Workstein Privacy Policy

Effective Date: 01/01/2025
Last Updated: 15/10/2025

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1. Introduction

At Workstein, we value your privacy and are committed to protecting your personal data.
This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website, platform, and related services.

This policy complies with applicable data protection legislation, including the EU General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018.

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2. Data Controller and Contact Details

Data Controller: Workstein
Email (General Enquiries): info@workstein.com
Email (Data Protection): info@workstein.com
Registered Address: Four Mile House, Rathmore, Roscommon, Co. Roscommon

If you have questions about how we handle your data or wish to exercise your GDPR rights, please contact our Data Protection contact at info@workstein.com.

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3. Personal Data We Collect

3.1 Data You Provide Directly

• Name, email address, phone number, and other contact information

• Job title, employer name, and work-related details

• Account credentials (username, password)

• Messages, feedback, or communications with us

• Information submitted through forms, chatbots, or surveys

3.2 Data Collected Automatically

• IP address, browser type, device information, and operating system

• Usage data such as login times, session length, and interaction history

• Cookies and analytics data (see Section 9 – Cookies Policy)

3.3 Special Categories of Data

We do not intentionally collect sensitive data (e.g. health, religion, political views).
If such data is provided for HR analytics or well-being tracking, it will only be processed with explicit consent and stored securely.

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4. Legal Bases for Processing

Under GDPR Article 6, we process your data based on:

• Consent: e.g. marketing communications or surveys

• Contractual necessity: to deliver our platform and services

• Legal obligation: to comply with tax, audit, or employment laws

• Legitimate interest: for service improvement, fraud prevention, and user experience enhancement

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5. How We Use Your Data

We use your data to:

• Operate, maintain, and improve our platform

• Provide customer support and respond to requests

• Personalise and enhance your experience

• Communicate updates, marketing, and service notices (where consented)

• Conduct internal analytics and system optimisation

• Fulfil contractual and legal obligations

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6. Data Sharing and Disclosure

6.1 Third-Party Service Providers

We work with trusted third parties for hosting, analytics, CRM, and communication, including:

• HubSpot – CRM and email communication

• AWS or Microsoft Azure (future) – for data hosting and remote environments

• Google Analytics – website analytics

• Stripe / Revolut Business / Wise – payment processing

All third parties operate under Data Processing Agreements (DPAs) and are bound by confidentiality and GDPR compliance obligations.

6.2 Legal or Regulatory Requirements

We may disclose your information when required to comply with legal obligations, court orders, or to protect Workstein’s rights and users’ safety.

6.3 Business Transfers

If Workstein is acquired or merged, your data may transfer to the acquiring entity under equivalent data protection safeguards.

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7. International Data Transfers

Where data is transferred outside the European Economic Area (EEA), we ensure adequate protection via:

• Standard Contractual Clauses (SCCs) approved by the EU Commission

• HubSpot’s Binding Corporate Rules (BCRs)

• Explicit user consent, when applicable

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8. Data Retention and Deletion

We retain personal data only as long as necessary for the purposes described above:

Users may request data access, correction, or deletion anytime by emailing info@workstein.com.

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9. Cookies Policy

We use cookies and similar technologies to:

• Improve site functionality and user experience

• Remember user preferences

• Analyse site performance and traffic

• Serve relevant ads (where applicable)

Website Cookie Banner Example:

“We use cookies to enhance your browsing experience, serve personalised ads or content, and analyse our traffic. By clicking ‘Accept All’, you consent to our use of cookies. You can adjust your preferences at any time in your browser settings.”

You can disable cookies via your browser settings. For details, refer to our separate Cookies Policy.

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10. Your Rights

You have the following rights under GDPR:

• Access – request a copy of your data

• Rectification – correct inaccuracies

• Erasure – request deletion (“right to be forgotten”)

• Restriction – limit how your data is processed

• Portability – receive data in a portable format

• Objection – object to processing for legitimate interests or marketing

• Withdraw Consent – at any time

To exercise these rights, email: info@workstein.com.
You may also lodge a complaint with the Data Protection Commission (DPC), Ireland.

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11. Data Security

We apply robust security controls including:

• End-to-end data encryption (in transit and at rest)

• Multi-factor authentication for platform access

• Regular penetration tests and vulnerability scans

• Limited employee access based on role and necessity

• Secure AWS/Azure-hosted infrastructure

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12. Data Protection Officer (DPO)

Workstein will appoint or outsource a Data Protection Officer (DPO) function through a qualified HR/legal services provider (e.g. Pembroke Privacy or Reddy Charlton LLP) once commercial operations begin.

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13. Policy Updates

This policy may be updated periodically to reflect legal or operational changes.
Material updates will be communicated via email or in-app notification.

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14. Contact Us

Workstein
Email: info@workstein.com
Website: www.workstein.com