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Text Content

 * Why Workday
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   * * Get Started
       
       Start realizing value right away by choosing one or more Workday
       products.
       
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         ERP/GL or data source.
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   * --------------------------------------------------------------------------------
     
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WORKDAY PRIVACY STATEMENT

Effective: 02/08/2023



Previous Version of Our Privacy Statement


 

At Workday, we believe privacy is a fundamental right, regardless of where you
live. When you connect with Workday, we understand you are trusting us to handle
your personal information appropriately. That is why we are committed to
transparency about how we collect, use, and share that information. 

 

If you’d like to know whether this Privacy Statement applies to you and your
relationship with Workday, please see the “What Does This Privacy Statement
Cover?” section below. To read the full privacy statement, view the “Privacy
Statement” tab below.

 

Download/print a copy of this Privacy Statement

 

February 2023 Changes to this Privacy Statement

We restructured our Privacy Statement and made language changes to clarify our
existing privacy practices. 





 1. About Workday Privacy
 2. Privacy Statement


WHAT OUR PRIVACY STATEMENT IS ABOUT.

Before we share more about our privacy program and practices, let’s make sure we
are on the same page about the Workday business model and why it’s important to
your privacy rights.




About Workday.

Workday is a leading provider of enterprise cloud applications for finance and
human resources. This means Workday customers—companies, schools, and
governments—use our software applications to manage their workforces and/or
finances.

 

While Workday has a range of software applications, our flagship products are
our human capital management (HCM) and financial management applications. Our
HCM applications allow customers to recruit, hire, train, manage, and promote
their workforce. Our financial management applications allow our customers to
manage their finance processes, from record to report, procure to pay, and
contract to cash. 

 

To learn more about Workday products, visit our Product page.

The Workday business model.

 

We operate a Software-as-a-Service (SaaS) business model typically for
enterprise customers, meaning we do not sell user data or monetize it by selling
advertising. Instead, we sell subscriptions to our services. Our customers
control their data and how it is used.

What does this Privacy Statement cover?

Some data protection laws in various jurisdictions distinguish between
“controllers” and  “processors” of personal information. While other
jurisdictions may use different terminology, the concept typically remains the
same. A controller decides why and how to process personal information. A
processor only processes information on behalf of a controller based on the
controller’s instruction; the processor does not make decisions about personal
information. Workday may be either a controller or a processor, depending on the
scenario. 

 

This Privacy Statement applies when Workday is the data controller of your
personal information (unless a different Workday privacy statement is displayed
when we collect your personal information), and explains how Workday collects,
uses, and shares your personal information for its own purposes. For example,
this Privacy Statement covers when you:

 

 * Visit a Workday website that links to this Privacy Statement
 * Interact with Workday as a representative of a company that has an account
   with Workday (e.g. you are our customer or our supplier)
 * Create or use an account offered directly by Workday (as opposed to our
   customers)
 * Register for or attend a Workday marketing, learning, or training event or
   webinar
 * Provide us with feedback about our products or services
 * Receive a sales or marketing communication from us, including emails or
   telephone calls

 

This Privacy Statement does not cover how we process personal information on
behalf of our enterprise customers as a processor. If you are an employee, a
student, or a job applicant of an organization that uses a Workday product or
service and you have questions or concerns about the personal information your
organization holds in Workday about you (when Workday is a processor), please
direct your request to that organization. Workday cannot respond directly to
your request.

 

If you are a Workday employee or job applicant or you visit a Workday facility,
information about how we use and protect your information is communicated to you
in a separate statement.


HOW WE COLLECT AND USE YOUR PERSONAL INFORMATION.

 

Workday collects and uses personal information for various reasons. When we do
so, we collect only the information we need, will explain to you how it will be
used, and will use it in accordance with applicable laws. 

 

Some jurisdictions, including the European Economic Area (“EEA”), the United
Kingdom (“UK”), and Switzerland, require a legal basis—a reason why Workday is
legally allowed to collect and use your personal information. 

