Privacy Policy
Published by Datum Software Inc. ("DATUM")
1. Who We Are and What This Policy Covers
1.1 DATUM provides construction safety and workforce software to construction companies. Your employer, or the company that engaged you, uses DATUM to keep its safety records, its worker records, and in some cases its time records.
1.2 This policy explains what personal information DATUM handles, why it is handled, who can see it, and what rights you have.
1.3 This policy applies to the DATUM websites, the DATUM applications, and the DATUM mobile applications.
2. The Most Important Thing to Understand
2.1 The company you work for owns the information about you that is held in DATUM. DATUM holds that information on your employer's behalf. DATUM does not own it, does not sell it, and does not use it for its own purposes.
2.2 Your employer decides what information is collected about you, who within the company can see it, and how long it is kept.
2.3 This means that if you want to see your information, correct it, ask why it was collected, or make a complaint about how it is used, you should contact your employer first. DATUM will help your employer answer you, but DATUM is not permitted to give out or change your records without your employer's authority. Section 10 explains what to do if you cannot resolve the matter with your employer.
3. What Information Is Collected
3.1 Depending on which parts of DATUM your employer uses, the following information about you may be held.
3.2 Who you are.
Your name, telephone number, electronic mail address, worker number, trade or role, employment status, the site or sites you are assigned to, your supervisor, and your start date.
3.3 How you sign in.
A personal identification number or access code, and information about the device you use to sign in.
3.4 Your certifications and qualifications.
Photographs or scans of your tickets and certificates, the issuing body, the certificate number, and the expiry date.
3.5 Your time and pay records.
When your employer uses the time and attendance features: the times you start and finish, breaks, the site or job you worked on, and the location of your device at the moment you clock in or out. Location is recorded at that moment only. DATUM does not track your location continuously and does not follow you when you are not clocking in or out.
When your employer uses the payroll features: your rate of pay, the date each rate took effect, and your earlier rates. Only the people your employer has authorized to see pay can see them.
3.6 Your safety records.
Orientations you have completed, procedures you have signed off, hazard assessments you have filled in or been part of, inspections and observations you have completed or that name you, incidents and near misses that involve you or that you witnessed, statements you have given, meetings you attended, and any corrective action or discipline your employer records.
3.7 Your signature.
When you sign something on a screen, the image of that signature is stored with the record you signed.
3.8 Photographs.
Photographs taken in the field and attached to records. You may appear in some of these.
3.9 Notes.
Free text written by you or by a supervisor within a record.
3.10 Technical information.
Basic information about your visit, including the type of device and browser, error messages, and how long a page took to load. This is used to keep the software working and secure.
3.11 Permissions on your phone or tablet.
Where you use a DATUM mobile application, it may ask your permission to use the camera (to photograph certificates, equipment, and site conditions), your photo library (to attach a photograph you already have), your location (only at the moment you clock in or out, and only where your employer uses the time features), and notifications (to tell you that something needs your attention). You may refuse a permission, and you may withdraw it later in your device settings. The related feature stops working when you do. DATUM does not use your location in the background and does not follow you between punches.
3.12 DATUM does not ask for and does not want your social insurance number, your banking details, or your medical records, unless your employer uses a specific feature designed for that purpose. If your employer does use such a feature, that information is protected the same way as everything else described in this policy.
4. Why This Information Is Collected
4.1 Your employer collects this information in order to:
(a) run its safety program and meet its legal duties under British Columbia occupational health and safety law;
(b) prove that orientations, training, inspections, and sign-offs actually happened;
(c) confirm that you hold the certifications required for the work you do;
(d) record and investigate incidents and near misses;
(e) record hours worked, where the time features are used;
(f) manage who is on which site and who reports to whom; and
(g) respond to a regulator, an owner, a general contractor, or an insurer when required.
4.2 DATUM handles the information only in order to make the software work for your employer, to keep it secure, to support it, to back it up, and to comply with the law.
4.3 DATUM does not sell your information. DATUM does not use it for advertising. DATUM does not use it to train general-purpose machine learning models.
5. Who Can See Your Information
5.1 Your employer. The people at your company who your employer has given access to. Typically this includes your supervisor, safety personnel, and administrators. Your employer decides who those people are.
5.2 You. Where your employer has turned on the worker self-service features, you can see your own records.
5.3 DATUM personnel. A small number of DATUM personnel can access records when it is necessary to support the software, fix a problem, investigate a security issue, or perform maintenance. Every one of them is bound by confidentiality obligations.
