Privacy Policy

This policy explains what personal data WorkWise handles, why, who else sees it, and what your rights are. We have written it in plain English. It covers the WorkWise website (joinworkwise.com), the WorkWise dashboard (app.joinworkwise.com) and the WorkWise phone app for iOS and Android.

1. Who we are

WorkWise Technologies Ltd (Greater Manchester, UK) runs WorkWise. We are registered with the Information Commissioner's Office (ICO), registration number ZA000000. For anything in this policy, email privacy@joinworkwise.com.

2. Two kinds of data, and who is responsible for each

Your own data (you are a trader or a worker). Your name, email, business details, login and billing. For this, WorkWise Technologies Ltd is the controller: we decide why and how it is used.

Your customers' data (you are a trader). The names, addresses, phone numbers, visit history and payments you put into WorkWise about the people you work for. For this, you are the controller and WorkWise Technologies Ltd is your processor: we only handle it to run WorkWise for you, on your instructions. You are responsible for having a proper reason to hold it and for telling your customers you do (a short line in your own privacy notice is enough). If one of your customers asks us about their data, we pass the request to you.

3. What we collect, and why

The phone app does not read your device's GPS location. Maps in the app and dashboard are drawn from the addresses and postcodes you enter.

4. Who we share data with

We do not sell your data or your customers' data, and we do not use it for advertising. We use a small number of outside companies (“sub-processors”) to run WorkWise. Each only gets what it needs for its job.

• