Privacy policy for employees

1Who is the data controller

Hilfr.dk ApS is your employer and the data controller for the personal data we process about you.

Company

Hilfr.dk ApS

CVR no.

45805360

Address

Brødeskovvej 36, 3400 Hillerød

Email

support@hilfr.dk

Phone

+45 92 45 32 29

This policy applies to you as an employee. If you also use Hilfr as a customer, the customer policy applies to that part — the two are kept separate.

2What data we process

Identity and employment

• Name, address, email address and phone number.
• CPR number (your Danish civil registration number). It is stored in the private part of your profile, which no other user of the platform can see.
• Photo ID and documentation that you have the right to work in Denmark.
• Your bank account number, so that your wages can be paid.
• Your affiliation agreement, your job confirmations and your written statement of employment.

Your work

• Your hourly wage, which you set yourself above the floor in the collective agreement.
• Your calendar, your availability and the municipalities you work in.
• The bookings you have accepted: date, time, number of hours, the customer’s name and address and what the customer has said about the job.
• Messages between you and the customers, and your correspondence with us.
• Hours, payslips, holiday pay and pension contributions.

Sickness absence

If you cancel a booking because you are ill, the reason “illness” can be stamped on that booking. It does not happen by itself: only we can set the stamp, so you have to CALL OR WRITE TO SUPPORT and say that it is illness. If you cancel in the app without telling us, the cancellation counts as an ordinary one. That is health data, and it is processed under the stricter rules set out in section 4 of this policy. We do not record what is wrong with you, and we do not ask for a diagnosis.

Customers’ assessment of your work

• Reviews and star ratings from the customers whose homes you have cleaned.
• The number of completed cleanings.

Figures the system calculates about you

The platform continuously calculates a number of figures from what happens in the system. You can see them yourself under “My overview”:

• What share of customer enquiries you answer, and how quickly.
• How many bookings you accept, and how many you decline.
• How many agreements you have cancelled, split into illness and other reasons.
• How many recurring agreements you have running.

Technical data

• IP address, browser and login times.
• Error logs when something goes wrong. The log automatically masks the fields that carry name, address, email address, phone number, CPR number and free text such as a cancellation reason or a note, and email addresses wherever in the text they appear, before it leaves your browser or our server.

We do not collect data about where you are. There is no app for you to install, no GPS tracking, and no record of when you went in or out of a customer’s door.

3Where the data comes from

• From you, when you apply, are hired and use the platform.
• From the customers, when they write a review or contact us about a cleaning.
• From the platform itself: the calculated figures in section 2 of this policy are worked out by the system from your bookings and messages. Nobody types them in.
• From Hilfr’s previous platform, if you worked there too. Your profile, your reviews and your history have been transferred, so that you do not start over.

We do not obtain information about you from third parties. The exception is tax data, which we retrieve and report because the law requires it. That corresponds to clause 17(9) of the collective agreement.

4What we use the data for — and on what legal basis

Your employment

Creating and administering your employment, drawing up your affiliation agreement and job confirmations. Performance of the employment contract with you (Article 6(1)(b)) and the rules on processing in an employment context in the Danish Data Protection Act.

Pay, pension and holiday pay

Calculating and paying your wages, paying pension contributions and settling holiday pay. Performance of the contract (point (b)) and a legal obligation (point (c)).

Tax and reporting

Withholding A-tax and reporting to the Danish Tax Agency. Legal obligation (point (c)). Your CPR number is processed because the law requires that we can identify you unambiguously in that connection.

Sickness absence

Paying sickness benefit and complying with the Danish Sickness Benefits Act. Health data may be processed where it is necessary for us to meet our obligations under employment and social security law as an employer (Article 9(2)(b), read with the Danish Data Protection Act).

Identity and right to work

Checking that you are who you say you are, and that you are allowed to work in Denmark. Legal obligation (point (c)) and our legitimate interest in a platform that is safe for customers (point (f)).

Passing on work

Showing your profile to customers, matching you with bookings in your areas and notifying you about them. Performance of the contract (point (b)).

Quality and safety

Handling complaints and damage claims, preventing misuse and making sure customers get what they ordered. Our legitimate interest in this (point (f)).

