Last updated July 10, 2023
Planbase Technologies, LLC
167 N Green Street, Floor 4 Chicago, IL 60607
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 firstname.lastname@example.org.
If you are a Visitor to www.joinplanbase.com (“Website”) this section applies to you.
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:
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:
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.
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:
Once the retention time is over, we dispose of the personal data in a safe and permanent way.
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:
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.
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.
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.
We do not sell your personal information.
You have the right to complain to regulatory authorities in your jurisdiction.
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:
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.
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:
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.
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
Planbase may use information collected through the Platform (including your Personal Information and Usage Information) in order to:
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 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.
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.
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.
Customers can contact us at email@example.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.
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.”
We retain your personal data while you have an account with us and while you continue to use the Platform.
Note that you may need to consent to our new policy in order to continue to use the Platform.