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Client Data Protection Policy

Client Data Protection Policy

Outdesk (“we,” “us,” or “our”) is committed to protecting the privacy of our clients’ data. This Data Privacy Policy (“Policy”) outlines the types of personal data that we collect, how we use and protect that data, and the measures we take to ensure compliance with applicable data privacy laws and regulations.

Collection and Use of Personal Data

We may collect personal data from our clients to provide outsourcing services. The types of personal data that we may collect include, but are not limited to:

  • Names and contact information of our clients and their employees responsible for managing the outsourcing services we provide.
  • Log-in credentials to access the client’s cloud-based software, browser-based applications, and other tools required to perform the services. These credentials are typically provided to individual staff email accounts, which are used in daily operations with our client’s businesses.
  • We do not collect any personal information of our client’s customers or employees, except where required to perform our services and with the client’s explicit consent.
  • Financial and billing information.

Outdesk only uses personal information for the purposes for which it was collected and in accordance with our client’s instructions.

Sharing of Personal Data

We may use personal data for the following purposes:

  • Providing outsourcing services to our clients.
  • Communicating with clients and their employees.
  • Invoicing and payment processing.
  • Compliance with legal and regulatory obligations.

Outdesk may disclose personal information to third-party service providers, such as IT providers, payment processors, or other service providers, but only where necessary for the performance of our services and where those third parties are bound by confidentiality obligations.

Data Security and Retention

Outdesk employees providing outsourcing services are engaged by our clients and work within the client’s ecosystem, including their cloud-based software and browser-based applications. Employees only have access to personal information strictly necessary for their duties and are bound by strict confidentiality obligations.

We take appropriate measures to protect personal data from unauthorized access, alteration, disclosure, or destruction, including:

  • Limiting access to client data to employees who need it for their job duties.
  • Using secure and encrypted cloud-based software and other tools.
  • Regularly monitoring access to client data.
  • Implementing data retention policies to ensure that client data is deleted when no longer needed.

Outdesk employees only download and store company data when strictly necessary, and such data is stored in encrypted form on Outdesk’s secure servers. We remove company data from employees’ hard drives regularly or as instructed by the client.

Outdesk retains personal information only as long as necessary to fulfill its purposes, including legal or regulatory requirements.

Client Responsibilities

Clients are responsible for:

  • Complying with all applicable data protection laws and regulations regarding their customers’ personal data.
  • Providing necessary consents and notices related to the collection, use, and disclosure of personal data.
  • Providing accurate and up-to-date personal data of their employees managing the outsourcing services.
  • Ensuring their employees are aware of the collection and use of their personal data by Outdesk.

Consent

Outdesk obtains explicit consent from clients for the collection, use, and sharing of information, ensuring that such consent is specific, informed, and freely given.

Data Subject Rights

Individuals have certain rights with respect to their personal data, including the right to access, correct, and delete their personal data. Data subjects should contact their employer or the Outdesk client responsible for their personal data to exercise these rights.

Changes to This Policy

We may update this Policy to reflect changes in our practices or for operational, legal, or regulatory reasons. Notice of material changes will be provided on our website or through other appropriate means.

Contact Us

If you have any questions or concerns about this Policy or our data protection practices, please contact us: