Privacy Policy

Privacy Policy

This Privacy Policy explains how Worktrace collects, uses, discloses, and otherwise processes Personal Data in connection with the Services. It is intended to provide transparency and information regarding our data processing practices. By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy. Where required under applicable data protection laws, Worktrace will process Personal Data on the basis of a lawful ground, such as contractual necessity, legitimate interests, legal obligation, or your consent, as applicable. Where processing is based on your consent, such consent will be obtained separately and may be withdrawn at any time as described in this Privacy Policy.

As we continually work to improve our Services, we may need to change this Privacy Policy from time to time. We will alert you of material changes by placing a notice on the Worktrace website, by sending you an email, and/or by some other means. If you continue to access or use the Services after any changes to this Privacy Policy become effective, this means you acknowledge that you have been informed of the updated Privacy Policy. Where processing of Personal Data is based on your consent and such consent is required by applicable law, Worktrace will seek your consent separately in connection with such changes.

What This Privacy Policy Covers

This Privacy Policy covers how we treat Personal Data that we gather when you access or use our Services. “Personal Data” means any information that identifies or relates to a particular individual, including information referred to as “personally identifiable information,” “personal information,” or “sensitive personal information” under applicable data privacy laws. This Privacy Policy does not cover the practices of companies we don’t own or control, or people we don’t manage.

Personal Data

Categories of Personal Data We Collect

Under the General Data Protection Regulation (GDPR), Worktrace processes Personal Data only where a valid legal basis applies — contractual necessity, legitimate interests, legal obligation, or consent. Worktrace does not rely on public interest or vital interests as a primary legal basis for its commercial Services.

Providing, Customizing and Improving the Services

Legal bases: Contractual Necessity; Legitimate Interests.

• Creating and managing your account or other user profiles
• Processing orders or other transactions; billing
• Providing you with the products, services, or information you request
• Meeting or fulfilling the reason you provided the information to us
• Providing support and assistance for the Services
• Improving the Services, including testing, research, internal analytics, and product development
• Personalizing the Services, website content, and communications based on your preferences
• Doing fraud protection, security, and debugging

Corresponding with You

Legal bases: Contractual Necessity; Legitimate Interests; Consent, where required.

• Responding to correspondence we receive from you, contacting you when necessary or requested, and sending you information about Worktrace or the Services
• Sending emails and other communications according to your preferences

Other Permitted Purposes for Processing Personal Data

Each of the above categories of Personal Data may also be collected, used, and disclosed to the government, including law enforcement, or other parties to meet certain legal requirements and enforce legal terms — including fulfilling our legal obligations under applicable law, regulation, court order, or other legal process; preventing, detecting, and investigating security incidents and potentially illegal activities; protecting the rights, property, or safety of you, Worktrace, or another party; enforcing any agreements with you; responding to claims that content violates third-party rights; and resolving disputes.

We will not collect additional categories of Personal Data or use the Personal Data we collect for materially different, unrelated, or incompatible purposes without providing you notice or obtaining your consent.

Categories of Sources of Personal Data

We collect Personal Data about you from the following categories of sources:

You

When you provide information directly to us:

• When you create an account or use our interactive tools and Services
• When you voluntarily provide information in free-form text boxes through the Services, or through responses to surveys or questionnaires
• When you send us an email or otherwise contact us

When you use the Services, and such information is collected automatically:

• Through cookies (see the Cookie Policy section below)
• If you download our mobile application or use a location-enabled browser, we may receive information about your location and mobile device
• If you download and install certain applications and software we make available, we may receive and collect information transmitted from your computing device to provide the relevant Services

Third Parties

Third-Party Credentials: If you provide your third-party account credentials, such as your social network account credentials, to us, or otherwise sign in to the Services through a third-party site or service, some content and/or information in those accounts may be transmitted into your account with us.