 

Below, we describe (1) in what instances we collect your information, (2) the
types of information we collect in those instances, (3) our purposes for
collection, and (4) the legal bases for collection. 

 





Information provided by you.

Certain parts of our website may ask you to provide personal information
voluntarily: for example, we may ask you to provide your contact details to
create an account with us, to subscribe to marketing communications from us,
and/or to submit inquiries to us. In some cases, we combine the information you
provide. 


 

When you request information from us. When you fill out a contact form or
otherwise contact us to express interest in obtaining information about Workday
or our services, we may ask you to provide us with your contact information such
as name, business email, telephone number, company name, job level, functional
role, and address. 

 

 * Purpose and Legal Basis Under Data Protection Law: We process your personal
   information in reliance on our legitimate interests or your consent (where
   you have opted in to email marketing) to:
   * Fulfill your request and communicate with you
   * Provide you with information about our products, in accordance with your
     marketing preferences (including telemarketing calls and marketing emails)

 

If you are our customer. If you are a representative of a company that has an
account with Workday, we collect your business contact information including
your name, business email, telephone number, and company name. If you contact
Workday for support related to your organization’s use of our products,
services, or events, we will also collect information about the reason for your
inquiry and any other information you choose to provide to us.

 

 * Purpose and Legal Basis Under Data Protection Law: We process your personal
   information in reliance on our legitimate interests or your consent (where
   you have opted in to email marketing) to: 
   * Communicate with you and fulfill your request for Workday support
   * Manage your organization’s account, including invoicing and other
     account-related issues
   * Provide you with information about our products, in accordance with your
     marketing preferences (including telemarketing calls and marketing emails)

 

If you are our supplier. If you are a representative of a company that provides
Workday with products or services, we collect your business contact information
including your name, business email, telephone number, and company name.

 

 * Purpose and Legal Basis Under Data Protection Law: We process your personal
   information in reliance on our legitimate interests to: 
   * Manage your organization’s account, including invoicing and other
     account-related issues
   * Communicate with you and respond to your inquiries 

 

If you are an end user of a Workday-owned account. Typically, when you use a
Workday product through your employer or another Workday customer, your account
is controlled and owned by that organization. In some circumstances, you may
register for an account directly with Workday rather than through your
organization—for example, if you register for an account to access Workday
Community, or as a user of Workday Strategic Sourcing. In those cases, we
collect the account registration information you give us (for example, your name
and email) and your profile information (for example, your company name). In
some cases, you may have the option to personalize your account with additional
information such as a photo, a social media profile, or other personal
information. For services that require it, we also will collect authentication
information, such as mobile number, email address, or other unique verification
identifiers. If you sign up for a Workday training or learning course covered by
this Privacy Statement, we will collect the account registration information, as
well as enrollment and attendance information (including when your registration
is paid for by a Workday customer or partner). If applicable, we may also
collect payment information directly from you. 

 

 * Purpose and Legal Basis Under Data Protection Law: We process your personal
   information to perform or enter contracts or terms of service with you, or if
   we do not have a contract directly with you, in reliance on our legitimate
   interests to:
   * Manage your user account in accordance with the applicable terms of
     service 
   * Ensure that you can log in to use our services and access information you
     need securely and efficiently
   * Deliver requested resources or services to you

 

If you register for events and webinars. When you register for an event or
webinar, we may ask you to provide us with your contact information such as your
name, business email, telephone number, and company name; your health and safety
information such as your emergency contact and your dietary preferences; and
your billing information such as your billing name, billing address, and credit
card number. If you use a Workday event-related mobile application, we may also
collect additional information from your device, such as your photos, contacts,
or geolocation data, in accordance with your device’s privacy settings. 

