Ergobot End User Privacy Policy

In most cases:

• Your employer (or organisation) is the Data Controller. They have a legal duty of care to ensure your health, safety, and welfare at work. They decide why and how your assessment data is used.
• Happy Humans Consulting Limited (provider of Ergobot) acts as a Data Processor. We process your data on your employer’s instructions to provide the Platform and related services.

To help your employer meet their health and safety responsibilities (including under the UK DSE Regulations 1992 and similar international standards), we process:

• Identity and work contact details: name, work email, team/department, job role.
• Assessment responses: information about your workstation set‑up, equipment, posture/working practices, and DSE risk factors.
• Comfort and Health information: You may be asked about physical discomfort (e.g., neck or back pain) relevant to your workstation. This is essential to help identify necessary ergonomic adjustments.
• Voluntary Disclosures: While Ergobot focuses on ergonomic risk, you may choose of your own volition to share relevant medical history or diagnoses to help explain your needs. We will process this information securely to assist in your assessment.
• Follow‑up assessment notes: if you have a follow‑up assessment, notes and recommendations may be recorded.
• Usage data: basic technical logs for security and service improvement.

Your employer typically uses Ergobot to:

• fulfill their legal duty of care and workplace health & safety responsibilities;
• identify and manage ergonomic risks; and
• provide appropriate adjustments and follow‑up support where needed.

Follow‑up assessments may be carried out by video call (typically Google Meet, Microsoft Teams, or Zoom). We do not record these calls unless your employer requests it and appropriate notice is given.

Your data may be shared with:

• authorised staff at your employer (e.g., HR, managers, H&S);
• our authorised staff who support the Platform and deliver assessments; and
• trusted service providers (subprocessors) used to host and operate Ergobot.

We host the Platform in the EU. Where transfers outside the UK/EU occur (e.g., via service providers), appropriate contractual safeguards are used.

You have rights including access, correction, and deletion. Because your employer is the Controller, the best first step is to contact them to exercise your rights. You can also complain to the UK ICO (https://ico.org.uk/).