How We Disclose Your Personal Data

We disclose your Personal Data to the categories of service providers and other parties listed in this section where a valid legal basis applies under applicable data protection laws. Depending on state laws that may apply to you, some of these disclosures may constitute a “sale” of your Personal Data.

Service Providers

These parties help us provide the Services or perform business functions on our behalf. They include:

• Hosting, technology, and communication providers
• Analytics providers for web traffic or usage of the site
• Payment processors — our payment processing partner collects your voluntarily-provided payment card information necessary to process your payment. Please see Stripe’s, Square’s, or Braintree’s terms of service and privacy policy for information on their use and storage of your Personal Data.

Parties You Authorize, Access, or Authenticate

• Third parties you access through the Services
• Other users

Legal Obligations

We may disclose any Personal Data we collect with third parties in connection with any of the activities described under “Other Permitted Purposes for Processing Personal Data” above.

Business Transfers

All of your Personal Data that we collect may be transferred to a third party if we undergo a merger, acquisition, bankruptcy, or other transaction in which that third party assumes control of our business, in whole or in part.

Data That Is Not Personal Data

We may create aggregated, de-identified, or anonymized data from the Personal Data we collect, including by removing information that makes the data personally identifiable to a particular user. We may use and disclose such data with third parties for our lawful business purposes, including to analyze, build, and improve the Services and promote our business, provided that we will not disclose such data in a manner that could identify you.

Cookie Policy — Tracking Tools, Advertising, and Opt-Out

The Services use cookies and similar technologies such as pixel tags, web beacons, clear GIFs, and JavaScript (collectively, “Cookies”) to recognize your web browser, tell us how and when you visit and use our Services, analyze trends, learn about our user base, and operate and improve our Services. We may also supplement the information we collect from you with information received from third parties, including third parties that have placed their own Cookies on your device(s).

Because of our use of Cookies, the Services do not currently support “Do Not Track” requests sent from a browser.

Essential Cookies

Required for providing features or services you have requested — for example, certain Cookies enable you to log into secure areas of our Services. Disabling these Cookies may make certain features unavailable.

Functional Cookies

Used to record your choices and settings, maintain your preferences over time, and recognize you when you return to our Services — for example, remembering your choice of language or region.

Performance/Analytical Cookies

Help us understand how visitors use our Services — the number of visitors, what pages they view, and how long they spend on the Services — and help us measure the performance of our advertising campaigns. For example, Google LLC uses cookies in connection with Google Analytics; you can opt out via the Google advertising opt-out page or the Google Analytics Opt-out Browser Add-on.

You can decide whether to accept Cookies through your browser's settings, including turning off new Cookies or deleting existing ones — though some features may stop working correctly if you do. For more on managing Cookies, visit allaboutcookies.org, or ico.org.uk if you're in the EU.

Data Security

We seek to protect your Personal Data from unauthorized access, use, and disclosure using appropriate physical, technical, organizational, and administrative security measures based on the type of data and how we process it. You should also help protect your data by selecting and protecting your password, limiting access to your devices and browser, and signing off after using your account. No method of transmitting or storing data online is completely secure, so we can't guarantee absolute security.

Data Retention

We retain Personal Data for as long as necessary to provide the Services or fulfill the business or commercial purpose for which it was collected, considering the source, our need for it, why we collected it, and its sensitivity. We may retain data longer where necessary to comply with legal obligations, resolve disputes, or collect fees owed. For example:

• We retain your profile information and credentials for as long as you have an account with us
• We retain your device/IP data for as long as needed to ensure our systems work appropriately, effectively, and efficiently

Personal Data of Children

We do not knowingly collect or solicit Personal Data from children under 18 years of age. If you are under 18, please do not register for or use the Services or send us any Personal Data. If we learn we've collected data from a child under 18, we will delete it as quickly as possible. If you believe a child under 18 has provided us Personal Data, contact us at privacy@worktrace.ai.

