Privacy Policy

Safeguarding your privacy is one of our highest priorities. This Privacy Policy explains in detail how we collect, process, share, and protect your personal information when you access and use our platform, website, and all related services. We are committed to transparency, security, and giving you control over your data. By using WorkOwl, you acknowledge and agree to the practices described in this policy.

1. Information We Collect

We collect various categories of information to provide, enhance, and personalize our services, ensuring they are intuitive, reliable, and relevant to your needs. This data enables us to tailor the user experience based on behavior, preferences, and usage patterns. It helps us make intelligent platform decisions, detect technical issues, and develop new features that align with how our users work. By understanding how our platform is accessed and used across different environments and industries, we are able to continuously refine its usability, security, and performance for teams of all sizes.

Personal Information: We may collect personally identifiable details such as your full name, business email address, contact phone number, job title, company name, billing information, and communication preferences. This information is typically provided when you create a user account, submit a support request, sign up for a subscription, or engage in a commercial transaction. These data points help us manage your account, provide you with support, and deliver relevant services and communication.

Account & Usage Data: In order to ensure a secure and efficient platform experience, we collect data related to your activity on the platform. This may include metadata such as the time and date of logins, pages viewed, features used, and interactions with various components of the platform. We also collect technical identifiers like your IP address, browser type, device operating system, and referring URLs. This data is used to optimize platform performance, ensure stability, diagnose bugs, and prevent unauthorized access.

Cookies & Tracking Technologies: We utilize cookies, web beacons, pixel tags, and other tracking technologies to enhance user experience and monitor how our services are used. These tools allow us to remember your session preferences, analyze user behavior trends, and deliver a smoother navigation experience. Some cookies are essential for authentication and security, while others help us personalize your dashboard or report platform usage anonymously. Although most browsers accept cookies automatically, you can choose to manage or disable them through your browser settings. Please note that some essential functionality may be affected if cookies are disabled.

2. How We Use Your Information

We use the information we collect for a broad range of lawful and business-critical purposes. These purposes are essential not only to operate and maintain the integrity of the WorkOwl platform but also to ensure that users receive a personalized, secure, and continually improving experience. By analyzing and processing this data, we are able to deliver intelligent functionality, anticipate user needs, and streamline workflows for individuals and teams. Our use of information also supports compliance with legal and regulatory frameworks, enables fraud prevention, and enhances service reliability. In addition, we utilize collected data in aggregated and anonymized forms to study usage trends, identify technical issues, and make data-driven decisions that improve our offerings. This ongoing process helps us shape a platform that evolves with our users’ expectations and business demands. Specifically, we may use your information to:

Account Registration and Management: To create, maintain, and secure your account, manage authentication, and support personalized settings across sessions and devices.

Feature Access and Updates: To enable access to core and premium features, implement requested changes, and provide you with new functionalities and product enhancements.

Billing and Payment Processing: To process subscription payments, manage invoicing, send payment reminders, and handle billing inquiries securely and efficiently.

Customer Support and Communication: To respond to inquiries, offer real-time or asynchronous support, resolve technical issues, and provide system notifications and account-related updates.

Usage Analysis and Performance Optimization: To understand how you and others use WorkOwl, identify trends or areas for improvement, and continuously optimize speed, reliability, and usability.

Security, Integrity, and Fraud Prevention: To monitor and protect against unauthorized access, misuse, and malicious behavior; enforce our terms of service; and detect potentially harmful activities within our systems.

Legal Compliance and Regulatory Reporting: To fulfill our legal responsibilities, such as tax and audit obligations, respond to lawful requests by public authorities, and meet contractual compliance requirements.

3. Information Sharing and Disclosure

We do not rent, sell, or trade your personal information to third parties under any circumstances. Our commitment to protecting your privacy extends to all commercial and marketing relationships—we will never monetize your personal data by selling it to advertisers, data brokers, or other unauthorized entities.

