Privacy Policy for the iplan mobile app

Last update at : 20.12.2021

Dear user,

we are pleased that you are using the iplan mobile app. This app is a component of the iplan workforce management solution. If your company has licensed this software, you can use the iplan mobile app to view your duty roster and submit absence requests and general enquiries to your HR department via the app and manage your enquiries.

In the following, we inform you about the details of the data processing.

The iplan mobile app is operated by

VIA Software GmbH & Co KG (hereinafter referred to as “VIA Software”).
Robert-Bosch-Str. 30a
63303 Dreieich
Phone: +49 6103 3889060
Fax: +49 6103 3889069
E-mail: info@via-software.de

VIA Software is the controller within the meaning of Art. 4 No. 7 DSGVO for the processing of personal data through the iplan mobile app. For enquiries about your personal data or questions about our privacy policy, please send an email to datenschutz@via-software.com or write to the following address:

VIA Software GmbH & Co KG
Robert-Bosch-Str. 30a
63303 Dreieich

Data processing when using iplan mobile

To use the app, it is necessary that the backend URL of the iplan installation of the company where you work is configured in the app settings. As soon as this backend URL is stored in the app, you can log in to the app with your username and password. The username and password will be provided to you by your supervisor or the HR department of your company.

The app displays the following data from your company’s iplan workforce management system:

– Your name and other personal data as it is stored in iplan.
– Your past, present and future scheduled duties and absences, e.g. holidays.
– Your recorded absence requests and general enquiries relating to your roster.
– The decisions and feedback from your company’s HR department in relation to your absence requests and general requests.

To enable you to use the app in a simple and user-friendly way, all data transferred from the iplan workforce management system to the app is also stored locally on your terminal device.

Absence requests and general requests or updates to such requests entered by you via the app are transferred to your company’s iplan Workforce Management System and are thus available to your supervisor, your company’s HR department and all persons authorised to access the data in your company’s iplan Workforce Management System in accordance with the access authorisations stored in the iplan Workforce Management System. The transmission of absence requests and general requests to your company’s iplan Workforce Management System includes information about the time at which you sent a new or modified request.

Furthermore, the logging of the iplan Workforce Management System server may store the time at which data is transmitted from the iplan server to the app and vice versa. Such logging, if it should occur, is used exclusively for the technical maintenance and further development of the iplan Workforce Management System, including the iplan mobile app.

In addition to the data mentioned above, the following data is stored locally on your terminal device:

In addition to the
data mentioned above, the following data is stored locally on your terminal
device:

– Your login data (username and password), if requested by you.
– Settings and user preferences, e.g. preferences for the display of the date

Duration of storage

The data collected in the app is stored locally on your end device unless otherwise described in this notice. By removing the app from your terminal device, you delete all data collected in the app.

Mandatory and voluntary data

The processing of the above data is necessary to use the functionalities of the app. The services of the App cannot be offered if the provision of the data is refused.

Transmission of personal data and recipients of the personal data

The data collected in the app that is transferred to your company’s iplan Workforce Management System is exclusively absence requests or general requests that you have entered or modified at a later date. This data is only transferred to your company’s iplan Workforce Management System. The processing and use of this data within the iplan Workforce Management System and beyond, if any, is governed by rules relating to your company’s use of your data in general and the iplan Workforce Management System in particular, and is not covered by this Privacy Policy.

VIA Software’s processors comply with contractual and legal obligations of confidentiality and non-disclosure.

Your rights as a user

You have the right to revoke your consent to the processing of your personal data at any time with effect for the future without giving reasons. Please note that the revocation of consent does not affect the lawfulness of the data processing carried out on the basis of the consent until the revocation.

You are also entitled to the following data subject rights if the respective legal requirements are met:

– Right to information (Art. 15 DSGVO)
– Right to rectification (Art. 16 DSGVO)
– Right to erasure (Art. 17 DSGVO)
– Right to restriction of processing (Art. 18 DSGVO)
– Right to data portability (Art. 20 DSGVO)

To assert your aforementioned rights, you can contact VIA Software GmbH & Co KG (see above for contact details).

You have the right to lodge a complaint with a supervisory authority if you believe that the processing of your personal data violates data protection regulations or if your rights as a data subject are not sufficiently granted to you.

Status: 11 December 2021