 

 * Purpose and Legal Basis Under Data Protection Law: We process your personal
   information with your consent (where you have opted in to email marketing) to
   perform or enter contracts or terms of service with you, or if we do not have
   a contract directly with you, in reliance on our legitimate interests to:
   * Manage, plan, and host the event, including to send related communications
   * Improve our future events and our mobile application
   * Improve or enhance your (or your organization’s) experience interacting
     with Workday
   * Provide you with information about our products, in accordance with your
     marketing preferences (including telemarketing calls and marketing emails) 

 

If you provide us with feedback. When you participate in or register for a
Workday-led study or survey, or provide Workday with feedback about our
services, we may ask for certain biographical or demographic information,
including your name, email address, location, company, job, gender, and other
information relevant to the study. For certain studies, we may also take photos,
videos, or audio recordings (with your permission and in accordance with
applicable laws). We also sometimes collect information directly from you about
your satisfaction with Workday products and services.

 

 * Purpose and Legal Basis Under Data Protection Law:
   * We process your personal information with your consent or in reliance on
     our legitimate interests to: 
   * Fulfill the purpose set out in the study or survey
   * Improve your (or your organization’s) experience interacting with Workday

Information collected automatically.

We also collect certain information related to your use of our websites. In some
countries, including those in the EEA, the UK, and Switzerland, this information
may be considered personal data under applicable data protection laws. We may
combine this information with personal information provided by you. In
particular, we collect the following personal information from you
automatically:

 

When you access our websites or content. When you visit our websites, we collect
information about your device and your usage. The information collected may
include your IP address, device type, unique device identification numbers,
browser type, broad geographic location (for example, country or city-level
location), performance, and other usage and technical information. We also
collect information about how you interact with our websites (for example,
referring web page, pages visited, features used) or content (for example, when
you open a marketing email or click on an embedded link). Some of this
information may be collected using cookies and similar tracking technology, as
further explained in our Cookie Notice.

 

 * Purpose and Legal Basis Under Data Protection Law: We process your personal
   information in reliance on our legitimate interests to: 
   * Better understand the visitors who come to our websites, where they come
     from, and what content on our website is of interest to them. We use this
     information for our internal analytics purposes and to improve the quality
     and relevance of our websites to our visitors.
   * Provide, operate, and maintain our websites, including providing access to
     content you have requested.
   * Protect the security and prevent misuse of our websites and services by
     tracking use of our websites and services, verifying accounts and activity,
     investigating suspicious activity, and enforcing our terms and policies.

When you use the Workday mobile application. When you use our mobile app, we
collect certain information from your device such as your device make, model,
and memory. Our application will assign a unique identifier to your device to
help us improve the performance of our applications. Workday does not use this
information for targeted advertising.

 

 * Purpose and Legal Basis Under Data Protection Law: We process your personal
   information in reliance on our legitimate interests to: 
   * Detect crashes, undertake troubleshooting, and understand and improve
     end-user experience with our mobile applications
   * Remotely enable or disable features within the mobile application

 

If you are an end user of a Workday product through a Workday customer. When you
use our products and services through your employer or another Workday customer
(for example, when using a Workday enterprise cloud application), we log certain
systems usage information automatically. This information may include
system-generated identifiers such as IP address, operating system type and
version, whether service tasks and notifications complete, date and time stamps,
and details about which of our products you are using. We do not identify you
from this systems usage information unless your organization first provides us
with instructions to do so, and provides us with certain information about your
end-user account. This may happen in the context of a customer support request
(e.g., when you or your organization ask us to help you resolve an issue you are
having with our products and services).

 

 * Purpose and Legal Basis Under Data Protection Law: To the extent our systems
   usage information is treated as “personal information” under applicable data
   protection laws, we process this personal information in reliance on our
   legitimate interests to:
   * Provide and maintain the functionality of services and products you and/or
     your organization request
   * Assess and analyze your (and your organization’s) experience interacting
     with Workday’s services
   * Undertake research and development in light of this assessment in order to
     improve performance of the services
   * Protect the security and prevent misuse of our services by investigating
     suspicious activity and enforcing our terms and policies

Information obtained from other sources.

We also collect information about you from other sources including third
parties, individuals at your organization, or publicly available sources. We may
combine this information with personal information provided by you.
Specifically, we collect personal information from the following other sources:

 

From third-party providers of business contact information. Workday may collect
business contact information about you from other sources including the
co-sponsors of events attended by Workday, third parties from whom we have
purchased business contact information, and from publicly accessible websites,
such as your company’s website, professional network services, or press
releases. Business contact information may include: first name, last name,
business email, telephone number, company name, job level, functional role,
business street address, and online identifier, as well as previous employers
and roles.

 

 * Purpose and Legal Basis Under Data Protection Law: We process your personal
   information in reliance on our legitimate interests or with your consent
   (where you have opted in to email marketing) to:
   * Provide you with information about our products, in accordance with your
     marketing preferences (including telemarketing calls and marketing emails) 
   * Understand our market and identify potential customer opportunities

 

From your organization. We also may receive information about you from your
organization for the purposes of obtaining or providing services. For example,
another individual at your organization may provide us with your business
contact information so that we can give you access to training materials
purchased by your organization, or to grant you certain administrative
privileges. If your organization is a Workday supplier, your organization may
also provide us with your name and email address so that we can contact you
about the services your organization supplies to us.

 

 * Purpose and Legal Basis Under Data Protection Law: We process your personal
   information in reliance on our legitimate interests to: 
   * Communicate with you about the goods and services provided
   * Manage your (or your company’s) account and provide the requested services
     to you or your company

Sharing your personal information.

Workday may share your personal information with third parties, including with:

 

Affiliates and service providers. Workday may share personal information with
other Workday affiliates and third-party service providers or vendors contracted
to provide services on our behalf (such as email fulfillment providers and
payment service providers). These third-party service providers may use data we
provide to them only as instructed by Workday.

 

Workday partners. When you participate in webinars, events, and other activities
where Workday collaborates with third parties, we may share your contact
information and interests in these offerings or services with these approved
third parties to communicate with you about Workday.  

 

Your organization. Where your organization is a customer or potential customer
of Workday, we may share your personal information with relevant people within
your organization. For example, we may share a list of individuals attending a
Workday event, or share inquiries from end users that should be addressed
directly by the organization rather than Workday.

 

Additional disclosures: Workday may disclose data if we have a good-faith belief
that such action is necessary to (a) conform to legal requirements or comply
with legal processes; (b) protect and defend our rights or property; (c) enforce
our website Terms and Conditions; and/or (d) act to protect the interests of our
customers, users, or others. If Workday goes through a business transition, such
as a merger, acquisition by another company, or sale of all or a portion of its
assets, your personal information may be among the assets transferred, provided
that we inform the actual or potential buyer (or its agents and advisors) that
it must use your personal information only for the purposes disclosed in this
Privacy Statement. 

Protecting your personal information.

We use technical and organizational measures that provide a level of security
appropriate to the nature of the personal information and the risks that are
presented by processing your personal information. However, the security of
information transmitted through the internet can never be guaranteed. You are
responsible for maintaining the security of your password or other forms of
authentication involved in accessing password-protected or secured resources.

Transferring your personal information internationally.

Workday operates as a global business and complies with applicable legal
requirements when we need to transfer, store, or process your personal
information in a country outside your jurisdiction.

 

We take appropriate safeguards to protect your privacy, your fundamental rights
and freedoms, and the ability to exercise your rights. For example, if we
transfer personal information from the EEA, the UK, or Switzerland to another
country such as the United States, we will implement an appropriate data
transfer solution such as entering into “standard contractual clauses” approved
by the European Commission or competent governmental authority (as applicable)
with the data importer.

Retaining your personal information.

We retain your personal information for as long as we have an ongoing legitimate
business need to do so (for example, to provide you with a service you have
requested or to comply with applicable legal, tax, or accounting requirements). 

