Visitor Privacy Statement
Last updated: September 29, 2023
We are Workday, a group of companies with offices all over the world. Workday is committed to protecting the personal information of individuals visiting Workday offices.
This Privacy Statement describes how Workday handles personal information from individuals visiting a Workday office, as well as from individuals accessing, connecting to, or communicating via the Workday visitor wireless network (“Visitor Wi-Fi”). Please read our CCTV Privacy Statement for information on CCTV (Closed Circuit Television) video surveillance in Workday offices.
Types of Personal Data We Collect
When you visit a Workday office, you may be required to register as a visitor and provide information such as name, email address, telephone number, and company. We will also record the date and time when your visit occurs.
If your visit is planned, this information may also be collected from you directly by your Workday host so that we can print a personalized badge for your arrival.
During your visit, you may also use our complimentary Visitor Wi-Fi. To register for our Visitor Wi-Fi, you will be required to provide your name, your email address, and the name of your Workday host. When you use the Visitor Wi-Fi, we may collect certain information automatically. In some countries, including countries in the European Economic Area, this information may be considered personal information under applicable data protection laws. Specifically, the information we collect automatically includes information such as your IP address, as well as information about your device such as operating system and browser version, regional and language settings, device ID, and aggregated usage statistics.
How We Use Your Personal Information
When you visit a Workday office, we use your personal information to register you as a visitor and administer your visit to a Workday office, including printing your personalized badge.
If you choose to connect to the Workday Visitor Wi-Fi, Workday uses the information collected to enable and manage your access to the Visitor Wi-Fi and protect the security of our network.
Workday may monitor, prevent, and intercept any transmissions made using the Visitor Wi-Fi to protect Workday, other users, or the Visitor Wi-Fi network.
Who We Share Personal Information With
We may disclose your personal information to the following categories of recipients:
to our group companies, third-party services providers who provide data processing services to us (for example, that operate our visitor management tool);
to any competent law enforcement body, regulatory, government agency, court, or other third-party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish, or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
to any other person with your consent to the disclosure.
Legal Basis for Processing Personal Information
Our legal basis for collecting and using the personal information described above is our legitimate interest (Article 6 (1) (f) GDPR).
International Data Transfers
Workday operates as a global business and may transfer, store, or process your personal information in a country outside your jurisdiction, including countries outside the European Economic Area (“EEA”), Switzerland and the United Kingdom (“UK”) (together “Europe”).
For such transfers, we have taken appropriate safeguards with respect to the protection of your personal information, fundamental rights and freedoms, and the exercise of your rights, and in accordance with applicable law, by ensuring that:
- the recipient country provides an adequate level of data protection based on the European Commission’s adequacy decisions pursuant to Article 45 of the GDPR; or
- we enter into “standard contractual clauses” approved by the European Commission in its Implementing Decision as referred to in Article 46 of the GDPR or competent UK authority (as applicable) with the data importer (you have a right to request a copy of these standard contractual clauses by contacting us using the contact details set out below in the “How to Contact Us” section).
Where applicable, we implement additional contractual, technical and organizational measures to ensure that your personal information which is transferred outside of Europe is subject to an essentially equivalent level of protection.
Data Retention Periods
The personal data collected will be stored in accordance with applicable laws and kept as long as needed to carry out the purposes described in this Visitor Privacy Statement or as otherwise required. Generally, this means your personal information will be retained until a reasonable period after the end of your visit to the Workday office to respond to any inquiries associated with your visit to a Workday office or to deal with any legal matters (e.g., judicial actions).
Your Privacy Rights
Depending where you are located, you may have certain rights over the personal information we hold about you. These may include the right to:
- Obtain access to your personal information that is being processed by us, have inaccurate personal information corrected and request the deletion of your personal information.
- Object to the processing of your personal data carried out on the basis of our legitimate interests and ask us to restrict the processing of your personal information.
- Ask us to restrict the processing of your personal information.
- Request the portability of your personal information in a structured, commonly used and machine-readable format.
- Withdraw your consent at any time, if we have collected and process your personal information with your consent. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Workday will not discriminate against you for exercising your rights. Workday does not make decisions based solely on automated processing which produce legal or similarly significant effects as part of the processing activities covered by this Privacy Statement.
You can exercise your rights by contacting us using the contact details at the bottom of this Privacy Statement or by submitting your request through our Request Portal.
If you are able to provide details of your concern this may assist Workday expedite the response. In any event, we will respond within a reasonable time frame under applicable law and keep you updated.
Lodging a Complaint
You may lodge a complaint with the supervisory authority of your usual place of residence, your place of work, or the registered office of the data controller. A full list of EEA data protection supervisory authorities is available here. Alternatively, you may request the details of your competent supervisory authority by using the contact details below in the “How to Contact Us” section.
Security
We use technical and organizational measures to protect the personal information that we collect and process about you. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information.
Updates to This Privacy Statement
We may update this Privacy Statement from time to time in response to changing legal, technical, or business developments. When we update our Privacy Statement, we will take appropriate measures to inform you, consistent with the significance of the changes we make.
You can see when this Privacy Statement was last updated by checking the effective date displayed at the top of this Privacy Statement.
How to Contact Us
If you have any questions about this Statement or wish to exercise your rights, or to contact our Data Protection Officer, please submit your request through our Request Portal. You may also contact us at one of the mailing addresses below:
Workday, Inc.
Attn.: Privacy
6110 Stoneridge Mall Road
Pleasanton, CA 94588
USA
Workday Limited
Attn.: Privacy
Kings Building
May Lane
Dublin 7 Ireland
If you visit a Workday office in Europe, the member of the Workday group that you are or have been visiting will be the controller of your personal information. For a list of members of the Workday group and their contact details, please see here.