Legal claims and industrial disputes

Establishing, exercising or defending a claim, including in a case under clause 12 of the collective agreement. Our legitimate interest (point (f)), and for health data Article 9(2)(f).

5Who sees the data

The customers

A customer can see your name, your profile picture, your description of yourself, your hourly wage, the areas you work in, your reviews, your average rating, the number of completed cleanings, how many recurring agreements you have running, and when you were hired (“At Hilfr since …”). They do not see your phone number; it is the other way round — once you have accepted their booking, YOU can see theirs in your calendar, so you can let them know if you are running late.

Customers do NOT see your response rate, how many bookings you have declined, or how many you have cancelled. Those figures become a badge — yes or no — and the numbers themselves never leave our server. Three figures are the exception, and we should be precise about them: the number of requests you have decided on is written to the public part of your profile from the very first one; your average response time appears once you have answered five; and the number of active recurring agreements is there too. The badge only decides the DISPLAY — a customer is shown the average, for example “usually replies within 1.2 hours”, once you have decided on at least ten requests and the average is under a day. That is a deliberate choice: a public reliability score on a named employee is exactly what the collective agreement rejects — a response time is information about availability, not a grade. Illness is kept entirely out of the calculation behind the cancellation badge.

Our processors

These suppliers process data on our behalf and on our instructions. They may not use it for their own purposes, and a data processing agreement has been entered into with each of them.

Sharetribe

The platform itself — profile, calendar, bookings, messages and reviews.

Salary.dk

Payroll, payslips and reporting.

Stripe

Your account with our payment provider and the identity check it requires. Your wages are not paid out through Stripe, but through the payroll system.

Postmark

Sending the emails you receive from the platform.

Zendesk

Your correspondence with our support team.

Sentry

Error logs in masked form. Runs on Sentry’s EU installation.

Google Workspace

Our own email, including correspondence with you.

Google Maps

The map and the address suggestions. The script loads on every page — including your own — so Google receives your IP address on every visit, and the address you type in when you create or edit your listing.

Simply.com

Hosting and operation of the servers behind hilfr.dk. Danish provider.

Other recipients

PensionDanmark

Pension contributions and the health scheme.

The Danish Tax Agency

Pay and tax reporting via eIndkomst.

IF

In the event of an occupational injury or damage at a customer’s home. IF is an independent data controller for the case.

3F

If a case is handled through the industrial-relations system under clause 12 of the collective agreement, or if you ask your union to take up the case yourself.

Public authorities

The Danish Working Environment Authority, the police and others, to the extent the law requires.

6Transfers to countries outside the EU/EEA

Stripe, Zendesk and Google are American and may process data outside the EU/EEA. Where that happens, we require a valid transfer basis: the European Commission’s standard contractual clauses, or the supplier’s certification under the EU-US Data Privacy Framework.

Your CPR number, your bank account number and your pay details are not shared with any of them. They are held by Sharetribe and in the payroll system.

7How long we keep the data

Your profile

For as long as you are employed. Note that deleting or anonymising your profile is treated as a dismissal under clause 9 of the collective agreement, and may not happen before you have been notified in writing.

Pay, tax and pension

Five years after the end of the financial year the data relates to. That follows from the Danish Bookkeeping Act, and we cannot delete it earlier.

Statement of employment and agreements

Five years after your employment has ended.

Sickness absence

Together with the booking it relates to, and for as long as it matters for pay and sickness benefit.

Reviews

They stay on the profile for as long as it exists. Derogatory, incorrect or offensive statements are removed when you ask us to — see section 9 of this policy.

Occupational injury cases

For as long as the case is open, and thereafter for as long as a claim can be brought.

Error logs

Deleted automatically after 90 days.

8Algorithms and automation

Hilfr is a digital work platform, and parts of it run automatically. Clause 17 of the collective agreement and the EU directive on platform work give you the right to know where, with which data, and what they can and cannot do. Here is the full list.

Where automation is used

The order of the search results

The customer’s postcode is a FILTER: you appear if you work in that municipality, otherwise not. The order of those who remain is the age of the listings — newest first — unless the customer picks one of the other three sorts on offer: oldest first, lowest price or highest price. Neither distance, availability, rating nor the number of completed cleanings enters into the order.