 

The criteria used to determine appropriate retention periods for personal
information include:

 * The length of time we have an ongoing business relationship with you
 * The amount, nature, and sensitivity of the personal information we process
 * Whether we have a legal obligation to retain personal information or whether
   retaining personal information is necessary to resolve disputes, including
   the establishment, exercise, or defense of legal claims

When we have no ongoing legitimate business need to process your personal
information, we will either delete or anonymize it or, if this is not possible
(for example, because your personal information has been stored in backup
archives), then we will securely store your personal information and isolate it
from any further processing until deletion is possible. 

Certifications.

 



 

Privacy Shield.

Workday adheres to the principles of the EU-U.S. and Swiss-U.S. Privacy Shield
Frameworks, although Workday no longer relies on the EU-U.S. or Swiss-U.S.
Privacy Shield Frameworks as a legal basis for transfers of personal information
in light of the judgment of the Court of Justice of the European Union in Case
C-311/18. To learn more, visit our Privacy Shield Notice here.

 

APEC Cross-Border Privacy Rules System.

Workday’s privacy practices, described in this Privacy Statement, comply with
the APEC Cross-Border Privacy Rules (CBPR) System. The APEC CBPR System provides
a framework for organizations to ensure protection of personal information
transferred among participating APEC economies. More information about the APEC
framework can be found here.

Your privacy rights.

Depending on where you are located and how you interact with Workday, you may
have certain legal rights over the personal information we hold about you,
subject to local privacy laws. 

 

These may include the right to: 

 * Obtain access to your personal information that is being processed by us.
 * Correct inaccurate personal information.
 * Request the deletion of your personal information.
 * Opt out of the sale of personal information. Although this is a right in
   certain jurisdictions Workday does not sell your personal information.
 * Object to the processing of your personal information carried out on the
   basis of our legitimate interests and 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 processed 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.
 * Opt out of marketing communications sent by Workday.
 * Lodge a complaint with a data protection supervisory authority. As a rule,
   you can contact the supervisory authority of your usual place of residence or
   the registered office of the controller.

Workday will not discriminate against you for exercising your rights. Workday
does not make decisions based solely on automated processing that produces legal
or similarly significant effects as part of the processing activities covered by
this Privacy Statement. If your personal information has been submitted to us by
or on behalf of a Workday customer and you wish to exercise any rights you may
have under applicable data protection laws, please inquire with the applicable
customer directly.

 

To exercise your rights with respect to information covered by this Privacy
Statement, please contact us using the contact details at the bottom of this
Privacy Statement or by submitting a request through our Request Portal.

 

Please be aware that we will take steps to verify that you are authorized to
make the request, including validating your name and the email you use when
interacting with Workday. 

Contact us.

If you reside in the EEA, the UK, or Switzerland, Workday Limited in Ireland is
the controller for your personal information, and Workday (UK) Limited is its
representative in the UK.

 

For all other individuals, Workday, Inc. is the controller for your personal
information.

 

If you have any questions about this Privacy Statement, or wish to exercise your
rights, 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

 

 

           


 

Workday (UK) Limited
Attn.: Privacy
7th Floor             
1 Finsbury Avenue
London, EC2M 2PF
United Kingdom

 

If you have an unresolved privacy or data use concern that we have not addressed
satisfactorily, please contact our U.S.-based third-party dispute resolution
provider (free of charge) at https://feedback-form.truste.com/watchdog/request.

Changes to this Privacy Statement.

This Privacy Statement may be amended or revised from time to time at the
discretion of Workday. Changes to this Privacy Statement will be posted on the
website and links to the Privacy Statement will indicate that the statement has
been changed or updated. If we propose to make any material changes, we will
provide notice on this page prior to the change becoming effective. We encourage
you to periodically review this Privacy Statement for the latest information on
our privacy practices.

 

 * Why Workday
   * * Why We're Different
     * Our Technology
     * Trust
 * Products
   * * Workday Financial Management
     * Workday Human Capital Management
     * Workday Adaptive Planning
     * Workday Peakon Employee Voice
     * Spend Management
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