- End-Users, Company Managers and MSP Partners
- VDA Essentials, VDA Essentials Hybrid, VDA LocalZone, VDA Hybrid LZ, Workplace Select and Workplace Stronghold
Workplace allows organizations to manage access to systems, data, and applications so advisors and their support staff can operate their business securely and efficiently.
When you use Workplace Desktop across our different services and applications, you’ll share some information with us. We want you to know what information we collect when you use Workplace and how it is used.
- Information Automatically Collected by Workplace Desktop
- Information Not Collected by Workplace Desktop
- Privacy Policy
Information Automatically Collected by Workplace Desktop
When signing into and using Workplace, we begin to collect information about the device being used to determine how well it meets the compliance requirements established by your firm. Workplace monitors and updates this status continually to ensure real-time compliance with these requirements and identifies when the status changes. The information collected includes:
When Signing In:
- A Workplace generated user ID
- Device information
- Device name (ex: John's PC)
- Model (ex: Macbook Pro or Microsoft Surface)
- Operating System name and version
- Serial number
- Internet provider, IP address and location
- Location is an approximation as it is based on the IP address and not your actual location (ex: New York, NY and not 33 East 33 ST., New York, NY 10016)
- Account Access
- Logging valid and invalid sign-in attempts
- Logging the use of an offline code
- Logging when an account is locked or unlocked
- Logging when a password is reset
When Performing Compliance Checks:
- Security check status
- Screensaver information
- Screensaver is enabled
- Screensaver start time/timeout (in seconds)
- Anti-Virus product information
- Name, version, and vendor of all Anti-Virus software installed
- Real-time protection is enabled
- Anti-Virus definition last update date
- Last full scan date and time
- Detection of a virus or an active threat
- Date and time of threat detected
- Name of threat
- The file path for the threat
- Type of remediation
- Disk Encryption product information
- Name, version, and vendor of all Disk Encryption software installed
- Disk Encryption status for each volume on the device
- Firewall product Information
- Name, version, and vendor of all Firewall software installed
- Firewall is enabled
- Operating System and Installed Software Information
- Operating System and updates are supported by the vendor
- Operating System automatic updates setting is enabled
- A Login password is in use
- Name, version, vendor, and category of software installed.
- Your firm or organization uses Workplace to maintain a list of unauthorized software that can compromise your device. Workplace will notify the user if unauthorized software is installed.
- Screensaver information
When Using the Workplace Desktop Application:
The information we collect when using the Workplace for Windows or Mac includes:
- Workplace Drive
- Workplace Drive refers to the Workplace filesystem that can be used to save documents related to your firm or organization. This filesystem is separate from your personal hard drive.
- Logging the following user actions in Workplace Drive:
- Creating a file
- Viewing a file
- Editing contents to a file
- Renaming a file
- Sharing a file
- Starring and un-starring a file
- Actions of Applications that use Workplace Drive as storage.
- Websites and applications
- Logging the event of launch/opening a saved website or web application
- Logging the event of launch/opening a Local or Hosted application
- Connectivity Health
- Logging the latency to various Workplace endpoints
- Total amount of pings (ex: 5 pings)
- Round-trip times for each ping (120 milliseconds)
- Average of round-trip times (ex: 95 milliseconds)
- Logging the packet loss to various Workplace endpoints
- Total amount of packets sent (ex: 5 packets)
- Total amount of packets received (ex: 4 packets)
- Percentage of packets lost (ex: 20%)
- Logging the latency to various Workplace endpoints
When Not Signed into Workplace or using the Workplace Secure Desktop Application:
Workplace does not log or monitor any activity as described above. Workplace will continue to perform compliance checks in the background and will only update changes to the compliance status once the Workplace ecosystem is accessed.
Information Not Collected by Workplace Desktop
Any activity from an application that uses Workplace Drive as storage or any data that is explicitly shared with Workplace Drive is logged and collected automatically.
Workplace does NOT log or collect information on the following:
- Personal files
- Workplace does not have access to any drive and is unable to read any files saved outside of the Workplace Drive such as:
- Your device’s internal hard drive (ex: C:/ Drive or Macintosh HD)
- Any external hard drives (ex: USB, Firewire or Thunderbolt drives)
- Any network drives
- Any cloud drives (ex: iCloud Drive, Google Drive, Dropbox)
- An Exact physical location such as a GPS location
- Location is an approximation as it is based on the IP address and not your actual location (ex: New York, NY and not 33 East 33 ST., New York, NY 10016)
- Data on a website or webpage
- Workplace will not read the contents of a website or webpage
- Personal data from other applications such as:
- Messages
- Camera and photos
- Saved favorites or Bookmarks not in Workplace
- Saved passwords not in Workplace
- Saved credit card information, such as:
- Apple Pay
- Google Pay
- Samsung Pay
- Other payment services (ex: Venmo)
- Data from Third-Party Applications
- Workplace will only log actions if the application in question uses Workplace Drive for storage and is limited to files saved in Workplace Drive (ex: Word)
- Data from Contacts, Calendars, and Emails stored outside of Workplace
- Personal Accounts (ex: Gmail or iCloud)
- Work Accounts (ex: Google Apps or MS Exchange not provided by Workplace)
- Screen recordings outside of Secure Browser
- Workplace will identify to the user that Secure Browser is capturing activities each time Secure Browser is launched.
- Audio recordings
- Your biometric information
- Fingerprints
- Face ID
- Workplace does not have access to any drive and is unable to read any files saved outside of the Workplace Drive such as:
Privacy Policy
If you have questions or concerns about our Privacy Policy, please contact us by emailing privacy@venn.com or, writing to us at:
Venn Technology Corporation
Attn: VP, Compliance – Privacy Policy Issues
PO Box 4668
New York, NY 1016