Legal
How we handle your data
Last updated: March 2025
Workplace Planner (“we”, “our”, or “the Product”) is an enterprise workforce scheduling and management application. This Privacy Policy describes how we collect, use, store, and protect information in connection with the Workplace Planner software and the website workplaceplanner.nl (the “Site”). It applies to customers, administrators, and end users of the Product and visitors to the Site. By using the Product or the Site, you agree to this policy. If you do not agree, please do not use the Product or the Site.
The data controller responsible for the Site and for the Product (where we process personal data) is Mohamed Zouaa, operating as Workplace Planner. Contact: contact@workplaceplanner.nl. For the European Economic Area (EEA) and the Netherlands, you may contact us at this address for privacy-related requests.
Website and contact. When you use the Site or contact us (e.g. via the contact form or email), we may collect your name, email address, and message content. We use this to respond to your enquiries and, where you have consented or we have a legitimate interest, to send relevant information about the Product.
Product (application) data. The Workplace Planner application is designed to be deployed and operated by you (or your organization). Data entered into the Product—such as employee names, contact details, availability, schedules, skills, training, time-off requests, and organizational structure—is processed on your systems (on-premises or desktop) or on infrastructure you control. We do not access, store, or process this data on our servers unless you explicitly engage us for support or configuration under a separate agreement. Where we do have access for support purposes, we process such data only as necessary to perform the requested services and in accordance with your instructions.
License and device information. For license and device activation, the Product may collect and send to our systems (or to systems operated on our behalf) information such as license key, device identifier, and activation status. This is used to verify eligibility and enforce license terms. We retain such data only as long as necessary for licensing and compliance.
Where applicable under the GDPR, we process personal data on the basis of: (a) your consent (e.g. contact form or marketing); (b) performance of a contract (e.g. providing the Product and support); (c) legitimate interests (e.g. improving the Product, security, licensing); or (d) legal obligation. You may withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing before withdrawal.
We retain contact and enquiry data for as long as needed to fulfil your request and, where relevant, for a reasonable period for follow-up or legal purposes. License and device data is retained as necessary for license management and compliance. Application data that you store within your own deployment is subject to your own retention and backup policies; we do not set retention for that data unless we are processing it on your behalf under a separate agreement.
We implement appropriate technical and organizational measures to protect personal data against unauthorized access, loss, or alteration. The Product supports role-based access, secure authentication, and optional on-premises or desktop deployment so that you can keep sensitive workforce data under your control. When data is transmitted (e.g. for contact forms or license checks), we use industry-standard protections where applicable.
We do not sell your personal data. We may share data with service providers (e.g. hosting, email) only to the extent necessary to operate the Site and provide the Product and support. If any transfer is made outside the EEA, we ensure appropriate safeguards (e.g. standard contractual clauses or adequacy decisions) where required by law.
Depending on your location, you may have the right to: access your personal data; rectify inaccurate data; request erasure; restrict processing; data portability; object to processing; and, where applicable, lodge a complaint with a supervisory authority (in the Netherlands, the Autoriteit Persoonsgegevens). To exercise these rights, contact us at contact@workplaceplanner.nl. For data that is processed by you within your own deployment of the Product, you are the data controller and should handle requests from your employees and users in accordance with your own policies and applicable law.
The Site may use essential cookies or similar technologies necessary for operation (e.g. session management). We do not use non-essential tracking or advertising cookies on the Site without your consent. You can adjust your browser settings to limit or block cookies.
We may update this Privacy Policy from time to time. The “Last updated” date at the top will be revised when changes are made. Continued use of the Site or the Product after changes constitutes acceptance of the updated policy. We encourage you to review this page periodically.
For any questions about this Privacy Policy or our data practices: contact@workplaceplanner.nl. Workplace Planner · Mohamed Zouaa.