Privacy Notice for Potential Clients, Clients, Administrators and Users of the JOIN2WORK Platform

The JOIN2WORK Platform is a complete technological solution for human resource management, which operates through the Internet site https://join2work.com/login/.

I. Identity and address of the Data Controller.

The person responsible for processing the personal data you provide is OUTSOURCE EMPRESARIAL, LIMITED, (hereinafter “J2W” or the “Data Controller”).

II. Collected personal data.

• For potential Clients and Clients, we may process personal data of identification, employment, contact, biometrics and location (according to functionality and terms of the contracted service). Sensitive personal data will not be processed.
• For Administrators and Users, in order to comply with the purposes indicated in this Notice, J2W will process identification, contact, employment, location (address) data, patrimonial data, financial data, identification data of the device through which it is accessed, IP, biometrics, entry and exit records and uses of the Platform (also according to functionalities and terms of the contracted service). Please be informed that, if applicable, geolocation of personal data that could be considered sensitive will be processed. The processing of personal geolocation and biometric data (when the service is contracted under those terms) is applicable for cases in which work is carried out under the “Home Office” scheme, and location must be reported and/or to verify the identity of the person using the Platform, such personal data is processed in the record of the beginning or end of the working day or breaks. Due to J2W functionalities that allow you to request certificates, disabilities or to keep record of days effectively worked, sensitive personal health data could be processed.

III. Purposes for the collection.

A. In the case of Potential Clients and Clients (actual), the Data Controller may process your personal data for the following primary purposes:

1. Contact you as a client to offer services by various means, such as telephone, email, SMS messages, instant messaging tools such as WhatsApp or Telegram, or through social networks.
2. Schedule appointments to visit or contact you and offer you J2W services.
3. Follow up on the activities conducted with potential clients.
4. Submit business proposals and quotes.
5. Follow up on the commercial proposals.
6. Make statistical reports of the activities conducted with potential clients.
7. According to the activity of the potential client, conduct the risk class classification.
8. Draft the document stating the commercial relationship with the Data Controller.
9. Identify the representatives of the parties (for entities or individuals).
10. Locate you for compliance with agreement terms.
11. Identify you to provide services.
12. Register as a client to monitor and control the contracted services.
13. Contact you to communicate situations related to the provision of contracted services.
14. Identify specific situations to provide customer service and propose, execute and monitor corrective actions.
15. Record and report the activity conducted within the tools or systems used by the Data Collector and its administration.
16. Apply satisfaction surveys of the services provided by the Data Collector and analyze their results.
17. Contact you to improve the services of the Data Controller and thank you for your preference.
18. Send you the invoices that support the collection of services rendered.
19. Perform collection acts, either by phone, mail or at your home.
20. Provide role onboarding-offboarding services, administration, and technical support regarding the tools or systems that you use and are managed by J2W.
21. Send you documentation by courier for your review, signature, acceptance, knowledge and/or use.
22. Identify you to authorize your entry to the Data Controller’s facilities, assist you by telephone and/or by any means you use to contact J2W.
23. Follow up and provide attention to procedure requests made before J2W.
24. Follow up on legal or contractual obligations.
25. In case of being in the facilities of the Data Controller and suffering an accident, provide aid.
26. Elaborate operational, statistical or historical reports.
27. Through video surveillance systems, the monitoring of activities conducted within the facilities of the Data Controller.

B. In the case of Administrators, the Data Controller may process your personal data for the following primary purposes:

1. Management and control of the Platform.
2. Identification for the management, configuration and administration of username and password for the Platform’s use.
3. Configuration of permissions within the Platform.
4. Providing you with the personal data with which your user is registered for consultation.
5. Displaying messages that other users send you through the Platform.
6. Delivering the messages you send through the Platform to other users.
7. Sending and receiving notices via email.
8. Providing technical support.
9. Offering attention and follow-up to queries and requests related to the Platform, as well as contacting you to make clarifications or follow-up on these.
10. Generating reports and statistics on the use of the Platform and the records contained in it.
11. Using the check-in function for recording entries and exits during working hours, whether in remote work or on-site at the offices where you work. This mode may include or not include the use of biometrics as part of the functionality.
12. Managing the deactivation of your user within the Platform.

 
C. In the case of Users, namely collaborators and leaders, the Data Controller may process personal data for the following primary purposes:

1. Identification for the management, configuration, and administration of your username and password for the use of the Platform.
2. Configuration of permissions within the Platform.
3. Providing you with the personal data with which your user is registered for consultation.
4. Provide your information to other authorized J2W Users for the use of authorized functionalities according to the roles and permissions designated on the Platform.
5. Grant you access to use the Platform in its various functionalities: Viewing activity reports within the Platform; Linking your Microsoft, Google, and Zoom accounts to the Platform; Registering, managing, and administering your working hours, schedule, meetings, hours worked, vacations (permissions, requests, anticipated days); Registering, managing, and administering objectives and tasks, and the activities to fulfill them; Control and management of assigned computing equipment; Administration and consultation of receipts and payment history; Control, management, and notification of requests for certificates related to your work activities; Sending you internal communications, news, or emails.
6. Management and synchronization of your calendar, schedule, and events, both on the Platform and in third-party services integrated with it.
7. Using the check-in function for recording entries and exits during working hours, whether in remote work or on-site at the offices (on-site). This mode may or may not include the use of biometrics as part of the functionality.
8. Management and synchronization of meetings integrated with third-party videoconferencing services.
9. Displaying messages that other users send you through the Platform.
10. Delivering the messages you send through the Platform to other users.
11. Sending and receiving notices via email.
12. Providing technical support.
13. Offering attention and follow-up to queries and requests related to the Platform, as well as contacting you to make clarifications or follow-up on these.
14. Generating reports on the use of the Platform and the records contained in it.
15. Managing the deactivation of your user within the Platform.

The following provisions will be applicable to all data subjects covered by this Privacy Notice:

 
IV. Secondary Purposes

Additionally, we will use your personal data for the following secondary purposes:

1. Invite you to events organized by J2W.
2. Have a control of attendees and evidence of events conducted by J2W.
3. Send you information issued by J2W.
4. Preparation and dissemination of advertising with your identification data (photographs, videos, audio of events conducted by J2W).
5. To have your image and your testimony about your experience with Platform, as well as to publish it in your own and/or third-party media (verbatims).

If you do not want your personal data to be processed for any or all the secondary purposes, from this moment you can notify us by sending an email to the address dataprivacy@join2work.com.

For cases in which personal data is obtained indirectly, you have a period of 5 (five) business days (from the first contact that the Data Controller has with you), to send an email to the address dataprivacy@join2work.com, expressing the refusal to have your personal data processes.

 
V. Retention Period

We will retain personal data for: (i) the time necessary to provide the relevant services; (ii) any retention period required by local law; or (iii) the end of the period in which litigation or investigations involving your personal data may arise. When personal data is no longer necessary or relevant for the purposes, it will be securely deleted.

 VI. Security measures to protect your personal information

Your personal information will be safeguarded under strict confidentiality, and to reasonably prevent its improper use or disclosure, we have implemented physical, technical, and administrative security measures in accordance with the LPDP. We have a privacy policy, training courses for our employees, restricted access to personal information only to authorized users, a privacy officer, an inventory of personal data (properly classified by data category), treatment systems, risk analysis, and contractual clauses.

VII.Transfers 

To comply with the purposes described above and others that are legally required or by competent authorities, through a well-founded and motivated request, the following transfers of your personal data will be made:

International transfer of your personal data.

By accepting this notice, you explicitly acknowledge and agree that the Data Controller may communicate/transfer the personal data you have provided and/or those to which it may have had access according to the above, locally or internationally, to: (i) any of the members of J2W and/or affiliated companies, subsidiaries, branches, representatives, or associated entities of J2W; (ii) third-party providers of administrative, infrastructure, and other types of operational support services (such as cloud services, DRP, and/or user support activities); and/or (iii) any competent authority or regulator as a result of a duly founded and motivated request. J2W will always require those to whom your personal data is transferred to comply with adequate confidentiality, protection, and security standards for this data, especially when such third parties are in countries that do not have adequate data protection legislation according to the parameters established by the local authorities and local legislation in this matter.

If you do not wish for your personal data to be transferred concerning those transfers for which your consent is necessary, we ask that you inform us at any time via email at dataprivacy@join2work.com.

VIII. Rights and/or revocation of consent

Usted o su representante legal podrán ejercer cualquiera de los derechos de rectificación, actualización, cancelación o la eliminación, de sus datos, comunicándose vía correo electrónico a la dirección dataprivacy@join2work.com, el cual es administrado y atendido por nuestro Comité de Datos Personales.

You or your legal representative may exercise any of the rights of access, rectification, cancellation or deletion of your data, by communicating it via email to the address dataprivacy@join2work.com, which is managed and attended by our J2W Personal Data Committee.

You must submit a request that: (i) Indicates the name of the applicant, and if applicable, of your legal representative; (ii) Prove the personality of the applicant, and if applicable, of your legal representative; (iii) Indicate the address and/or email where you can be reached; (iv) Identify the right to be exercised and the data on which it is required to exercise it – if it is a right of correction, indicate the data to be corrected and the correction to be made, or, if it is a right of opposition, indicate the secondary purposes on which you want to exercise the right. Failure to comply with the point indicated in number (iii), the request will be considered as not submitted.

Once J2W receives the request, it will have 5 (five) business days to verify compliance with the provisions of the previous paragraph. In the event that your request is incomplete or there is an error, J2W will let you know and you will have 10 (ten) business days to comply with the request that we made, if not done within such period, the request will be considered as not submitted.

Once the request has been received, meeting all the requirements, J2W will have 20 (twenty) business days to notify you of the origin of your request. Once the previous notification has been made, and if the exercise of the right is appropriate, J2W will have 15 (fifteen) business days to make the right effective.

The deadlines indicated in the previous paragraph may be extended for the same time indicated for a single occasion and justified cause.

