Resources
Preparing a works council agreement on desk sharing
The software supplies facts, not legal opinions. This guide collects the details employee representatives regularly ask for.
In short
A works council agreement on desk booking needs precise technical details: which personal data is processed, for what purpose, how long it is stored, when anonymization happens, which roles have access, which evaluations are possible and which features are explicitly voluntary. This guide lists those points.
- Minimum data set
- name, email, resource, times, IP
- Retention
- configurable separately per data type
- Voluntary
- geofencing and colleague finder
- Legal assessment
- remains with your organization
What employee representatives ask in practice
From rollout projects we know essentially seven questions: what data is created? Who can see it? How long does it stay? Can performance profiles be derived? Is use voluntary? What happens if someone does not book? And: who is liable if something goes wrong?
The first five can be answered precisely in technical terms – the details are above and on the security and hosting page. The last two are organizational and legal and belong in your agreement.
The most effective lever: evidencing voluntariness
In our experience nothing accelerates approval like evidence that the critical features are voluntary and that an equivalent alternative exists. Concretely: automatic geofence check-in can be replaced by manual check-in or QR scan; visibility in the colleague finder can be switched off individually; booking itself works without location services.
Note
This guide is not legal advice. It collects the technical and organizational details needed for an agreement. Legal assessment, negotiation and the contract text sit with your organization and its representative bodies.
How it works
- 1
Name the data types
For core functionality typically first name, last name, email address, the identifier of the booked resource, booking time, check-in and check-out timestamps and the IP address. Each activated module adds more, for example visitor or event data.
- 2
Fix the purpose limitation
Booking and provision of resources, receiving guests, safety in an emergency, evaluating space usage. What is not named should not be evaluated.
- 3
Set the periods
Anonymization and deletion periods can be configured separately for booking, visitor and ticket data. Record concrete values, not just the principle.
- 4
Regulate roles and access
Who sees which lists? Standard roles are reception, location and organization. Record who has personal views and who only aggregated ones.
- 5
Delimit evaluations
Evaluations target spaces and resources. Define which reports are produced, who receives them and that no performance or behaviour monitoring takes place.
- 6
Document voluntariness
Geofencing requires explicit permission for location services and is evaluated locally; the colleague finder depends on individual privacy settings. An equivalent manual alternative exists for both.
Frequently asked questions
Does Door James store location histories?
No. Geofencing is optional, is evaluated on the device and does not require permanent storage of location data for the purpose of automatic check-in.
Can managers retrieve attendance profiles?
That depends on roles and configuration. Standard evaluations target resources; personal views are a configuration decision that should be regulated in the agreement.
What happens to data after the period expires?
Personal references are removed according to the configured anonymization period; anonymized or obsolete data is deleted according to the configured deletion period.
Does CGI supply a template agreement?
We supply the technical details, not the contract text. A template without knowledge of your specific situation would be irresponsible – and we are not permitted to give legal advice here.
Talk it through with someone who has done it
Rollouts fail on the same handful of decisions. Thirty minutes on yours costs less than finding out in month three.