Data security is in our DNA

Security at the highest level during desk sharing

Data should be secure. Of course, a hack attack can never be completely ruled out, but we do make it as difficult as possible for malicious entities to do so. To ensure this, we adhere to an extensive security policy. We are ISO27001 certified and employ a security officer who closely monitors the security of our software and the data of our users. Like you, we consider cyber security and risk management to be of critical importance.

In this article:

Security is of paramount importance to us
We are ISO 27001 and ISO 9001 certified
We only store personal data temporarily
Our data centres are located in Germany and Ireland
Our provider is certified for ISO 9001, ISO 27001, ISO 27017 and ISO 27018
We actively test our security

Security is not something the security officer should tackle alone. It is the cornerstone of Dutchview, the company behind FlexWhere. That’s why all our employees, wherever they are in the world, sign a non-disclosure agreement (NDA) and we thoroughly vet their background. In the Netherlands, we do this by requiring a government-issued Certificate of Good Conduct.

Of course, not all employees are allowed to access customer data. We keep track of who has access and why. This may concern a server administrator or our support staff. In this way, we keep phishing and social engineering attempts at bay. Customers always remain in possession of their data. We do not use back doors or small print to transfer the ownership of said data.

Before we make a backup, we delete any personal data from the servers.

In order for FlexWhere to work properly, we do need some user data. We create a link between your organisation and our software via ActiveDirectory. It goes without saying that this is done via a secure connection. We use https with a certificate from Let’s Encrypt Authority X3

We do not store the retrieved data for longer than is strictly necessary and we only process anonymised statistics in our daily backups. We do not collect data that can be traced back to individuals.

We keep our servers in Europe for security reasons

When choosing where to run our servers, we carefully consider the location and how they are secured. It was important for us to keep all hardware within the EU for security reasons. That’s why we signed a contract with AWS to use their data centres in Germany and Ireland. AWS is certified for ISO 90001, ISO 27001, ISO 27017 and ISO 27018.

These certifications ensure that important issues such as management standards, data security, cloud security and the Information Security Management System are well regulated. AWS also guarantees uptime.

Safe use of your own laptop or smartphone

No matter how well security is arranged on the server side, users must also have their data well protected. Exploits, viruses, ransomware, trojans and malware lurk everywhere. There is a big task for the user. To help, the FlexWhere app does not does require any authorisations to run.

Devices are whitelisted based on IP numbers and your initial login is only possible on the organisation’s Wi-Fi network. Login information is sent via email with a token. This ensures that a Bring Your Own Device (BYOD) policy is not a problem for FlexWhere. Convenience without compromising security.

Regular penetration tests

A security policy may be as good as it comes, but it isn’t worth a penny if it isn’t tested in real-world situations. That’s why our security officer conducts regular penetration tests. He probes for vulnerabilities and ensures that all the systems’ defence measures are up to scratch.

To ensure privacy and security, our servers are located in Western Europe.

A new challenge is keeping security at the highest levels when sensors, cameras or other devices are used. The Internet of Things (IoT) raises unique issues concerning the security of devices and connections. FlexWhere works great without these gadgets, but many extras are available on request. We not only look at the functionality of this new technology, but also at its potential vulnerabilities.

Of course, we can always do better, but it should be clear that security is of critical importance to us. We would be happy to discuss your requirements and tell you more about our approach and measures.

Call us on for more information or request a free demonstration.

Our solutions

Efficient desk sharing using the workspace module

This module helps you find a free workspace quickly and to search for colleagues by name, job or department. Statistics about the workspace usage are also easy to retrieve.

Meeting rooms
find and reserve

This module helps you find and book available meeting rooms, on any device. Booking statistics are also easy to retrieve.

Make an appointment

Any questions about desk sharing or our software? Talk to one of our experts.

Dorien Willems Account Manager