content provided by Planbase, we automatically collect and store certain information in server logs. This includes:
  • - details of how you used our service and all areas within ourPlatform that you visit, such as which features you use and the actions you took within those features.
  • - Internet protocol address or other unique identifier (“Device Identifier”) for your computer, mobile phone, or other device used to access the Platform.
  • - device event information such as crashes, system activity, hardware settings, browser type, browser language, the date and time of when you interact with the Platform, and the URL or advertisement that referred you to the Platform, the search terms you entered into a search engine that led you to our Platform.
  • - cookies that may uniquely identify your browser or your individual Planbase Account.

The methods used to collect Usage Information may include the following: Local Storage We may collect and store information (including personal information) locally on your device using mechanisms such as browser web storage (including HTML 5) and application data caches.

Cookies and Log Files
Cookies are small data files placed on a device when it is used to access the Platform or otherwise access our online content. We use both session and persistent cookies (which remains on your computer after the browser has been closed). Cookies may be used for many purposes, including, without limitation, remembering you and your preferences and tracking your visits to the Platform. You can find more information about cookies and how they work at www.allaboutcookies.org. If you choose to disable cookies, or to otherwise restrict local storage, some features of the Platform may not function properly.


Embedded Scripts
An embedded script is programming code that is designed to collect information about your interactions with the Platform, such as the links you click on. The code is temporarily downloaded onto your device from our web server or a third party service provider, is active only while you are connected to the Platform, and is deactivated or deleted thereafter. In addition, we may use other technologies that collect similar information for security and fraud detection purposes.

Information Provided by Third Parties
We may receive information about you from third parties, including from your Customer, as discussed above.

User Content Submissions
The Platform may allow you to upload, submit, store, send, or receive content through the Platform (“User Content”). Any User Content you submit is subject to our Terms of Use Note that anything you choose to post through the Platform may be accessible to your Customer and other users within your organization —others will have access to your User Content and may share it with third parties. If you choose to voluntarily disclose personal information, that information may be considered public information and the protections of this Privacy Policy will not apply subject to applicable law. We cannot control or be held responsible for how third parties may view use or further share User Content.

If you submit User Content by any means, unless we otherwise state, the User Content may be used by Planbase as set forth in our Terms of Use

3.2 How we Use Information

Planbase may use information collected through the Platform (including your Personal Information and Usage Information) in order to:

  • (1) provide the Platform and related services;
  • (2) to personalize and improve your user experience and the overall quality of our Platform, for example, by integrating your work schedule into your device’s calendar;
  • (3) process information you provide via your account registration with the Platform, including verifying that your email address is active and valid;
  • (4) process payments;
  • (5) provide customer service, including by keeping a record of your communication to help solve any issues you might be facing;
  • (6) communicate with you about our products and services (including marketing messages and phone calls and transactional messages regarding your use of our Platform (such as providing shift schedules, letting you know about upcoming changes or improvements, responding to you when you contact us, or other administrative communications, including, in our discretion, changes to our Privacy Policy, Terms of Use, or any of our other terms or policies);
  • (7) to protect Planbase, our Platform, and our users from errors, misuse of the Platform, fraud, or any criminal activity and to detect and troubleshoot problems, resolve disputes, and enforce applicable agreements and policies for the Platform;
  • (8) to provide you with offers that we think may interest you, including third party offers and information about additional Planbase goods and services;
  • (9) for internal business purposes, such as to improve our Platform;
  • (10) for internal analysis, research and similar internal business purposes; or
  • (11) as otherwise disclosed to you or with your consent.

3.3 How we Share Information

Planbase may share non-personal information, such as Usage Information, aggregated, or de-identified user statistics, with third parties at our discretion.
We do not share personal or protected information with unaffiliated third parties for those third parties’ own direct marketing purposes.
We may share information we have collected about you, including personal information, as disclosed at the time you provided your information or otherwise with your consent, and in the following circumstances:


With your Customer and Associated Planbase Accounts.

Note that our relationship is with the Employer. If your Employer has set up an account for you or otherwise granted you access, your Employer will have access to the information we collect, including when your work schedule, your location, and other ways you use the Platform. In addition, if you are an Employer, we share information we collect from you or your Users who use the Platform with other users associated with your business’ Planbase Account in accordance with the access permissions associated with each Account.


Third Parties Providing Services on our Behalf

We may share information with third parties who perform services on our behalf, such as website hosting, sending email or other communications, processing payments, and performing other services. We have contractual obligations in place to instruct the third parties how to use, protect and share the personal information.
We may provide access to your personal information to such service providers in order for them to perform these services.