The Children’s Online Privacy Protection Act (“COPPA”) requires online service providers to obtain parental consent before knowingly collecting personal information from children under 13. We do not knowingly collect such information from a child under 13 without verifiable parental consent, except for the limited information needed to obtain that consent. If you believe a child under 13 has provided Personal Data beyond what's needed for the consent process, contact us at privacy@worktrace.ai.

If you are a parent or guardian of a user under 13, you may contact us at any time to ask that we (a) stop collecting Personal Data from that user, (b) delete Personal Data already collected (we may retain it in anonymized or aggregated form), or (c) stop disclosing that data to third parties while still allowing its collection and use in connection with the Services.

State Law Privacy Rights

California Resident Rights

Under California Civil Code Sections 1798.83–1798.84, California residents can contact us to prevent disclosure of Personal Data to third parties for their direct marketing purposes. To submit such a request, contact privacy@worktrace.ai.

Nevada Resident Rights

We do not currently sell your Personal Data as “sale” is defined in Nevada Revised Statutes Chapter 603A.

European Union, United Kingdom, and Swiss Data Subject Rights

EU, UK, and Switzerland Residents

If you are a resident of the EU, UK, Switzerland, Liechtenstein, Norway, or Iceland, you may have additional rights under the EU or UK GDPR with respect to your Personal Data, as outlined below. Worktrace is the controller of your Personal Data processed in connection with the Services. Where we process Personal Data on behalf of our customers (as a processor), please contact the controller directly to address your rights. Questions about this section can be sent to privacy@worktrace.ai.

EU, UK, and Swiss Data Subject Rights

You have certain rights with respect to your Personal Data. To exercise any of these, email privacy@worktrace.ai. In some circumstances we may not be able to fully comply — for example, if a request is manifestly unfounded, excessive, or would adversely affect others’ rights — and we'll explain why if we refuse or charge a fee. We may need additional information to verify your identity and the nature of your request.

Access

Request more information about the Personal Data we hold about you and request a copy. You can also access certain data by logging into your account.

Rectification

Request that we correct or supplement any Personal Data that is incorrect or incomplete. You can also correct some information directly by emailing privacy@worktrace.ai.

Erasure

Request that we erase some or all of your Personal Data from our systems.

Withdrawal of Consent

If we process your Personal Data based on your consent, you can withdraw it at any time — though you may then need to provide express consent case-by-case for uses necessary to keep using the Services.

Portability

Request a copy of your Personal Data in a machine-readable format, or that we transmit it to another controller where technically feasible.

Objection

Object to our further use or disclosure of your Personal Data for certain purposes, such as direct marketing.

Restriction of Processing

Ask us to restrict further processing of your Personal Data.

Right to File a Complaint

Lodge a complaint about our practices with the supervisory authority of your country or EU Member State. A list of Supervisory Authorities is available at edpb.europa.eu.

Transfers of Personal Data

The Services are hosted and operated in the United States through Worktrace and its service providers. If you don't reside in the U.S., laws there may differ from the laws where you reside. By using the Services, you authorize Worktrace to transfer, store, and process your information in the U.S. and possibly other countries. In some cases, transfers to the U.S. are made pursuant to a data processing agreement incorporating standard data protection clauses.

Contact Information

If you have questions or comments about this Privacy Policy, or about your choices and rights regarding our collection and use of your Personal Data, contact us at:

Worktrace AI
www.worktrace.ai
privacy@worktrace.ai

Our EU Representative

Under Article 27 of the GDPR, we have appointed an EU Representative to act as our data protection agent:

Instant EU GDPR Representative Ltd.
Adam Brogden
contact@gdprlocal.com
+353 1 554 9700
Office 2, 12A Lower Main Street, Lucan, Co. Dublin, K78 X5P8, Ireland

Our UK Representative

Under Article 27 of the UK Data Privacy Act, we have appointed a UK Representative to act as our data protection agent:

GDPR Local Ltd.
Adam Brogden
contact@gdprlocal.com
+44 1772 217800
1st Floor Front Suite, 27–29 North Street, Brighton, England