The groups on the front page

The front page shows groups such as “Best reviewed”, “Experienced hands”, “Regular arrangements”, “New at Hilfr” and “Pets welcome”. Each group has its own criterion: your average rating, your number of completed cleanings, your number of active recurring agreements, the age of your LISTING (not how long you have been employed) and whether you offer pets as an extra service.

Badges on your profile

Two badges are awarded automatically: one for response time and response rate, and one for cancellations. The rules are in section 5 of this policy. The customer sees the badge — and, for the response badge, the average itself. They never see your response rate, your declines or your cancellation figures.

Introductory discount

If you are newly hired and have not yet completed a cleaning, your bookings automatically carry an introductory discount, which Hilfr pays for. It does not affect your wage.

Reminders and dots

The system decides automatically when you get a reminder, and when a red dot appears next to a booking.

Automatic cancellation

If the customer’s payment is not in place in time, the booking is cancelled automatically 12 hours before it was due to start. This is about the customer’s payment — not about you — and it does not count as a cancellation on your part.

What the automation does NOT do

No algorithm at Hilfr makes decisions about your employment. No algorithm dismisses you, issues warnings, imposes sanctions, reduces your pay or excludes you from work. Every decision about your employment is made by human beings, on objective grounds and under the rules of the collective agreement.

Should that change, you will be told before it happens. If a decision is made that significantly affects you and automation forms part of it, you will be told so, together with a full explanation — which circumstances were taken into account, and how they were weighed.

You can always challenge it

If you think an automatic ranking, a badge or a calculated figure is wrong, write to support@hilfr.dk or call +45 92 45 32 29. A human being looks at it, explains to you what lies behind it, and corrects it if it is wrong. The fact that a decision was made algorithmically can never be held against you — and you can have it tested through the industrial-relations system and before the courts exactly as you could a decision made by a person.

9Your profile and your reviews

You can at any time ask to have derogatory, incorrect or offensive statements, pictures or signs removed from your profile and from anywhere else on the platform where you can be recognised. It has no consequences for your employment. That follows from clause 18 of the collective agreement.

Write to support@hilfr.dk and we will take it up. Where a review is unfavourable but fair, we may instead choose to let it count towards your overall rating rather than stand as text.

10Security

All traffic to and from hilfr.dk is encrypted. Your CPR number sits in the private part of your profile, which no other user can see, and it is never shown on your public profile. The error log automatically masks the fields that carry name, address, email address, phone number and CPR number, and it masks email addresses wherever in the text they appear, before anything leaves the system.

Only those at Hilfr who need it in order to do their job — payroll, support and operations — have access to your data. In particular cases our support staff can access your account in order to help you; that is logged.

If a security breach occurs that involves a high risk to you, we notify you, and we report the breach to Datatilsynet, the Danish Data Protection Agency, within 72 hours.

11Your rights

You have the same rights as any other data subject: access, rectification, erasure, restriction, objection and data portability, and you can withdraw a consent if you have given one. Some of them are limited while you are employed — we cannot, for example, delete the pay records the law requires us to keep.

Write to support@hilfr.dk or call +45 92 45 32 29, and we will reply within a month. You can also get help from 3F.

A declaration that you individually waive rights in relation to the collection, sharing, use and storage of data about you is invalid, unless it is covered by the agreement Hilfr and 3F have entered into on precisely that point (clause 17(11) of the collective agreement, and appendix 3). We will not ask you to sign anything else.

12Complaints

If you are dissatisfied with how we process your data, we would like to hear from you first. You can always complain to Datatilsynet, the Danish Data Protection Agency, Carl Jacobsens Vej 35, 2500 Valby — the complaints guidance is at datatilsynet.dk.

If the matter concerns your employment or the collective agreement, it can also be raised through the industrial-relations system by 3F under the rules in clause 12 of the collective agreement.

13Changes to this policy

We update the policy when the platform, the law or the collective agreement changes. The version in force is shown here with a date and a version number.

If we change something material — a new purpose, a new recipient, a new algorithm that affects you — we notify you directly before the change takes effect. It is not enough that it says so here.

14Contact

Email

support@hilfr.dk

Phone

+45 92 45 32 29

Post

Hilfr.dk ApS, Brødeskovvej 36, 3400 Hillerød

We are not required to have a data protection officer and have not appointed one. Data protection enquiries go to our support team, who pass them on internally.

Read the privacy policy for customers