Privacy Policy

Version 2.0 — last updated 18 May 2026

1. Who we are

Work App Ltd ("Work App", "we", "us") is a company registered in England and Wales. We provide a software-as-a-service field operations platform to subscribing organisations ("Customers"). For most personal data processed through the Service, the Customer is the data controller and Work App is the data processor. For data we collect directly from website visitors and account holders for our own purposes (billing, account management, marketing), Work App is the controller.

Contact: privacy@workappltd.com.

2. Data we process

• Account data: name, email, phone, role, organisation.
• Customer Data (controlled by your employer): jobs, timesheets, snags, materials, commissioning packs, signatures, GPS, photos, end-customer contact details.
• Billing data: organisation name, billing email, VAT number, subscription history. Card details are handled by our payment processor; we do not store full card numbers.
• Usage data: log files, IP, device/browser type, pages visited — used to operate and secure the Service.
• Support data: messages you send us when contacting support.

3. Lawful basis

• Contract — to provide and bill the Service.
• Legitimate interest — to secure the Service, prevent fraud, and improve product quality.
• Legal obligation — to retain records required by UK tax and company law.
• Consent — for marketing emails and non-essential cookies, where applicable.

4. Sub-processors

We use vetted sub-processors to deliver the Service, including cloud hosting and database infrastructure, payment processing, and transactional email delivery. A current list is available on request. We do not sell personal data.

5. International transfers

Where data is transferred outside the UK or EEA, we rely on adequacy decisions or Standard Contractual Clauses with appropriate safeguards.

6. Retention

• Account data: while your account is active, then up to 30 days after closure.
• Customer Data: retained according to the Customer's configured retention rules; deleted within 30 days of subscription termination unless legally required to keep longer.
• Billing records: 6 years (UK tax law).
• Audit and security logs: up to 24 months.

7. Your rights

You have the right to access, rectify, erase, restrict, or port your personal data, and to object to processing. If your data is held in Work App on behalf of your employer, please direct requests to them in the first instance. For data we hold as controller, contact privacy@workappltd.com. You may also complain to the UK Information Commissioner's Office (ico.org.uk).

8. Security

Data is encrypted in transit (TLS) and at rest. Access is restricted by role-based access control and row-level security. Photos and signatures live in private storage with signed time-limited URLs. We maintain an internal incident response process and will notify affected Customers without undue delay in the event of a personal data breach.

9. Cookies

We use cookies and similar technologies that are strictly necessary to operate the Service (e.g. authentication). Where we use optional analytics cookies, you will be asked for consent.

10. Children

The Service is not directed to children under 16 and we do not knowingly collect their personal data.

11. Changes

We will record the policy version you accepted. Material changes will be notified by email or in-app at least 30 days before they take effect.

12. Contact

Work App Ltd — registered in England and Wales. Privacy enquiries: privacy@workappltd.com.