Privacy Policy

1. INTRODUCTION

1.1 About This Policy

This Privacy Policy describes how Workalong ("we", "us", "our") collects, uses, and protects your personal information when you use our staff scheduling and management platform.

1.2 Our Commitment

We are committed to:

• Protecting your privacy and personal data
• Being transparent about what data we collect and why
• Complying with UK GDPR and Data Protection Act 2018
• Giving you control over your personal information
• Keeping your data secure

1.3 Data Controller

For the purposes of UK data protection law, Workalong is the data controller of your personal information.

Contact Details:
Email: [email protected]
Address: 17 Roberts Road, HP13 6XA, Buckinghamshire

2. INFORMATION WE COLLECT

2.1 Information You Provide Directly

2.2 Information We Collect Automatically

Usage Information:

• Pages viewed and features used
• Time spent on the Service
• Click patterns and navigation paths
• Feature usage statistics
• Error reports and performance data

Device and Technical Information:

• IP address
• Browser type and version
• Device type and operating system
• Screen resolution
• Language preferences
• Time zone
• Referring website

Cookies and Similar Technologies:

• Session cookies, essential for the Service to function
• Authentication cookies
• Preference cookies, for example theme selection
• Analytics cookies, with your consent

2.3 Information from Third Parties

• Payment information from Stripe
• Authentication data if you use social login such as Google or GitHub
• Publicly available information you choose to connect

3. HOW WE USE YOUR INFORMATION

3.1 Legal Bases for Processing

We process your personal data under the following legal bases:

3.2 Purposes of Processing

To Provide the Service:

• Create and manage your account
• Process your staff scheduling and time tracking
• Calculate payroll and budget forecasts
• Enable fraud detection features, paid plans
• Store and display your data
• Provide customer support

To Process Payments:

• Process subscription payments
• Manage billing and invoicing
• Prevent payment fraud
• Issue refunds when applicable

To Communicate with You:

• Send service-related notifications, account changes, billing, updates
• Respond to your inquiries and support requests
• Send important security and legal notices
• Send marketing communications, with your consent - you can opt out

To Improve and Develop Our Service:

• Analyse usage patterns and trends
• Identify and fix bugs and technical issues
• Develop new features and improvements
• Conduct research and testing
• Optimise performance and user experience

To Ensure Security and Prevent Fraud:

• Monitor for suspicious activity
• Prevent unauthorised access
• Detect and prevent fraud
• Enforce our Terms of Service
• Protect against security threats

To Comply with Legal Obligations:

• Comply with tax and accounting requirements
• Respond to legal requests and court orders
• Enforce our legal rights
• Comply with regulatory requirements

4. HOW WE SHARE YOUR INFORMATION

4.1 We Do NOT Sell Your Data

4.2 When We Share Information

Service Providers:

We share data with trusted third-party service providers who help us operate the Service:

• Stripe: Payment processing, PCI-DSS compliant
• Cloud Hosting Providers: Data storage and infrastructure
• Email Service Providers: Transactional and marketing emails
• Analytics Providers: Usage analytics, anonymized where possible
• Customer Support Tools: To provide support services

These providers are contractually obligated to protect your data and use it only for the purposes we specify.

Legal Requirements:

We may disclose your information if required by law or in response to:

• Court orders or legal processes
• Government or regulatory requests
• Law enforcement requests
• Protection of our legal rights
• Prevention of fraud or illegal activity
• Emergency situations involving safety

Business Transfers:

If Workalong is involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred to the new owner. We will notify you of any such change.

With Your Consent:

We may share your information with other parties when you give us explicit consent to do so.

5. DATA RETENTION

5.1 How Long We Keep Your Data

5.2 Data Deletion

You can request deletion of your data at any time by contacting us. We will delete your data within 30 days unless we have a legal obligation to retain it.

6. DATA SECURITY

6.1 How We Protect Your Data

We implement industry-standard security measures including:

Technical Measures:

• Encryption: HTTPS/TLS encryption for data in transit
• Database Encryption: Encryption of sensitive data at rest
• Password Security: Bcrypt hashing with salt for passwords
• Firewall Protection: Network security and intrusion detection
• Regular Security Updates: Timely patching of vulnerabilities
• Access Controls: Role-based access and authentication
• Security Monitoring: Continuous monitoring for threats

Organizational Measures:

• Access to personal data is limited to those who need it to operate the Service
• Confidentiality obligations apply to anyone who accesses data on our behalf
• Incident response procedures are in place to respond to security events

6.2 Data Breach Notification

In the unlikely event of a data breach affecting your personal information, we will:

• Notify you within 72 hours of discovery
• Inform the ICO, Information Commissioner's Office, as required
• Provide details of the breach and steps we're taking
• Advise you on protective measures you can take

