This Privacy Notice applies to the processing of your (“data subjects” “you”, or “your”) personal information in connection your employer’s legal obligations regarding your business travel. This Privacy Notice only pertains to the information provided by you or your employer to Weichert concerning you as the individual Business Traveler.
We are Weichert Workforce Mobility Inc, a company incorporated in New Jersey (U.S. Federal Tax ID # 222692254) and having its head office at: 1625 State Route 10, Morris Plains, New Jersey 07950, USA (“Weichert”, “us”, or “we").
We provide global relocation and workforce mobility services for our customers’ employees and their families. We are a data processor for our customers for the purposes of applicable data protection legislation, including the EU General Data Protection Regulation and the UK General Data Protection Regulation (collectively, “Regulation (EU) 2016/679”, “GDPR”, or “UK GDPR”).
The data controller of your personal data is your employer, whose applicable contact details are known to you pursuant to your receiving authorization from your employer to use the Enterprise Travel Ready tool to monitor business travel compliance.
We are committed to protecting your privacy and your personal data. This Privacy Notice sets out the basis on which we are permitted to process your personal data as a data processor on behalf of your employer.
Your personal data may also include special categories of personal data (including health data or racial, ethnic, religious or political information) or data relating to criminal convictions (together referred to as “sensitive personal data”) where this is relevant to the compliance obligations raised by your destination country of travel.
We use your personal data in order to provide you and your employer with a pre-trip compliance and public health-related assessment in accordance with the legal obligation pursuant to Art. 6 para. 1 sentence 1 lit. c GDPR and UK GDPR and for sensitive personal data, as necessary for the performance of carrying out the obligations and exercising certain rights in the field of employment, social security and social protection law pursuant to Art. 9 para. 2 lit. b) GDPR and UK GDPR and Sec. 26 para. 3 German Federal Data Protection Act. We will then work with you and 3rd party providers in order to meet any obligations related to visas, social security and/or posted worker certificates, and COVID-19 quarantine/testing requirements in accordance with our instructions from your employer.
We do not share any personal data with any other organisation except as follows:
we share your personal data with your employer in order to keep your employer informed of the progress of the assessment; and
we share your personal data, on a strictly “need to know” basis, with our approved vendors for the purposes of delivering the services instructed by your employer; and
we share your personal data, on a strictly “need to know” basis, with any relevant entities or governmental organisations who require this information regarding your business travel, for example regarding visas, social security and/or posted worker certificates, and COVID-19 quarantine/testing requirements.
Our head offices are located outside of the United Kingdom and the European Economic Area (“EEA”) and therefore your personal data, may be transferred to our head offices for our internal reporting and quality control purposes. We use an appropriate data transfer mechanism which ensures the transfer of your personal data is secure when your personal data is transferred outside the United Kingdom or the EEA, and therefore you may be assured that we will treat your personal data with care.
Due to the nature of services [being your travel to international destinations], we may be required to transfer your personal data outside of the United Kingdom or the EEA to our approved suppliers or subcontractors (Grant Thornton and/or Fragomen), or to relevant governmental organisations for the purposes of delivering the services. We confirm that we ensure that our suppliers and subcontractors to whom we may transfer such personal data are contractually obliged to treat your personal data with the same degree of confidentiality and protection as we do.
We will retain your personal data in accordance with your employer’s instructions unless we are legally obligated to retain your personal data for any longer period (for example for tax or immigration reporting purposes).
Should you have any questions concerning the use of your personal data, please refer to Weichert’s Privacy Policy. For more information on your rights as a data subject or other concerns please refer to your employer’s staff privacy policy.
By digitally accepting this Privacy Notice, you hereby explicitly acknowledge that you have read and understand this privacy notice and how your personal data will be processed.
By digitally accepting this form you acknowledge that you have read and understand the Weichert Privacy Notice.