Privacy Policy

Last updated: January 2025

Note: This is a template privacy policy. Please have this reviewed and customised by a qualified solicitor before use.

1. Introduction

Workio ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and software services (collectively, the "Services").

By using our Services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

We collect information you voluntarily provide when using our Services, including:

Account information (name, email address, business name)
Business data (customer details, quotes, invoices)
Payment information (processed securely by third-party payment processors)
Communications with us (support requests, feedback)

2.2 Information Collected Automatically

When you use our Services, we may automatically collect:

Device information (browser type, operating system)
Usage data (pages visited, features used, time spent)
IP address and location data
Cookies and similar tracking technologies

3. How We Use Your Information

We use your information to:

Provide, maintain, and improve our Services
Process transactions and send related information
Send administrative messages and updates
Respond to your comments, questions, and support requests
Monitor and analyse usage trends and preferences
Detect, prevent, and address technical issues and fraud
Comply with legal obligations

4. Legal Basis for Processing (UK GDPR)

We process your personal data on the following legal bases:

Contract performance: To provide the Services you've subscribed to
Consent: Where you've given explicit consent (e.g., marketing communications)
Legitimate interests: To improve our Services and ensure security
Legal obligation: To comply with UK laws and regulations

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

Service providers: Third parties who perform services on our behalf (e.g., hosting, payment processing, email delivery)
Legal requirements: When required by law or to protect our rights
Business transfers: In connection with a merger, acquisition, or sale of assets

All third-party service providers are contractually obligated to protect your data and use it only for specified purposes.

6. Data Storage and Security

Your data is stored in secure UK-based data centres. We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction, including:

Encryption of data in transit (TLS/SSL) and at rest
Regular security assessments and penetration testing
Access controls and authentication measures
Daily backups with encrypted storage

However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. When you cancel your account, we will delete or anonymise your data within 90 days, unless we are required to retain it for legal or regulatory purposes.

8. Your Rights (UK GDPR)

Under UK data protection law, you have the following rights:

Right of access: Request a copy of your personal data
Right to rectification: Correct inaccurate or incomplete data
Right to erasure: Request deletion of your data ("right to be forgotten")
Right to restrict processing: Limit how we use your data
Right to data portability: Receive your data in a structured, machine-readable format
Right to object: Object to processing based on legitimate interests
Right to withdraw consent: Where processing is based on consent

To exercise these rights, please contact us at privacy@workio.uk. We will respond within one month.

9. Cookies

We use essential cookies to operate our Services. We do not use tracking or advertising cookies. You can control cookies through your browser settings, but disabling cookies may affect functionality.

10. Third-Party Links

Our Services may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies.

11. Children's Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through a notice on our website. Your continued use of the Services after changes become effective constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Workio
Email: privacy@workio.uk
Postal address: [TO BE COMPLETED]

14. Supervisory Authority

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe we have not handled your personal data appropriately:

Information Commissioner's Office
Website: ico.org.uk
Helpline: 0303 123 1113

IMPORTANT: This privacy policy is a template and must be reviewed and customised by a qualified solicitor to ensure compliance with UK GDPR and other applicable laws before publication.