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.
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
Cedar Group Printers
Process welcome letters / offline TRS
Provides benefit portal for Benefex Gateway
|Google Cloud Platform|
Provides the OneHub | Benefits, Reward & Recognition cloud infrastructure
|UK, EEA & APAC|
Process welcome letters / offline TRS
Support ticket submissions by customers’ employees
Support ticket submissions
Mongo DB Atlas
R & R Application Database
Log-in & authentication of users
Provides cache for feed of information in Recognition
Route 101 – Hosted VoIP Solution
Service used in support of customers’ employees
(Only applies to the Communications Manager Module)
|Communications Manager email distribution||USA|
Contacts customers’ employees as part of reward fulfilment
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.