6.3 Your Responsibility

You are responsible for:

• Keeping your password confidential and secure
• Using a strong, unique password
• Logging out of shared devices
• Notifying us immediately of any unauthorised access
• Keeping your contact information up to date

7. YOUR RIGHTS UNDER UK GDPR

7.1 Your Data Protection Rights

Under UK GDPR, you have the following rights:

7.2 How to Exercise Your Rights

To exercise any of these rights:

• Email us at: [email protected]
• Or write to: 17 Roberts Road, HP13 6XA, Buckinghamshire

We will respond to your request within one month. If your request is complex, we may extend this by two months and will notify you.

7.3 ICO Contact Information

If you're unhappy with how we've handled your data, you can contact the ICO:

• Website: www.ico.org.uk
• Phone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

8. COOKIES AND TRACKING

8.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide and improve the Service.

8.2 Types of Cookies We Use

8.3 Managing Cookies

You can control cookies through:

• Your browser settings to disable, delete, or block cookies
• Cookie settings in the site footer at any time
• Third-party opt-out tools

Note: Disabling essential cookies will prevent the Service from functioning properly.

8.4 Third-Party Cookies

We may use third-party services that set their own cookies:

• Stripe for payment processing
• Analytics providers if enabled
• Social media login providers such as Google or GitHub

These services have their own privacy policies.

9. INTERNATIONAL DATA TRANSFERS

9.1 Where We Store Data

Your data is primarily stored in data centres located in:

• United Kingdom
• European Economic Area, EEA
• Other locations with adequate data protection as approved by UK GDPR

9.2 Transfers Outside the UK

If we transfer data outside the UK, we ensure adequate protection through:

• Adequacy Decisions: Transfers to countries deemed to have adequate protection
• Standard Contractual Clauses, SCCs: EU and UK approved contract terms
• Binding Corporate Rules: For transfers within our corporate group
• Your Explicit Consent: Where appropriate

9.3 Third-Party Processors

Some of our service providers (e.g., cloud hosting) may be located outside the UK. We ensure they provide adequate data protection through appropriate safeguards.

10. CHILDREN'S PRIVACY

10.1 Age Restriction

Our Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children.

10.2 If We Learn of Child Data

If we become aware that we've collected data from a child under 18 without parental consent, we will:

• Delete the information as quickly as possible
• Terminate the associated account
• Not use the data for any purpose

10.3 Parental Notice

If you believe your child has provided us with personal information, please contact us immediately at [email protected].

11. MARKETING COMMUNICATIONS

11.1 Types of Marketing

With your consent, we may send you:

• Product updates and new features
• Tips and best practices
• Special offers and promotions
• Educational content and resources
• Company news and announcements

11.2 Opting Out

You can opt out of marketing communications at any time by:

• Clicking "unsubscribe" in any marketing email
• Updating your email preferences in your account settings
• Contacting us at [email protected]

11.3 Service Communications

You cannot opt out of essential service communications such as:

• Account verification emails
• Billing and payment notifications
• Security alerts
• Legal notices
• Service changes affecting your account

12. YOUR RESPONSIBILITIES

12.1 As a Data Controller

If you use Workalong to manage staff data, you are a data controller and are responsible for:

• Obtaining necessary consents from your staff members
• Having a lawful basis for processing their data
• Providing privacy notices to your staff
• Respecting their data protection rights
• Ensuring data accuracy
• Complying with UK GDPR and data protection laws
• Securing data access credentials

12.2 Staff Member Data

When you upload staff member information to our Service, you must ensure:

• You have informed them about how their data will be used
• You have obtained necessary consents
• The data is accurate and up to date
• You only collect data that is necessary
• You respect their rights under UK GDPR

12.3 Data Processing Agreement

When you use our Service to process staff data, we act as your data processor. The Terms of Service include data processing terms that comply with UK GDPR Article 28.

13. CHANGES TO THIS PRIVACY POLICY

13.1 Updates

We may update this Privacy Policy from time to time to reflect:

• Changes in our practices
• Changes in applicable laws
• New features or services
• Feedback from users or regulators

13.2 Notification of Changes

When we make significant changes, we will:

• Update the "Last Updated" date at the top
• Notify you via email
• Display a prominent notice in the Service
• Request your consent if required by law

13.3 Continued Use

Your continued use of the Service after changes become effective constitutes your acceptance of the updated Privacy Policy.

14. CONTACT US

14.1 Privacy Questions

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

14.2 Data Protection Officer

For data protection matters, you can contact our Data Protection Officer at:

DPO Email: [email protected]

© 2026 Workalong. All rights reserved.