However, there are specific and limited scenarios in which sharing your data becomes necessary in order to operate WorkOwl effectively, ensure service delivery, maintain security, or meet legal obligations. In all such cases, we ensure that any third parties receiving your data are contractually bound to uphold confidentiality and data protection standards equivalent to our own. Your information is only shared with entities that require it to fulfill a clear purpose related to the services we offer.

This practice is rooted in transparency, minimalism, and necessity. We only share the minimum amount of information required to accomplish a legitimate function and always seek to protect your privacy throughout the process.

Service Providers: We collaborate with a carefully selected group of third-party vendors and service providers who support the operation, maintenance, and enhancement of our platform. These providers may include cloud hosting services, analytics platforms, payment processors, customer support software, and infrastructure management tools. Before engaging any service provider, we conduct a review of their data handling policies and require that they adhere to strict confidentiality clauses, data protection obligations, and compliance with industry-standard security protocols. Their access to personal data is limited strictly to what is necessary for them to perform their services on our behalf, and we regularly audit their performance and adherence to our privacy standards.

Legal Disclosures: Under certain circumstances, we may be required by law to disclose personal information. This includes responding to lawful requests from government authorities, such as subpoenas, court orders, or law enforcement inquiries. We also reserve the right to disclose personal data when we believe such action is necessary to protect the legal rights, property, or safety of WorkOwl, our users, employees, or others. This may include sharing information to investigate or prevent illegal activities, fraud, threats to physical safety, or violations of our terms of service.

Team & Workspace Sharing: If you are part of a multi-user workspace or team, your profile information—including name, email address, role, and contributions—may be visible to other authorized users within the same workspace. This visibility helps facilitate collaboration, accountability, and transparency across shared projects and tasks. However, visibility is governed by your role and the permissions configured by your workspace administrator. Users may also have access to shared resources, comments, and files depending on the team structure. We provide administrators with tools to manage access levels and limit exposure of sensitive information within their teams.

4. Data Retention

We retain your data for as long as is necessary to maintain your user account, fulfill service obligations, and meet our operational requirements. This includes preserving data required to manage active subscriptions, provide technical support, or facilitate access to shared projects and collaborative features.

When an account becomes inactive or is voluntarily closed, we may continue to retain certain types of data for a legally permissible period. This may be necessary for the purposes of complying with tax regulations, financial reporting obligations, enforcing our terms of service, investigating misuse, or resolving disputes with third parties. Some data may also be retained for historical analysis in anonymized or aggregated form.

You have the right to request the deletion of your personal data at any time. Upon receiving such a request, we will evaluate the eligibility for deletion and, where appropriate, proceed to erase all personally identifiable information from our active systems. However, please note that full deletion may not always be possible if it would violate contractual obligations, regulatory mandates, or legitimate business interests. In such cases, we will clearly communicate what data can and cannot be deleted, and why.

Once deletion is processed, your user account will be permanently deactivated, and associated data—including workspaces, projects, and tasks—may no longer be recoverable. We recommend exporting any important data prior to initiating a deletion request.

5. Data Security

We implement a comprehensive, multi-layered approach to security designed to protect your data from unauthorized access, tampering, loss, or misuse. Our safeguards are continuously reviewed and updated to align with best practices in cybersecurity and data privacy. These include both technical and organizational measures that collectively form a robust framework to secure your personal and organizational information.

Specifically, our security practices include:

TLS Encryption in Transit: All data transmitted between your device and our servers is encrypted using Transport Layer Security (TLS), helping to prevent interception by unauthorized third parties.

Encryption at Rest: Sensitive data stored on our servers is encrypted at rest using robust industry-standard encryption protocols to ensure it remains protected even if physical storage is compromised.

Role-Based Access Controls (RBAC): Access to user data is governed by strict role-based access control mechanisms. Employees and systems only receive access permissions necessary to perform their duties, reducing the risk of exposure.

Secure Authentication & Monitoring: User logins are protected through secure authentication practices, including hashed passwords and session management. We continuously monitor login activity to detect and respond to suspicious behavior or unauthorized attempts.

Despite our robust and evolving infrastructure, no online platform or digital system can offer a 100% guarantee of security. Threats to data can arise from rapidly changing technologies, sophisticated cyberattacks, and unpredictable vulnerabilities. While we continuously monitor, test, and upgrade our security protocols, we also recognize that users play a vital role in maintaining the security of their own accounts.

We strongly encourage all users to take personal security measures, such as creating strong, unique passwords, logging out after each session on shared devices, and avoiding phishing links or suspicious emails. If you notice any unusual activity, receive unauthorized access alerts, or believe your account may have been compromised in any way, please contact our support team immediately. Prompt action allows us to investigate and take appropriate measures to secure your account and mitigate potential risks.

6. Your Rights and Choices

Depending on your location, citizenship, and the legal jurisdiction under which you are protected, you may be entitled to a range of rights regarding your personal data. These rights are established by international, national, and regional data protection regulations such as the General Data Protection Regulation (GDPR) in the European Union, the California Privacy Rights Act (CPRA) in the United States, and other global privacy frameworks. At WorkOwl, we are committed to honoring and facilitating the exercise of these rights in accordance with applicable laws and industry standards. These rights may include but are not limited to the following:

Access Your Data: You have the right to request access to the personal information we have collected and stored about you. This includes obtaining a copy of your data and understanding how it is being used.

Correction and Updates: If any of your personal data is incorrect, incomplete, or outdated, you may request that we rectify or update it to ensure accuracy and completeness.

Deletion and Deactivation: You may request the deletion or deactivation of your personal data from our systems. We will honor such requests to the extent permitted by law and our contractual or legal obligations.

Withdraw Consent: If we rely on your consent for certain data processing activities, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

Object to Processing: You have the right to object to specific types of data processing, such as direct marketing or automated profiling, if applicable to your region’s data protection laws.

Data Portability: You may request a portable, machine-readable copy of your personal data, which you can reuse or transfer to another service provider of your choice.

We are committed to enabling and respecting your data rights under all applicable regulations. Requests relating to access, correction, deletion, or objection will be carefully reviewed and, where appropriate, actioned within the legally required timeframe. We strive to ensure that all requests are handled with transparency and without unnecessary delay, in accordance with the data protection frameworks applicable to your jurisdiction.

7. Cookie Policy

Cookies are small text files that are placed on your computer, smartphone, or other device when you visit a website or use a web-based application. These files store small pieces of data that help websites remember information about your session—such as language preferences, login state, or previous activity. At WorkOwl, cookies are an essential part of how we deliver a consistent, personalized, and secure user experience.

We use cookies for several reasons, including facilitating smooth navigation between pages, improving load speeds, analyzing traffic patterns, detecting potential issues, and tailoring content to your usage preferences. Cookies also help us remember you when you return to the platform, so you don’t have to re-enter login credentials each time. Some cookies are temporary and expire when you close your browser, while others remain on your device until they are manually deleted or reach their expiration date.

Our cookie usage falls into a few defined categories: essential cookies, which enable core features like authentication; functional cookies, which enhance usability by remembering your settings; analytics cookies, which allow us to understand how users interact with WorkOwl; and third-party cookies, which may be placed by tools integrated into our platform, such as embedded media, support widgets, or payment processors.

You have full control over your cookie settings and can modify your preferences through your browser settings at any time. However, please be aware that disabling certain types of cookies may limit the functionality of the platform and reduce the quality of your user experience.

Types of Cookies We Use:

Essential Cookies: These cookies are necessary for the platform to function properly. They enable basic functions like user login, session authentication, and secure access to core areas of the platform. Without these cookies, the system cannot operate as intended.

Functional Cookies: These cookies remember user choices and preferences—such as your selected language, time zone, interface layout, or recent activity. They improve usability and personalize your experience by tailoring the platform to your workflow and behavior.

Analytics Cookies: These cookies collect anonymous information about how users interact with the platform. They track metrics such as page views, session duration, navigation paths, and error messages. This data helps us improve system performance, identify bottlenecks, and deliver a better product over time.

