DO NOT PROCEED TO USE OUR WEBSITE OR SERVICE IF YOU OBJECT TO ANY ASPECT OF THIS POLICY.
Who are we?
SHAPE is the System for Health, Attendance, Productivity and Engagement. Our website offers general information about what we do, provides broad guidance on topics related to our Service, and allows you to communicate with us.
Our Service allows “employer organisations” (“employer”) to engage their staff with a comprehensive online survey, report and resources to improve personal, team and company performance.
The Service is accessed securely by signing up/in via instructions provided to you by your employer after we have entered into a contractual arrangement with them. While your employer will be aware of your participation in the Service through aggregated reporting, we do not share your results with anyone other than you.
Despite our best endeavours, we are not responsible for the correct rendering of our website or Service on all web browsers.
Our legal basis for collecting and processing your data is legitimate business interests and fulfilling our contractual obligation with your employer. We rely on factual service messages to successfully deliver the Service to you. These communications are not classified as marketing messages and are exempt from explicit consent. We will seek your consent to collect and/or process sensitive data, or for marketing or promotional purposes, or direct marketing.
Data we collect outside of the Service?
We do not track individual visitors nor collect any personal information when you browse our websites (www.shapepowered.com. or related domains we operate).
We do collect data you share via email directly to our general email addresses, such as email@example.com, or specific employee addresses. We also collect and retain the data you provide through the contact forms on our website.
When we connect with you through social media, we will collect data you make available through those social media channels within the public domain.
Data we collect when you use the Service
We automatically collect some data about your use of the Service. We like to know which third party sites you came from to access the Service, so we can offer you a personalised experience.
We track your usage of the Service and collect data on date, time, location, frequency, duration of usage and confirmation of email delivery. We retain technical information about your computer or mobile device for system administration and analysis, including your IP address, URL clickstreams, unique device identifiers, operating system, and network and browser type to ensure our Service meets the needs of the technology you use.
During survey completion, we collect the following data to help us provide an accurate report to you:
- non-personal data which includes any data we cannot use to identify you without coupling it with your personal data;
- personal data, such as your name and email address; and
- sensitive data, such as health status. We request your consent prior to collecting sensitive data.
We perform automated processing of data we collect through the Service to provide a confidential report about how to improve personal, team and company performance.
How do we use your data?
The data you provide is used in the following ways:
- anonymised, aggregated and used for our business purposes; or
- processed and converted into reports and data analysis; or
- numerical scores that inform you of your productivity and performance, and how you compare with other employees. We aggregate and anonymise your data when sharing with any audience, and shall seek your approval to waive your anonymity if there is a possibility of identification; or
- research purposes for general product development and improvement with our academic and research partners; or
- ability to present you with appropriate and relevant information and guidance on how to improve your general health and productivity; or
- for advertising, marketing and public relations activities. We shall always request your consent to send you marketing communications, and you may opt-out of this whenever you wish; or
- to carry out communication, service, billing and administration, including the processing of enquires, correspondence, concerns or complaints you have raised; or
- to gather feedback on the Service and to help us evaluate and improve the Service; or
- to notify you about changes to the Service, including informing you about new versions, features, functionality, and service offerings; or
The data we automatically collect is used in the following ways:
- to execute and upgrade the Service and improve user experience, including ensuring that content is presented effectively for you and for your computer/device; or
- for internal operations, including troubleshooting, testing, research, statistical and survey, report and resources improvement purposes; or
- to keep the Service safe and secure.
The data we collect outside the Service is used in the following ways:
- for evaluation, maintenance and development of our website or marketing information e.g. social media; or
- responding to your enquiries or contacting you with the data you provided; or for evaluation and optimisation of our Service.
Regardless of the above categories, it may also be necessary for us to process your data, where appropriate and in accordance with local laws and requirements, in connection with exercising or defending legal claims. This may arise for example where we need to take legal advice in relation to legal proceedings or are required by law to preserve or disclose certain information as part of the legal process.
Retaining your data
Your data shall be retained for two years after the date your company completes their contract with us. Within two years your data shall be anonymised, i.e. stripped of personally identifiable information (PII), aggregated, and used for our business purposes. This aggregated non-identifiable data may be stored for an extended period.
We disclose data we collect from you to authorised employees, officers, agents, suppliers or subcontractors, insofar as is reasonably necessary for the purposes of performing our contractual obligations with your employer, and as set out in this Policy.
We may also share your data in the following circumstances:
- to IT service providers who manage our IT and back office systems and communications networks to the extent that we are required to do so by law; or
- in connection with any legal proceedings or prospective legal proceedings; or
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); or
- to your employer in the event of risk of harm to self or others; or
- to the purchaser (or prospective purchaser) of any business or asset which we are (or are contemplating) selling; or
- to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that data where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that data.
Except as provided in this Policy, we shall not provide your data to third parties.
We have implemented appropriate technical and organisational measures to protect the data we receive from you through communicating via the website and your use of the Service. We also follow accepted industry standards to protect the data submitted to us, both during transmission and once we receive it using reasonable organisational, technical, and administrative measures designed to protect your data.
Unfortunately, no data transmission over the Internet or data storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of your SHAPE account has been compromised), please immediately notify us using the website “Contact Us” function, or find contact details below.
