Privacy Policy

We collect information that you provide directly to us, including:

• Account information (name, email address, password)
• Business information (company name, business details)
• Payment information (processed securely through Stripe)
• Content you create using our platform (forms, funnels, AI employee configurations)
• Communications with us (support tickets, emails, chat messages)

We automatically collect certain information when you use our services:

• Log data (IP address, browser type, device information)
• Usage data (features used, pages visited, actions taken)
• Cookies and similar tracking technologies
• Photos, files and camera images you add to your records (see Photos, Camera and Files)
• Call recordings, call transcripts and voice messages created through our voice features (see Calls, Recordings and Voice)
• Device identifiers, including a push notification token (see Device Information and Identifiers)
• Location data from mobile devices, including precise and approximate location collected in the background (see Location Data for full details)

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send you technical notices, updates, and support messages
• Respond to your comments, questions, and customer service requests
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent fraudulent transactions and abuse
• Personalize and improve your experience
• Send promotional communications (with your consent)

We may share your information in the following circumstances:

• Service Providers: With third-party vendors who assist us in providing our services, including hosting, payment processing, analytics, and the telephony and AI providers described under Calls, Recordings and Voice. They may use this information only to provide services to us.
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law or to protect our rights and safety
• With Your Consent: When you have given us explicit permission

We do not sell your personal information to third parties.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

The Workbench mobile app for iOS and Android collects location data from the device it is installed on. This section explains what we collect, why we collect it, who can see it, how long we keep it, and how to turn it off.

What We Collect:

• Precise location: GPS coordinates from your device, accurate to within a few meters
• Approximate location: a coarser position derived from Wi-Fi networks and cell towers, used when GPS is unavailable or when you have granted only approximate access
• Photo location: coordinates attached to job photos you take in the app, so a photo can be matched to the site it was taken at

We collect location in the background, while the app is closed or not in use.

Background collection is necessary because the features below have to keep working while you drive between job sites and while your phone is in your pocket. Continued use of location in the background can decrease battery life. The app explains this on screen and asks for background permission separately, and it does not collect location in the background until you grant that permission.

Why We Collect It:

• Automatic mileage logging: your drives between job sites are turned into a mileage log that belongs to you, so you have your own records at tax time without writing anything down
• Automatic clock in and clock out: arriving at and leaving a job site you are assigned to starts and stops your time entry, so hours are not lost when someone forgets to press a button
• Team map: your position is shown on a map to the business you work for, so work can be dispatched to whoever is closest and so a crew can find each other on a large site

We do not use location for any purpose beyond these features.

When Collection Happens:

Background location collection happens only when both of the following are true: the business you work for has turned on trip and job time logging, and you have granted location permission on your device. If either one is off, the app does not collect location in the background. Turning it off later stops collection immediately.

Who Can See It:

• Your mileage log is yours. It is restricted at the database level to your own account, so the business you work for cannot read it. A trip becomes visible to them only when you choose to submit that specific trip for reimbursement.
• Job site arrivals and departures are visible to the business you work for, because they produce the timesheet entries you are paid from.
• Your position on the team map is visible to the business you work for whenever trip and job time logging is running on your device. The map also shows whether you are currently clocked in or clocked out. Visibility is not limited to your working hours, which is why the app lets you turn logging off in one tap.

How Long We Keep It:

• The raw location trail behind the team map is retained for 30 days and then automatically deleted
• Your mileage log and your job site time entries are kept for as long as your account is active, because they are records you rely on for taxes and pay. You can delete any trip from your mileage log yourself at any time.

What We Never Do:

We never sell your location data. We never share it with third parties for advertising, and we never use it for ad targeting, advertising profiles, or behavioral profiling of any kind.

How to Turn It Off:

• In the app: open Settings and turn off trip logging. Collection stops immediately. Trips already in your mileage log are kept unless you delete them.
• On an Android device: Settings, then Apps, then Workbench, then Permissions, then Location. You can change background access to "Allow only while using the app", or deny location entirely.
• On an iOS device: Settings, then Privacy and Security, then Location Services, then Workbench. You can change "Always" to "While Using the App", or set it to "Never".

Deletion:

Deleting your account deletes your location data, including your mileage log and your location trail. Trips you chose to submit to your employer for reimbursement are kept as part of that business's financial records, as described under Data Retention. You can also request deletion at any time by contacting privacy@tryworkbench.app.

When businesses using Workbench send SMS messages to their customers, the following data practices apply:

Information Collected for SMS:

• Phone numbers provided by end users to businesses through opt-in forms, landing pages, or direct communication
• SMS opt-in and opt-out status and timestamps
• Message delivery status and logs
• Opt-in consent records

How SMS Data Is Used:

• To deliver SMS messages on behalf of businesses to their opted-in customers
• To process opt-out (STOP) and help (HELP) requests
• To maintain compliance with messaging regulations
• To provide messaging analytics to the business that sent the messages

SMS Data Sharing Restrictions:

End user mobile phone numbers, opt-in data, and SMS consent information will never be shared, sold, rented, or disclosed to any third parties or affiliates for their own marketing or promotional purposes. This data is used solely to facilitate messaging between the business and its opted-in customers through the Workbench platform.

SMS Data Retention:

• Opt-in consent records are maintained as long as the business account is active
• Message logs are retained for up to 12 months for compliance purposes
• Opt-out records are maintained indefinitely to prevent re-enrollment
• Data is deleted upon business account closure, except where retention is required by law

Opt-Out Rights:

End users can opt out of SMS messages at any time by replying STOP to any message. For assistance, reply HELP or contact us at support@tryworkbench.app.

Workbench includes voice features that capture the content of phone calls and audio messages. This section explains what is captured, who can hear or read it, and how long it is kept.

