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WORKDAY PRIVACY STATEMENT
Effective: October 8, 2024
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
August 2024 Changes to This Privacy Statement
We clarified language throughout and added detail about sharing of personal
information with Workday partners.
1. Privacy Statement
2. About Workday Privacy
HOW WE COLLECT AND USE YOUR PERSONAL INFORMATION.
Workday collects and uses personal information for various reasons. When we do
so, we 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
categories of information we collect in those instances, (3) our purposes for
collection, and (4) the legal bases for collection. If we need to collect other
personal information from you, we will explain which information we need and why
at the time we collect it.
Information provided by you.
Sometimes, we 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
required by law) to:
* Fulfill your request and communicate with you
* Provide you with information about our products (including telemarketing
calls and marketing emails, in accordance with your marketing preferences)
If you are our customer or prospective customer. If you are a representative of
a company that has (or is exploring) a business relationship 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
required by law) to:
* Communicate with you and fulfill your request for information or support
* Manage your organization’s account, including invoicing and other
account-related issues
* Provide you with information about our products (including telemarketing
calls and marketing emails, in accordance with your marketing preferences)
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 (see ‘If you are an end user of a
Workday product through a Workday customer’ section below). 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).
* 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 (including personalized
interactions)
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 required by law), 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 (including telemarketing
calls and marketing emails, in accordance with your marketing preferences)
If you participate in research with us or otherwise provide us with
feedback. When you participate in or register for a Workday study, survey,
panel, or panel pool, or voluntarily submit certain information to us such as
providing Workday with feedback about our products and services, we may ask for
certain biographical or demographic information, such as your name, email
address, contact information, time zone, location, company, employment status,
tenure, role, job information, gender, age group, 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).
* Purpose and Legal Basis Under Data Protection Law: Where you have entered
into a contract with us, we will process your personal information for the
performance of such contract. If we do not have a contract directly with you,
or otherwise obtain your consent, we rely 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
* Identify the Workday research studies best suited to you based on your
attributes and invite you to participate via email
* Identify potential product improvements or future product developments for
the workforce
* Contextualize your feedback and experience with our products and services
so that we can improve them
* Improve how we conduct research
If you participate in a sales call, online meeting or product demo with
Workday. We may record sales phone calls and online meetings (including audio
and video content where applicable) for training, quality assurance, and
administration purposes. This includes analyzing the content of such calls and
online meetings using AI-powered tools to gain better insights into our
interactions with our customers and prospects. We will always notify you before
a call will be recorded and will obtain your consent where required by law. We
also collect information about your interaction with product demos (such as
demos you access, share, and view with others) to understand your product
interests and provide you with more relevant information.
* Purpose and Legal Basis Under Data Protection Law: We process your personal
information with your consent where required under applicable law or in
reliance on our legitimate interests to:
* Maintain high-quality sales calls, demos and engagements with prospects and
customers
* Provide training and coaching to our sales teams
* Generate automated call transcripts
* Keep our records up to date (for example, in relation to follow-up
meetings, sales opportunities, and updating customer contact details)
* Improve our sales processes and make our sales calls and product demos more
impactful
Information collected automatically.
We also collect certain information related to your use of our websites. In some
jurisdictions in the United States and countries 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 based on your public IP address), 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),
emails, content, or other features (for example, when you open a marketing email
or click on an embedded link, or if you watch videos on our site, or interact
with/message using our chat function). Some of this information may be collected
using cookies and similar tracking technology, as further explained in our
Cookie Notice. We do not collect “sensitive personal information” as the term is
defined by California law beyond what is necessary to provide your requested
services. Accordingly, we do not provide a mechanism for you to request that we
limit our use of sensitive personal information.
* 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 and displaying country-specific information.
* 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
information collected from our mobile app 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 sources. Workday may collect business contact information about
you from other sources including Workday partners, 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. The way in which
these third parties collect personal information is detailed in their own
privacy policies, available on their websites.
* Purpose and Legal Basis Under Data Protection Law: We process your personal
information in reliance on our legitimate interests or with your consent
(where required by law) to:
* Provide you with information about relevant products (including
telemarketing calls and marketing emails, in accordance with your marketing
preferences)
* 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 or to recommend
individuals to participate in our research studies. 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
Disclosing your personal information.
Workday may share or make accessible your personal information to third parties
as follows:
Workday Affiliates. Workday may disclose any of the categories of personal
information described above to affiliates within the Workday group where
necessary to fulfill a request you have submitted or for customer support,
marketing, technical operations, event registration, and account management
purposes.
