IFM Platform Privacy Policy

I. PREAMBLE

 

Integrated Facilities Management Platform (“IFM Platform”) is a digital platform operated by Sodexo that provides Sodexo’s clients with applications and online services, together the "Service", which may change from time to time in accordance with Sodexo’s multi-client IT licenses. 

 

As a Digital Platform, IFM includes the capability to interact with Sodexo’ s Clients through a Client Web Portal, a Consumer App, Chatbot, email or Phone:

  • to manage Facilities Management Service requests raised by Sodexo’s Clients. These requests will be then handled by a Call / Command Center and then executed on Clients’ Sites by Sodexo with integrated and advanced Service Execution Applications.
  • to manage Conciergerie Service requests raised by Sodexo’s Clients with payment capability. These requests will be then handled through a dedicated application by a specialized Sodexo Conciergerie Service Provider called Circles,
  • To deliver document management and sharing in the Client Web Portal,
  • To deliver KPI, Reports and Dashboards to follow and monitor activities and performance of Services executed by Sodexo through advanced reporting application tool imbedded in the Client Web Portal

 

This Privacy Policy describes how your information is collected, used and shared when you use the Service.

The Service is intended for use by Sodexo’s Clients and in accordance with their instructions and is provided to you (“User” or “You”) as a user identified by your employer or other organization that has authorized your access to, and use of, the Service (your “Organization”).

The Service is separate from other Sodexo services that you may use. Those other Sodexo services are provided to You by Sodexo and are governed by their own terms. However, the Service is provided by your Organization and is governed by this Privacy Policy.

Your Organization is responsible for and administers your account to the IFM Platform. Your Organization is also responsible for the collection and use of any data that You submit or provide through the Service and such use is governed by the terms your Organization has in place with Sodexo.

In addition to this Privacy Policy, your Organization may have additional policies or codes of conduct which will apply in relation to your use of the Service.

If you have any questions about your use of the Service, please contact your Organization.

 

II. WHAT CATEGORIES OF PERSONAL DATA ARE COLLECTED?

 

Your Organization will collect the following categories of personal data when you, your colleagues or other users access the Service:

  • your contact information, such as full name, professional email address, professional telephone number;
  • your username and password;
  • your work title, department information and other information related to your work or Organization;
  • the content, communications and other information you provide when You use the Service, including when You sign up for an account, create a service request, and message or communicate with the chatbot. This can include transactions details when you raise a service request and any interactions during the service request lifecycle;
  • connection data;
  • information that You provide when You or your Organization contact or engage platform support regarding the Service.

 

III. HOW DOES YOUR ORGANISATION USE THIS INFORMATION?

 

Your Organization will share the information that it collects with Sodexo, as provider of the platform, in order to allow Sodexo to provide and support the Service for your Organization and other Users and in accordance with any other instructions from your Organization.

 

IV. DISCLOSURE OF INFORMATION

 

Your Organization discloses the information collected to (without this list being exhaustive):

  • approved third-party service providers, including Sodexo and its affiliates, that assist in providing the Service or part of the Service;
  • to any other third-party service providers that You can use and connect to through the Service.

 

V. ACCESSING AND MODIFYING YOUR INFORMATION

 

You and your Organization may access and correct  information that you have uploaded to the Service regarding your profile . If You are not able to do so using the tools provided in the Service, You should contact your Organization to submit your request . Your Organization will further contact Sodexo to address your request.

 

 

VI. ACCOUNT CLOSURE

 

If You would like to stop using the Service, you should contact your Organization. Similarly, if You stop working for or with the Organization, the Organization may suspend or request Sodexo to suspend your account and/or delete any information associated with your account.

It may take about 90 days days to delete an account after account closure. Please note that content You create and share on the Service is owned by your Organization and may remain on the Service and be accessible even if your Organization deactivates or terminates your account. In this way, content that You provide on the Service is similar to other types of content (such as service requests) that You may generate in the course of your work.

 

VII. CHANGES TO THE PRIVACY POLICY

 

This Privacy Policy may be updated from time to time. When updated the “Effective date" below will be amended and the new Privacy Policy will be posted online.

 

 

VIII. CONTACT

If You have any questions about this Privacy Policy, please contact your Organization.

 

IX. COLLECTION AND USE OF YOUR PERSONAL DATA BY SODEXO

Sodexo may collect and use your personal data for its own purposes, specifically in order to:

  • manage the business correspondence and the contractual relationship with your Organization;

 

  • make available to You, unless objected by You, information and services likely to interest them, and/or satisfaction surveys;

 

  • carry out data analytics and statistical analysis to monitor the quality and operational excellence of the Service.

You have the right to access the personal data we have collected and used about You and to request that this information is corrected or deleted if it is inaccurate, incomplete or irrelevant. You can object to the processing of your personal data or exercise your right to data portability. You also have the right to lodge a complaint with your supervisory authority. You can notably contact our lead supervisory authority, e.g. the French supervisory Authority (the “CNIL”, www.cnil.fr) in France. To exercise these rights or for any questions/and or updates concerning your personal data, you can contact the IFM Platform administrator by sending an email to the following email address: dpa.IFM@sodexo.com . The IFM Platform administrator will advise You with the steps to be followed.[GDPO1]  You can also contact the Sodexo’s Global Data Protection Office at the following address: dpo.group@sodexo.com .   

You can access to our Global Data Protection Policy by clicking on the following link: https://www.sodexo.com/home/legal--privacy/global-data-protection-policy.html