User agreement for the use of workplace at BI Norwegian Business School

BI Norwegian Business School has chosen Workplace as the main platform for information sharing and communication. Employees are therefore encouraged to use the tool to disseminate information and conduct dialogues with colleagues. Leaders should use the tool actively, and their employees are expected to use Workplace to stay informed. BI hopes to use Workplace to lower the threshold for sharing of information, stimulate interaction and improve communications among managerial staff.

As an employee of BI, the use of Workplace is subject to compliance with BI's Code of Conduct.

When you share information on Workplace, you do this as an employee of BI. This implies the same expectations to collegiality and conduct as you are expected to show when using other digital platforms.

You are expected to:

1. Act with respect and integrity
Remember that Workplace is a professional work tool and a platform for collaboration. All interaction should have a positive tone where other users and their opinions are respected. Treat your colleagues online as you would face to face.

2. Keep an open mind
Meet your colleagues with curiosity and a positive attitude. Keep in mind that opinions that are different from yours can lead to meaningful conversations, new knowledge and growth.

3. If you are critical to an issue, this should be expressed in a considerate manner towards colleagues
Remember that laws, regulations, rules and ethical guidelines that apply to society as a whole also apply to the use of Workplace.

4. Be yourself and make yourself visible by uploading a profile picture that is suitable for working purposes
Seeing a picture of the person who is expressing an opinion or sharing information, facilitates interaction and communication. A profile picture is also helpful in recognising each other when colleagues meet. Do not hide your identity or pretend to be someone else. It is forbidden to let others borrow your account.

5. Be relevant and think before you publish
Before you publish content, you should think about whether it is relevant in the context of work or to the Workplace group in question. Use common sense and remember that information shared internally can still be made public. If you have any doubts, you should not share information until you have cleared it with your leader.

6. Take responsibility for the groups you create
If you create a group in Workplace, you automatically become the group administrator. As the administrator, you are responsible for moderating the content shared in the group. You decide who should have access and responsibility for deleting classified or inappropriate information in your group. You are also responsible for dealing with posts in the group that are reported in any way.

7. Only share internal information
Workplace should not be used to share or store critical information or critical documents. Workplace does not have a backup function, so any data stored in Workplace can be lost.

Do not share or discuss the following:

• Classified information
• Trade secrets such as contracts, Requests for Proposals or supplier negotiations
• Information about BI's suppliers or third parties, including commercial matters relating to that mentioned above, as well as other information that may be confidential
• Information about students
• Personal information about employees
• Photos of others without their consent
• Special categories of sensitive personal data such as race, religion, gender, sexual orientation and politics
• Information that may constitute a violation of intellectual property rights
• Information that may be deemed illegal, malicious, offensive or discriminatory

8. Be active, have fun and like your colleagues' posts
Everyone likes an appropriate amount of humour, a positive attitude and responses to the posts they share. Do not share content from Workplace on your private Facebook account. These two accounts are to be kept separate. If you find content on Workplace that you wish to share remotely, you must first clarify this with the original publisher of the post or content, and possibly your supervisor.

In addition to the guidelines stated in this document, Facebook's Workplace Acceptable Use Policy and Workplace Premium Privacy Policy are also applicable to the use of Workplace at BI. These two guidelines also apply to Workplace Chat. Content that fails to comply with these guidelines can be removed without further notice.

Data Protection Declaration for the use of Workplace at BI

Workplace at BI is a service offered by BI Norwegian Business School (BI) to its employees. BI is the Data Controller of your data in Workplace and Facebook is BI's Data Processor. BI monitors and manages your Workplace account and can access and process the data you provide and share through Workplace.

The Data Protection Declaration describes how and when your information is collected, processed, used and shared by BI when you or your colleagues use the Workplace at BI platform (this includes use via web sites, apps and other related web services).

1. Collecting personal data
You are required to create an account if you wish to use Workplace at BI. This account is your personal user profile. You are obligated to keep your profile updated at all times, to keep your information accurate and complete. It is important that you do not share your account information with others, including other users of Workplace at BI.

BI collects the following information about you when you use Workplace at BI:

• User data: information is collected directly from you or other users, including but not limited to contact information (your full name and e-mail address), demographics, username and password, job title and other job-related information, information about the Workplace groups you belong to, all the information you create/share/record using audio, video, text, images, and other media or software, information other users share about or with you, all communication with other users of Workplace at BI and user communications, feedback, suggestions and ideas you send to BI
• Information from the log and cookies: information is collected automatically from Workplace at BI, including but not limited to your IP address and other browser or device identifiers, browser, operating system, pages you visit before and after Workplace at BI and information about your activities (the hyperlinks you enter)

Cookies, clear gifs and similar technologies are used so information can be collected automatically and for Workplace at BI to function correctly.

2. How BI uses your personal information
BI uses collected personal data to provide, develop and improve Workplace at BI.

This includes but is not limited to:

• To give all users a simple and effective platform for internal communication
• Communicate with users and administrators regarding their use of Workplace at BI
• Provide information that may be of interest to you, such as new initiatives, plans, announcements, activities, reminders etc.
• Implement data and system analyses, including investigations to improve Workplace at BI. If possible, BI Norwegian Business School uses non-identifiable or aggregate data in such cases

3. Basis for processing
BI uses the personal data of employees who use Workplace at BI for the legitimate interests of BI Norwegian Business School and to facilitate effective internal communication and collaboration.

4. Disclosure of personal data
Content found on Workplace is stored and processed at Facebook's data centers. Personal data may therefore be transferred to a third country outside the EU/EEA, such as the United States. Transferring such data is subject to the terms and conditions stated in EU-US Privacy Shield. Note that the personal information from Workplace at BI can be submitted to the US government upon request. Such enquiries should initially be directed to BI, but in exceptional circumstances Facebook as the supplier may be required to disclose information without having to inform BI. You should therefore be aware that information you share or make available via Workplace at BI can be disclosed to the US authorities.

5. Your rights
You have the right to request disclosure, correction, restriction and deletion of your personal data. You can also object to the processing of your personal data under certain conditions.

You can always change your Workplace profile information. As a user, it is your responsibility to make sure your profile information is correct and up to date. As a rule, you have access to all your correspondence in Workplace at BI.

If you want to assert your rights, please contact the person named at the bottom of this Data Protection Declaration.

6. Suspension of your account and storage of personal data
You will automatically lose access to Workplace at BI when you are no longer an employee of BI, but the content you have shared will remain.
You can delete activities on your own in the activity log on your timeline/profile.

After blocking your account, it normally takes 90 days before your account is deleted. Some information can be stored for a longer period of time as back-up copies.

7. Changes and contact information
You will be informed if BI makes changes to this Data Protection Declaration.

If you have any questions about the processing of personal data in Workplace at BI, please contact BI’s data protection officer at this e-mail: vibeke.nesbakken@bi.no.

The data protection officer can also be contacted if you discover or reveal information or content that you believe is not appropriate for Workplace at BI.