What We Capture:

• AI receptionist calls: when a business uses our AI receptionist to answer its phone line, what the caller says is converted to text and stored as a transcript, along with call metadata such as the number, time and duration. An audio recording of the call may also be stored.
• Voicemail: voicemail left for a business using this feature is transcribed and stored.
• Outbound calls: calls placed by a business through our outbound calling feature are transcribed and may be recorded on the same basis.
• Team calls: calls between members of the same business inside the app can be recorded when a participant turns recording on, and a transcript and summary may be generated.
• Voice notes: audio messages sent inside the app are stored and automatically transcribed to text.

Notice to callers: by default, anyone calling a business that uses our AI receptionist hears a recording notice before the greeting.

The default wording is "This call may be recorded for quality and record-keeping." A business can change that wording or switch the announcement off in its own settings. Recording laws differ by state and country, and several require the consent of every party on the call. Each business is responsible for its own compliance with those laws, including if it chooses to disable the announcement.

Who Can See or Hear It:

• Call transcripts, recordings and voicemail are visible to the business whose phone line received or placed the call, and to the staff it grants access to.
• Team call recordings and voice notes are visible to the participants and to the business that owns the account.
• We do not listen to or read this content except where necessary to operate the service, resolve a support request you raise with us, or comply with the law.

Service Providers Who Process This Content:

Delivering these features means sending call and audio content to specialist providers who process it on our behalf, under contract, and are not permitted to use it for their own purposes:

• Twilio for telephone connectivity and speech recognition
• Google (Gemini) to generate the AI receptionist's responses
• OpenAI (Whisper) to transcribe voice notes

How Long We Keep It:

• Team call recordings are automatically deleted 90 days after the call ends. The transcript and summary are kept, because they may still be needed as a record of what was agreed.
• AI receptionist call transcripts and voicemail transcripts are automatically deleted two years after the call.
• Voice notes are kept while the business account is active.
• All of it is deleted when the business account is closed, and can be deleted earlier on request.

We never sell call recordings, transcripts or voice messages, never share them with third parties for advertising, and never use them for ad targeting.

The mobile app asks for access to your camera and your photo library so you can document work on site. Access is requested at the point you first use one of these features, and you can decline or revoke it in your device settings.

What We Collect:

• Job photos: pictures you take or choose from your library to attach to a job, quote, invoice or report, together with any caption you add
• Equipment and document scans: images captured to record equipment or scan a document, including the device model that captured them
• Files you upload: attachments added to records or messages

Photos can contain location information.

A photo taken in the app may have the coordinates of where it was taken stored alongside it, so the picture can be matched to the right site. See Location Data for how location is handled generally.

Who Can See It:

• Photos and files are visible to the business whose account they were added to, and to the staff it grants access to.
• A business can share a photo album or a file with its own customer using a private link. Anyone holding that link can view what was shared, so businesses should treat those links as confidential.

How Long We Keep It:

Photos and files are kept until you delete them or the business account is closed. Deleting the account deletes them.

We never sell your photos or files, never share them with third parties for advertising, and never use them to train advertising models.

We collect a limited amount of information about the device you use to reach Workbench.

• Push notification token: an identifier issued by Apple or Google for your copy of the app, used only to deliver notifications you have enabled. Turning notifications off in your device settings stops its use.
• Device and browser details: device model, operating system, browser type and app version, used to support the app and diagnose faults
• IP address: collected when you connect, used for security, fraud prevention and coarse regional analytics
• Session security identifiers: a signature derived from the device and browser used to detect session hijacking on our partner portal

The Workbench mobile app contains no advertising SDKs, does not request or collect an advertising identifier, and does not track you across other apps or websites.

We do not use device identifiers to build advertising profiles. Analytics and marketing cookies on our public website are separate, are used only with your consent, and are described under Cookies & Tracking.

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit and at rest (TLS 1.3, AES-256)
• Automated vulnerability scanning of the application, run in-house on a regular basis
• Access controls and authentication measures, including optional multi-factor authentication
• Least-privilege access: production data is reachable only by the people who need it, and only to the extent their role requires
• Row-level security in our database, so each business can reach only its own data
• GDPR compliance measures

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Specifically:

• Account data is retained while your account is active
• Content you create is retained until you delete it or close your account
• Backup data may be retained for up to 90 days after deletion
• Analytics and log data is typically retained for 12 months
• Financial records are retained as required by law (typically 7 years)

You can request deletion of your data at any time by contacting us.

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal data
• Portability: Request your data in a portable format
• Opt-out: Opt out of marketing communications
• Restriction: Request restriction of processing
• Object: Object to certain types of processing

To exercise these rights, please contact us at privacy@tryworkbench.app

We use cookies and similar tracking technologies to:

• Keep you logged in to your account
• Remember your preferences
• Analyze how our services are used
• Provide personalized content and ads

Types of cookies we use:

• Essential: Required for the platform to function
• Analytics: Help us understand usage patterns
• Functional: Remember your preferences
• Marketing: Used for advertising (with consent)

Use Cookie preferences to accept or reject optional tools, including tawk.to support chat and Sentry session replay. You can change your choice at any time. Withdrawing consent reloads the page to stop these tools. Essential sign-in cookies remain enabled. You can also manage cookies through your browser settings.

Your information may be transferred to and processed in countries other than your own. Our published Data Processing Agreement is currently a nonbinding draft, and its international-transfer terms are not finalized.

If your use requires a binding processing agreement or international-transfer safeguards, contact legal@tryworkbench.app before submitting that personal data. The draft does not establish those safeguards.

Our services are not directed to children under 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

We may update this privacy policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date
• Sending an email notification for significant changes

Your continued use of our services after changes constitutes acceptance of the updated policy.

If you have questions about this privacy policy or our data practices, contact us:

For EU residents, you may also contact your local data protection authority.