Service providers. Workday may disclose the categories of personal information
described above to third-party service providers or vendors contracted to
provide services on our behalf (for example, IT and hosting, data analytics,
event services, customer support, call recording, chatbot technology, data
enrichment, email fulfillment, and payment services). These third-party service
providers may use personal information we provide to them only as instructed by
Workday.
Event Sponsors. When you participate in webinars, events, and other activities
where Workday collaborates with third parties, we may disclose the information
described under “if you register for events and webinars” above, such as your
contact information and interests in these offerings or services to these
approved third parties to communicate with you.
Workday partners. Workday may share your personal information with certain
partners that offer supplementary services to those provided by Workday, such as
partners that resell Workday services, to the extent you consent to such sharing
(where required by applicable law) or direct us to intentionally interact with
such third parties.
Your organization. Where your organization is a customer or potential customer
of Workday, we may disclose your personal information to relevant people within
your organization. For example, we may share a list of individuals attending a
Workday event, information about Workday Training courses you have completed, or
inquiries from end users that should be addressed directly by the organization
rather than Workday.
Advertising. When you visit our website, we may enable third parties to use
cookies and other trackers to show you ads on third-party websites that are more
relevant to you. Under some data protection laws, our disclosure of this
information to third parties through cookies and other trackers for targeted
advertising may be considered a “sale” or “share” of personal information.
Please see our Cookie Notice for more information about the types of cookies we
use or click “Cookie Preferences” (link located in the footer of our Website) to
set your preferences and opt-out of the sale or sharing (for targeted
advertising) of your data. Workday does not have actual knowledge that it
“sells” or “shares” the personal information of individuals under 16 years of
age.
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 our
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. Workday may also ask for your consent to disclose your
information to other unaffiliated third parties that are not described elsewhere
in this 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. Following the adequacy decision by the European
Commission, Workday currently relies on the EU-U.S. Data Privacy Framework and
the UK Extension as a legal basis for transfers of personal information from the
EU and UK to the United States. For more information, see the Certifications
subsection below or our Data Privacy Framework Notice here.
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.
Data Privacy Framework.
Workday adheres to the principles of the EU-U.S. Data Privacy Framework (EU-U.S.
DPF), the UK extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy
Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce.
Workday relies on the EU-U.S. DPF, the UK Extension and the Swiss-U.S. DPF as a
legal basis for transfers of personal information. To learn more, visit our Data
Privacy Framework 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, depending on your jurisdiction, 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 or sharing of personal information for targeted
advertising.
* Object to the processing of your personal information carried out on the
basis of our legitimate interests in the EEA, UK, and Switzerland, 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.
Exercising your Privacy Rights.
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. You
must provide the information listed in the Request Portal so that Workday can
verify your identity. Workday will take steps to verify your identity, including
validating your name and the email you use when interacting with Workday. You
may also authorize another person or third party to submit a request to exercise
your rights by providing written permission in conjunction with the submission
of the requested information or by giving the third party your power of
attorney. We will acknowledge your request and provide a follow-up substantive
response within a time period permitted by applicable law. In the event that
Workday needs an extension to fulfill a request, we will notify you. If we deny
your request, we will provide reasons for that denial.
You may opt-out of the sale or sharing of your personal information for targeted
advertising by clicking the “Your Privacy Choices” or the “Cookie Preferences”
link in the footer of our Website and opting out of the Functional and
Advertising Cookies, or by implementing the Global Privacy Control (GPC). For
instructions on how to download and use GPC, please visit
https://globalprivacycontrol.org. See our Cookie Notice for more information.
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.
Lodging a complaint.
You may lodge a complaint with a data protection authority such as the
supervisory authority of your usual place of residence. A full list of EEA data
protection authorities is available here. You can also lodge a complaint with
the Irish Data Protection Commission, which is the competent supervisory
authority for Workday Limited. Alternatively, you may request the details of
your competent data protection authority by using the contact details at the
bottom of this Privacy Statement.
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, 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
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 or you wish to appeal, 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.
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 our customers’ users’ data or
monetize that data by selling advertising. Instead, we sell subscriptions to our
services. Our customers control the data they and their end users put into our
services and how it is used. How we use and disclose our customer
representatives’ data is described in more detail below.
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 (or is
considering) a business relationship with Workday (e.g., you are our customer
or our supplier)
* Create or use an account offered directly by Workday (as opposed to an
account offered by 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.
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