Floorsense Privacy Statement
This privacy statement sets out how we (the Institute of Environmental Science and Research Limited (“ESR” or “we” or “us”)) collect, use, disclose and protect your personal information received or disclosed via the Floorsense application (which is an application to enable staff to book desks in shared desk areas within ESR premises). It also covers the information that Floorsense Limited as ESR’s agent, collects and uses to enable the provision of the Floorsense application to ESR and its staff.
Personal information
The term ‘personal information’ covers any information about an identifiable individual. Personal information includes your name, unique identifier, location, and email address, and may include the content of any interactions you have with the Floorsense application.
What personal information do we collect?
The Floorsense application has been pre-populated with your first name, last name and ESR email address. The information collected relating to you via the Floorsense application (some of which will constitute personal information) is:
If you have booked a desk and checked into a desk; and
The location of the desk you have booked and checked into which includes where on the floorplan that particular desk is. If you choose not to share this information (other than with system administrators), you can select ‘Do-Not-Disturb’ privacy feature when booking a desk.
This information is stored in ESR’s instance of the Floorsense application and may be accessed by Floorsense Limited with ESR’s consent to assist with the service provision of the application.
How do we collect your personal information?
We collect some or all of the above information:
· at the time you joined ESR as an employee
· when you access and use the Floorsense application.
How do we use your personal information?
We use your personal information in order to:
enable you to log into the Floorsense application (single sign-on will be enabled so that you don’t have to enter an additional password); and
enable you to utilise the functionality of the Floorsense application.
How do we share your personal information?
We may share your personal information that we or you input onto the Floorsense application as follows:
When you have booked and checked into a desk, other ESR users may visit the floorplan on the Floorsense application and see where you are located and if you are in the building on any particular day. Note that you can activate ‘Do-Not-Disturb’ a privacy feature which will mean that only ESR Floorsense administrators can see this information but other ESR users will not be able to.
ESR’s Floorsense system administrators (who are part of the ESR Facilities Team) will have access to all details on the system in order to facilitate the operation of the Floorsense application and run aggregated usage and analytic reports.
You have the option of another person being able to make bookings on your behalf, this option will be added if you request it.
How do we store your personal information?
All data that is transmitted through the Floorsense application is stored in ESR’s master controller’s user database. Database backups are encrypted.
Floorsense Limited has technical and organizational measures in place to protect the data provided to it against accidental or premeditated manipulation, loss, destruction and access by unauthorized persons.
How can you access and/or correct your personal information?
You have the right to access and correct your personal information at any time. You can logon to the Floorsense application and make changes in your account.
How long do we keep your personal information?
We only keep your personal information for as long as we require it. Sometimes this requirement will be mandated by law.
Who do you contact for a privacy related question?
If you would like to ask a privacy question or make a privacy complaint relating to the Floorsense application, please contact ESR’s Privacy Officer.
Changes to this privacy statement
We may update this privacy statement from time to time. Any such changes will be posted here. This privacy statement was created on 21 January 2022. We recommend that you check back frequently to see any updates or changes.