Privacy statement
For the DGSGO employee app (time registration) and its management environment.
Who is responsible
Your employer decides what your data is used for in the app and is therefore the controller. DGSGO provides the software and processes the data on behalf of your employer (processor). Their arrangements are set out in a data processing agreement.
DGSGO is offered by DGS Bouw B.V. (Willem Dreeslaan 223, 2729 NE Zoetermeer, the Netherlands; Chamber of Commerce number 90501039). Privacy questions: hsadat@dgsbouw.nl.
What data we process
- Your employee data: first and last name, e-mail address, phone number, personnel number, language, start and end date and type of employment. Your PIN is stored only as a one-way code (hash).
- Your working hours: when you clock in and out on which project, breaks, travel time and costs you submit, and the decision on such a submission.
- Location: only at the moments the app shows ‘Finding your location…’ on screen: when you look for projects nearby or search again, and when you clock in or out. We do not follow you in between or in the background. We use your position only to check that you are at the work site; we do not keep your coordinates (latitude and longitude) with your records. What we do keep: for clocking in, only whether it went by your location or by the QR code; for stopping your clock, your distance to the project in whole metres, whether you were within the project, and how accurately your phone knew your location. If the app refuses to clock you in or out because you are not on the project, that distance and accuracy also go into the security log.
- Photos of receipts: when you attach a receipt to a cost item we keep that photo. We also use the camera to scan the QR code at the work site.
- Your device: a public key your device uses to sign in, the device's name and status, and, if you turn notifications on, the push token from Apple or Google.
- Messages: the notifications we send you (for example about an approved submission) are kept so you can read them back later.
- Logs: who changed what and when (with the IP address it happened from), and events around signing in, such as failed attempts and lockouts (sometimes also with an IP address).
- Error reports: when the app hits an error we send technical data (device model, app version, a random installation number), never your PIN, location or receipts.
Face ID or fingerprint stays on your device; we receive nothing from it.
What for and on what basis
We use your data to record your hours, have them reviewed and paid, reimburse travel and costs, warn you (for example if you forgot to clock out) and keep the system secure. The basis is performing the employment contract and a legal obligation for your employer's records, and for the security logs a legitimate interest.
Who can see your data
Only the people at your employer who run the administration (owner and administrators, and for their task staff with limited rights). Employees only see their own data. The DGSGO platform team sees data only when needed for support or security; what the team does in your environment is visible to your employer in the log. Your data is not sold and not used for advertising.
Your employer can take your hours out of the app in a report or timesheet and use them in their own accounting or payroll software, such as Exact. What happens to that data afterwards falls under your employer's own privacy statement.
Your rights
Through your employer you can ask for access, correction or deletion of your data, and object to processing. Deleting means your personal data is erased or made unrecognisable; records your employer has to keep then remain without your name. If you have a complaint you can contact the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl).
Security
Traffic is encrypted, PINs are not stored in readable form, devices sign in with their own key, and changes and sign-in attempts are logged. If something does go wrong with your data, your employer reports it as the law requires.
How long we keep data
| What | How long |
|---|---|
| Change log (who changed what) | 2 years; corrections with a reason are kept, because the original value is stored in them. |
| Notifications in the app (messages) | 30 days. |
| Database back-ups | 30 days. A line removed from the log can therefore still sit in a back-up for up to 30 days. |
| Hours, submissions and receipts | 7 years after the end of the calendar year in which they were recorded (your employer's tax retention duty). After that they are deleted. |
| Data of an employee who is no longer active | After the period the employer sets, personal data is anonymised. By default this does not happen automatically. That employee's hours and receipts then stay, without a name, until their own period above has passed. |
| Security log (sign-ins, lockouts) | 2 years. |
Who we share data with
We use the following parties to provide the service.
| Party | What for | Where |
|---|---|---|
| Hosting provider of the servers (CloudMonsters) | Runs the application and the database | The Netherlands |
| Cloudflare R2 | Storage of receipts and back-ups | EU (Western Europe) |
| Resend | Sends e-mail (invitations, notifications) | EU (Ireland) |
| Apple (APNs) and Google (FCM) | Delivering push notifications to your device | Worldwide, under their terms |
| Sentry | Error reports, without recordings of your screen | EU (Germany) |
| Grafana Cloud | Technical logs and metrics of the service | EU (Sweden) |
| OpenStreetMap (Nominatim) | Looking up a project's address. It is a project's address, not an employee's. | Under their terms |
Changes
If we change this statement, the newest version is shown here with the date at the top. For an important change we tell you in the app.