Benefex Data Processing Details
DATA PROCESSING DETAILS
The following table sets out the information which Benefex (including Benefex Limited and/or Benefex Financial Solutions Limited) are legally obliged to provide as data processors of our customers’ personal data where such customers are data controllers.
| Service | Subject Matter | Duration | Nature & Purpose* | Type of Personal Data** | Categories of Data Subject |
|---|---|---|---|---|---|
| OneHub – Benefits | Providing the services outlined in the customer’s OneHub agreement. OneHub is an employee experience platform. | For the duration of any order or agreement | Personal Data is processed for the purposes of the provision of the services provided under agreement between the parties. | Can include: Employee: Employee ID, Employer, Title, Name, Contact details (Address, Email address (work and home)), Date of Birth, Gender, Martial Status, Dependants, NI Number, Position, Grade, Salary, Location, Department. | The employees, former employees of the customer and their dependants where applicable to the benefits which appear in OneHub. |
| OneHub – Reward & Recognition | Providing the services outlined in the customer’s OneHub agreement. OneHub is an employee experience platform. | Employee ID, Employee number, First Name, Last Name, Email address, Job title, Department. Data to be processed may include (at the option of the Customer): Business Unit, Date of Birth, Gender Country, start date of employment, leave date from employment, Manager’s employee ID. Data to be processed may include (at the option of the Employee): profile picture | The employees and former employees of the customer. | ||
| Broking & Consultancy Services | Providing the services outlined in the customer’s agreement for these services. | Can include: Employee: Employee ID, Employer, Title, Name, Contact details (Address, Email address (work and home)), Date of Birth, Gender, Martial Status, Dependants, NI Number, Position, Grade, Salary, Location, Department. | The employees, former employees of the customer and their dependants where applicable to the benefits. | ||
| Benefex Gateway | Providing the services outlined in the customer’s Benefex Gateway agreement. Benefex Gateway is an alternative to OneHub’s employee experience platform which is tailored towards SME customers. | The employees, former employees of the customer and their dependants where applicable to the benefits which appear in Benefex Gateway. |
* The types of processing activities may include any of the types of activities listed as examples in Article 4 of the UK GDPR or EU GDPR.
** A fully detailed list is also available to the customer when the parties work on the data input specification documentation during implementation of the services.
INFORMATION SECURITY MEASURES
A description of our Information Security measures covering the data processing is found here: Benefex information security schedule.
SUB-PROCESSORS
Benefex uses certain sub-processors to assist in providing the Benefex’s services to our customers. The following table identifies the sub-processors currently engaged by Benefex.
| Sub Processor | Processing | UK / EEA / Other |
|---|---|---|
Amazon Web Services | Processes users’ claim receipts for Lifestyle / Flex accounts | EEA |
Cedar Group Printers | Process welcome letters / offline TRS | UK |
Cloud8 | Provides benefit portal for Benefex Gateway | UK |
| Google Cloud Platform | Provides the OneHub | Benefits, Reward & Recognition cloud infrastructure | UK, EEA & APAC |
Hobbs Printers | Process welcome letters / offline TRS | UK |
| Intercom | Support ticket submissions by customers’ employees | EEA |
| Jira | Support ticket submissions | EEA |
Mongo DB Atlas | R & R Application Database | EEA |
Okta | Log-in & authentication of users | EEA |
Redis Aiven | Provides cache for feed of information in Recognition | EEA |
Route 101 – Hosted VoIP Solution | Service used in support of customers’ employees | EEA |
SendGrid (Twilio) (Only applies to the Communications Manager Module) | Communications Manager email distribution | USA |
Tillo | Contacts customers’ employees as part of reward fulfilment | EEA |
Benefex may need to change the sub-processors it engages from time to time, depending upon the businesses and our customers’ needs and requirements. Any changes to the sub-processors engaged by Benefex will only occur in accordance with the terms contained in our Services Agreements with our customers.
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