Third-Party Cookies: These cookies may be placed by services integrated into our platform, including live chat tools, embedded media players, and payment gateways. These third-party providers may use cookies to gather data for performance tracking, feature delivery, or usage analysis, subject to their own privacy policies.

Advertising and Retargeting Cookies: While WorkOwl does not serve traditional advertisements on its platform, these cookies may occasionally be used on our marketing site to measure campaign effectiveness or retarget visitors with relevant promotions via external platforms.

Security and Fraud Prevention Cookies: These cookies are used to detect unusual behavior, prevent fraudulent access, and monitor suspicious login patterns. They help us keep your account safe and maintain platform integrity.

You can manage your cookie preferences directly through your browser settings. Most modern web browsers allow you to view, manage, and delete cookies individually or block all cookies entirely. While you are free to restrict or disable cookies at any time, please note that doing so may affect the functionality and performance of certain areas of the platform. For example, disabling essential cookies may prevent you from logging in or maintaining secure sessions. Additionally, turning off functional cookies may limit personalization features, and analytics cookies help us understand performance trends and improve usability over time.

By continuing to use WorkOwl, you agree to our use of cookies as described above. We regularly review and update our cookie usage to ensure compliance with privacy laws and to maintain transparency with our users.

8. Third-Party Links and Services

WorkOwl may contain links or provide integrations with third-party websites, applications, or services—such as payment gateways, customer support tools, analytics platforms, or content hosted on external domains. These services are not owned or operated by WorkOwl and may collect data independently of our platform. Because these third parties function under their own terms of use and privacy policies, we do not have control over how they collect, process, or store personal information.

While we make every effort to integrate with reputable providers who demonstrate responsible data practices, we cannot guarantee or be held responsible for their policies, behaviors, or outcomes. Users should always review the privacy notices of any third-party service or link they engage with through our platform. This ensures that you are fully informed about how your data may be handled outside of WorkOwl’s infrastructure.

Your interactions with these external platforms are subject to their own terms, and you assume any associated risks. WorkOwl disclaims liability for any loss, misuse, or exposure of data resulting from your use of such third-party services.

9. Children’s Privacy

WorkOwl is a professional-grade platform developed for use by individuals who are 16 years of age or older. We do not knowingly solicit, collect, or store personal information from children under this age threshold. Our services, content, and user interface are tailored specifically for professionals, teams, and organizations, and are not suitable for use by minors.

We recognize the importance of protecting children’s privacy online and comply with global data protection laws that restrict the collection of information from minors. As part of our commitment to safeguarding user data, we take prompt action when we become aware of any instance in which personal data may have been collected from a child under the age of 16. This includes the immediate removal of such data from our systems and a review of the circumstances under which it was submitted.

We encourage parents or guardians who believe their child may have provided information through WorkOwl to notify us so that appropriate measures can be taken. Our platform is designed with protective policies to ensure all users meet the required minimum age standard.

10. International Users

WorkOwl is headquartered in Canada, and our services are hosted on secure servers located in the European Union. If you access WorkOwl from outside the EU, your data may be transferred, stored, and processed in the EU, where privacy protections are governed by GDPR and related regulations.

By using our services, you acknowledge and agree that your personal data may be transferred to, stored in, or processed in jurisdictions outside of your home country, including countries that may have different or less stringent data protection laws. These international transfers are necessary to provide you with uninterrupted access to WorkOwl and its global infrastructure. While privacy laws may vary by region, we ensure that all transfers are carried out in accordance with applicable legal safeguards and industry best practices. This may include relying on adequacy decisions, standard contractual clauses, or other lawful mechanisms to ensure that your data remains protected no matter where it is handled.

11. Policy Updates

We may modify this Privacy Policy as our practices evolve, regulatory requirements change, or new features are introduced. If we make significant changes, we will notify you via email or platform alert.

We encourage you to periodically review this policy. Continued use of the platform following updates indicates your agreement with the revised terms.

12. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy or your personal data, you may contact us at hello (at) workowl (dot) io