The password issued to you for your SHAPE account must be treated as sensitive and confidential information. You are responsible for keeping your password safe. In the event that you suspect your SHAPE account (including password) has been compromised, you are responsible for changing your password and reporting the incident to us immediately.
Your Rights under the EU General Data Protection Regulation
When using the Service and submitting data to us, you have certain rights under the General Data Protection Regulation ("GDPR") and other laws. SHAPE adheres to the Data Protection Act 2018 which is the UK’s implementation of GDPR. Depending on the legal basis for processing your data, you may have some or all of the following rights:
You have the right to be informed about the data we collect from you, and how we process it.
You have the right to access your data.
You have the right to have your data corrected if it is inaccurate or incomplete.
You have the right to request the removal or deletion of some of your data.
You have a right to ‘stop’ or restrict the processing of your data for certain purposes. When your data is restricted, we are permitted to store your data, but not to process it further.
You have the right to request a copy of your data in a machine readable format. You can go to the SHAPE Menu and follow the instructions to get your Personal Data File.
You have the right to object to some of our processing of your data.
You have the right to request we review our decision about you that we base solely on automated processing.
Enquiries and Complaints
We commit to resolve your enquiries and complaints about your privacy, our collection or use of your data, and any other issues you may face while using our website and Service. We invite you to e-mail us with enquiries, suggestions and complaints at: firstname.lastname@example.org.
You have the right to file a complaint with supervisory authorities if your data has not been processed in compliance with GDPR. If the supervisory authorities fail to address your complaint properly, you may have the right to a judicial remedy.
We want to be totally transparent with you. To provide a secure and high-performance session, a number of cookies are both recommended and allowed. These are called Functionality cookies (or sometime referred to as ‘strictly necessary cookies’) and the ICO accepts implied consent. These cookies help us with very practical things like remembering your username, region and language settings. It’s about doing the absolute minimum to ensure you get the best experience every time you visit us.
International data transfers
We are a global business. Data may be stored and processed in any country where we have operations or where we engage service providers. Service providers are limited to technical support and technical infrastructure, where we have entered into appropriate arrangements for transfer with those third-party service providers. Therefore, we may transfer data that we maintain about you to recipients in countries other than the country in which the data was originally collected, including to the United States. Those countries may have data protection rules that are different from those of your country. However, we have taken appropriate steps to ensure that any such transfers comply with applicable data protection laws and that your data remains protected to the standards described in this Policy. In certain circumstances, courts, law enforcement agencies, regulatory agencies or security authorities in those other countries may be entitled to access your data, but only with appropriate authority.
If you are located in the European Economic Area (EEA) or Switzerland, we comply with applicable laws to provide an adequate level of data protection for the transfer of your data to the US.
Some non-EEA countries are recognised by the European Commission as providing an adequate level of data protection according to EEA standards. For transfers from the EEA to countries not considered adequate in their protection of data privacy by the European Commission, we have ensured that adequate measures are in place, including by ensuring that the recipient is bound by Standard Contractual Clauses (SCCs), or an EU/UK-approved code of conduct or certification, to protect your Personal Information. SHAPE adheres to the principles of the EU-US and Swiss-US Privacy Shield Frameworks, although we no longer rely on this Framework as a legal basis for transfers of personal data following the judgement related to Case C-311/18 by the Court of Justice of the European Union. SHAPE commits to the use of SCCs and Additional Safeguards, as deemed appropriate.
SHAPE complies with the Office of the Australian Information Commissioner (OAIC) in relation to cross-border data flows outlined in Chapter 8/APP 8, whereby an APP entity may disclose personal information to an overseas recipient who is subject to a law, or binding scheme, that has the effect of protecting the information in a way that, overall, is at least substantially to the way APPs protect the information.
Use of information and resources
During your use of the Service, you may download resources we provide. These resources are owned exclusively by us. You may share these resources strictly with work colleagues only, but not copy, publish, display or alter these resources in whole or part for any purpose whatsoever.
You may comment about and re-share resources we publish via social media. You hereby grant us a world-wide, royalty free, fully paid up, irrevocable, perpetual, transferable, sublicensable license, under all your intellectual property rights, to use, copy, modify, transmit, publicly display, create derivative works of, and publish your public statements.
Use of our website and social media information or resources is entirely at your own risk. While browsing our website you may see references and hyperlinks to third-party websites. We are not responsible for any third-party content.
Changes to this Policy
As we develop new products and services, deploy new technologies and develop new uses for information, we will review and update this Policy to reflect these changes. In addition, from time to time we make organisational, stylistic and grammatical changes to present our practices in a way that makes this Policy easy to read. Any changes may be made without prior notice and updated on this webpage.
Use by Minors
While we acknowledge some organisations may employ persons younger than the age of 18, the Service is not directed to individuals under the age of 18.
Lodging a complaint with the Regulator
Relevant EEA Regulator Contact: You may lodge a complaint with a supervisory authority competent for your country or region. Please click here (link is external) for contact information for such authorities.
Relevant non-EEA Regulator Contact:
Australia - Privacy Commissioner - email@example.com
Japan - Personal Information Protection Commission - https://www.ppc.go.jp/en/
New Zealand – The Privacy Commissioner’s Officer firstname.lastname@example.org
South Africa – Information Regulator - email@example.com
USA – The Federal Trade Commission - https://www.ftccomplaintassistant.gov