5.4 Other companies, only when your employer sends it. If your employer sends a record to a general contractor, an owner, or a regulator, that recipient sees what your employer sent. DATUM does not send anything on its own initiative.
5.5 Companies that help run the software. DATUM uses service providers for hosting, data storage, network delivery, electronic mail delivery, payment processing, weather information, and automated document processing. They are bound by contract to protect the information and to use it only to provide their service to DATUM. Some of them process information outside Canada. A current list, naming each provider and what it does, is available on request from the Privacy Contact in section 10.5.
5.6 Never another employer. If you work for more than one company that uses DATUM, each company sees only its own records about you. One company cannot see another company's records.
5.7 When the law requires it. DATUM may disclose information if compelled by a court order, warrant, or other valid legal process. Where DATUM is permitted to do so, DATUM will tell your employer first.
6. Automated Processing
6.1 Some features send text or images to specialized service providers that read documents, extract information, translate, or help draft a document.
6.2 These providers are contractually prohibited from keeping that content beyond the time needed to return a result, and from using it to train their models.
6.3 No decision about you is made automatically. Any decision about your work, your safety, your discipline, or your employment is made by a person at your employer.
7. How Your Information Is Protected
7.1 Information is encrypted when it travels between your device and DATUM, and while it is stored.
7.2 Each company's information is kept separate. Every record carries a company identifier and every request is checked against it.
7.3 Access requires a sign-in. Access within DATUM is limited to the people who need it.
7.4 Administrative activity is logged. Backups are taken and tested.
7.5 No system is perfectly secure. If information is lost or accessed without authority, DATUM notifies your employer promptly, and your employer is responsible for notifying you and the privacy regulator where the law requires it.
8. How Long Information Is Kept
8.1 Your information is kept for as long as your employer keeps its DATUM account, and afterwards for the period your employer has agreed with DATUM.
8.2 Your employer decides what to delete and when, subject to the record retention periods that the law requires it to observe. Safety records, training records, and payroll records must be kept for a number of years under British Columbia law, and your employer must keep them even after you leave.
8.3 When a record is deleted within DATUM, it is first marked as deleted and hidden, and is then permanently removed after a set period.
8.4 If your employer stops using DATUM, its information is exported to it, kept in an archive for a set period, and then permanently deleted.
9. Information Held by DATUM About Website Visitors and Contacts
9.1 If you contact DATUM directly, or if you are a business contact at a customer company, DATUM holds your name, your contact details, and a record of the correspondence, in order to answer you and to administer the relationship. DATUM is accountable for that information in its own right.
9.2 The DATUM website uses only the cookies and local storage necessary to keep you signed in and to make the application work. DATUM does not use advertising cookies or third-party tracking.
10. Your Rights and How to Exercise Them
10.1 Under Canadian privacy law you generally have the right to:
(a) know what personal information is held about you and why;
(b) get a copy of it;
(c) ask for it to be corrected if it is wrong;
(d) know who it has been given to; and
(e) complain about how it has been handled.
10.2 Start with your employer. Because your employer owns and controls your records, your request goes to your employer. Ask your supervisor, your safety personnel, or your office for the person who handles privacy requests.
10.3 If you contact DATUM directly about records held for your employer, DATUM will pass your request to your employer and tell you that it has done so.
10.4 If you are not satisfied with your employer's response, you may complain to the privacy regulator:
Office of the Information and Privacy Commissioner for British Columbia, for a British Columbia private-sector employer, at oipc.bc.ca.
Office of the Privacy Commissioner of Canada, at priv.gc.ca.
10.5 To ask DATUM about information DATUM holds in its own right, or about this policy, contact:
Privacy Contact, Datum Software Inc.
Electronic mail: sam@datum.contractors
Address: 201 – 22327 River Road, Maple Ridge, British Columbia V2X 2C7, Canada
10.6 DATUM will respond within 30 days of receiving a request, or will tell you within that period if more time is needed and why.
11. Children
11.1 DATUM is a workplace tool and is not intended for anyone under the age of 15. If you believe that information about a person under that age has been provided to DATUM without authority, contact DATUM at the address in Section 10.5.
12. Changes to This Policy
12.1 DATUM may update this policy. The date at the top shows when it was last changed.
12.2 If a change is significant, DATUM will notify the companies that use DATUM, and they will inform their workers.
12.3 Previous versions are available on request.
13. The Terms of Service
13.1 The DATUM Terms of Service, published at https://datum.contractors/terms, set out the rules for using the platform, including who owns the records held in it, the right of a company to export its records at any time, and what happens to those records when a company stops using DATUM.
13.2 This policy forms part of those Terms.