To Third Parties at an Customer’s Direction

We act as a service provider to Customers, who determine how they use and share the personal information collected from Users. We will share personal information with an Customer’s legal, accounting, financial or other professional advisors if the Customer uses features of the Platform that facilitate this sharing or if the Customer instructs us to share the information with its advisors or other third parties.


For Administrative and Legal Reasons.

We will share personal information with companies, organizations or individuals outside of Planbase if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to: meet any applicable law, regulation, legal process or enforceable governmental request; verify or enforce applicable Terms of Use or similar policies, including investigation of potential violations; detect, prevent, or otherwise address fraud, security or technical issues; and protect against harm to the rights, property or safety of Planbase, our users or the public, such as for fraud prevention.

We may also use Device Identifiers to identify users, and may do so in cooperation with copyright owners, Internet service providers, wireless service providers, or law enforcement agencies, in our discretion.


Business Transfers.

In the event Planbase is involved in a transition such as being sold, having all or a portion of its assets acquired or transferred, whether voluntary or involuntary (such as through bankruptcy), or any mergers, acquisition or asset sale (including, without limitation, during the course of any due diligence process), any customer information owned or under the control of Planbase will likely be one of the transferred assets.

We reserve the right, as a part of this type of transaction, to assign or otherwise transfer your information and other information we have collected from users of the Platform. By providing your personal information, you agree that we may transfer such information to the acquiring entity without your further consent.

3.4 Integrations

Google Calendar Integration
To manage shift schedules, Planbase may view and edit events in your Google Calendar. We only access necessary data scopes (Google Calendar events) and strictly adhere to Google API Services User Data Policy, including:

- Using data solely for user-facing feature development to enhance your experience.
- Limiting human access to secure data, except for security reasons.
- Adhering to Google's Secure Data Handling requirements.
- Not transferring, selling, or using data in violation of Google's policy.

Please refer to the Google API Services User Data Policy for further information.

3.5 Security

Planbase uses commercially reasonable security measures to help secure your personal information. However, no system can be guaranteed to be 100% secure. We therefore cannot ensure or warrant the security of any information that you transmit to us, or that we transmit to you, or guarantee that it will be free from unauthorized access by third parties.

3.6 Third Party Links & Content

This Privacy Policy only applies to the Platform. The Platform may link to or incorporate websites or content hosted and served by third parties over which we have no control and which are governed by the privacy policies and business practices of those third parties.
Our Privacy Policy does not apply to your interactions with other companies or individuals, including sites that may include the Platform, or other sites linked from our Platform. Planbase is not responsible for the privacy practices or business practices of any third party.

3.7 Your Choices

Customers can contact us at privacy@joinplanbase.com to correct or update personal information provided to us through the Platform. If you are using the Platform as an User, please contact your Employer to request changes to information.
You may have the opportunity to opt in to receive marketing or Platform related emails, text messages, and/or push notifications. You can unsubscribe from marketing emails by following the instructions within one of our marketing emails. Note, however, that if you opt-out of receiving marketing emails, we still reserve the right to send you certain email communications relating to your account or use of the Platform, such as administrative and service announcements (e.g., account verification, change or updates to features of the Platform, technical and security notices, notices of changes to this Privacy Policy or applicable Terms of Use or similar administrative or transactional messages).
If you sign up to receive recurring SMS or MMS messages that may be offered through the Platform, you may unsubscribe from any text messages received by replying “STOP.”

3.8 Retention of Information

We retain your personal data while you have an account with us and while you continue to use the Platform.
We will retain your personal data for as long as it is reasonably necessary for the purposes set out in this Privacy Policy, considering the time period reasonably necessary to provide the Platform and services; exercise any choice or right you may have; comply with our contractual obligations; enforce our terms for use of the Platform; and comply with legal and regulatory requirements.

3.9 Changes to This Privacy Policy

To the extent allowed by applicable law, Planbase may update or supplement this Privacy Policy from time to time.
We will notify you of material changes by posting the changed or modified Privacy Policy on the Platform. Any changes will be effective upon posting unless otherwise indicated.
We may also notify you in other ways, such as by email, at our discretion. Your continued use of the Platform after the effective date of the revised Privacy Policy (or other act as specified in the revised Privacy Policy) will constitute your consent to those changes to the fullest extent allowed by applicable law. In the event that there are material changes to the way we treat previously collected personal information, we will provide notice and obtain your consent (opt-in or opt-out), if required by law.
Note that you may need to consent to our new policy in order to continue to use the Platform.

4.0 Contact Information

If you have any questions about this Privacy Policy, or more information about our privacy practices, please contact us at privacy@joinplanbase.com

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