 IX. Limitation and/or Disclosure of your data.

You may limit the use or disclosure of your personal data by making your request via email to dataprivacy@join2work.com. If your request is appropriate, you will be registered in the list that the Company has for such purpose.

 X. Data retention regarding third-party apps and use of third-party apps.

We only retain personal identification data regarding the entry to such applications, which is collected to improve your experience in the interaction and use of it within J2W. Regarding the integration with the Google, Zoom and Microsoft service, you are informed that we obtain your identification and agenda data for the synchronization of calendars and events through videoconference with J2W and provide you with such functionality integrated into our technological solution.

We inform you that such personal data is kept for the time required for the provision of the service provided by J2W in accordance with applicable legislation. The provision of this Privacy Notice and the use of J2W configures your tacit consent for the processing of your personal data.

Likewise, we inform you that the processing of your personal data executed by the use of third-party tools is the responsibility of the companies that own such technology; therefore, we recommend that you review the Privacy Policies that govern the service of each of them. Next, we make available the websites that you can consult for such purposes; however, we suggest you visit the main website of the provider in question, in order to consult the current and applicable policies for each case: i) For Microsoft, we suggest you visit the site https://account.live.com/consent/Manage and/or https://myapps.microsoft.com; ii) For Google, we suggest you visit the site https://developers.google.com/terms/api-services-user-data-policy and/or https://policies.google.com/privacy?hl=es, and for Zoom https://explore.zoom.us/es/privacy/.

 XI. Use of Cookies, web beacons or other similar technologies

Through our website  https://join2work.com/login/ we use cookies and other technologies, through which it is possible to monitor your behavior as an internet user, as well as to provide you with a better service and experience while browsing our page. The personal data that can be obtained through the use of these technologies are the following: locations, source IP address, browser used, operating system, access devices. These technologies may be disabled by following the procedures of the Internet browser you use.

XII. Personal data subject residing in the European Union.

Your personal data will be processed by Outsource Empresarial, Limited, located at Europlaza, Tower 1 8º floor, office 804, 5ª avenue 5-55, zone 14, Guatemala City, Guatemala and the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016, on the protection of natural persons regarding the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), will only apply in cases where the data subject resides in the European Union.

To comply with the principle of transparency, we inform you: 

1. The identity and contact details of the Data Collector: To comply with this requirement, the provisions of numeral I of this instrument will be followed.
2. The contact details of the data collection delegate: To comply with this requirement, the provisions of numeral IV of this instrument will be followed, in particular, you must consider that the contact for issues related to the processing of your personal data is the J2W Personal Data Committee, located at Europlaza, Tower 1 8º floor, office 804, 5ª avenue 5-55, zone 14, Guatemala City, Guatemala, and you may contact it via email dataprivacy@join2work.com.
3. The purposes of the collection to which the personal data is destined and the legal basis of the collection. To comply with this requirement, the provisions of numeral III of this instrument will be followed. Besides, you are informed that the legal basis for the collection is updated in the assumption that the processing of your personal data is necessary to provide the contracted service regarding the use of J2W; therefore, collection is necessary for the fulfillment of the legal obligations of the Data Collector. In the case of potential clients, the legal basis is their tacit consent before the provision of this notice.
4. The recipients or categories of recipients of personal data. To comply with this requirement, the provisions of numeral IV of this instrument will be followed.
5. The intention of the Data Controller is to transfer personal data to a third country or international organization. To comply with this requirement, the provisions of numeral V y IX of the notice herein will be followed.
6. The period during which the personal data will be kept. The term for which the personal data will be kept will be identified in two stages: The first refers to the time for which your personal data is used for the primary purposes indicated in numeral III of this instrument, and at the end of such period, your personal data will be kept in the second stage regarding the blocking of your personal data, which will attend the time established by the legislation that regulates the provision of the service. Specifically, the Data Controller has a specific Policy that governs the retention periods of your personal data, in particular, the blocking time of your personal data will be 10 years from the conclusion of the execution of the primary purposes stated above. Once this period has expired, and in accordance with the policy, your personal data will be deleted.
7. The existence of the right to request from the data controller access to the personal data relating to the interested party, and its rectification or deletion, or the limitation of its processing, or to oppose the processing, as well as the right to data portability. For you to exercise the rights indicated above, the provisions of number VI of this instrument will be applicable, however, the specific rules for processing the corresponding request, the applicable precepts will be applicable according to the Regulation (EU) 2016/679.
8. The right to file a claim with a supervisory authority. You may file a claim with the corresponding control authority in accordance with the applicable jurisdictional authority.
9. The source from which the personal data originates. If personal data is not obtained directly from the data subject, you are hereby informed that the source of origin is the J2W client who contracts the Platform to provide it as a tool to its collaborators or employees. Likewise, Users or Administrators of the Platform may enter personal data of other Data Subjects, which are necessary for the configuration and/or use of the Platform.
10. In this case, the provisions of numeral V of this section will apply, in which personal data is transferred encrypted to social networks to identify the profile of our users with the aim of prospecting new clients.

XIII. Changes to privacy notice.

Any changes to the document herein will be published on our website.

Update: February 10, 2025.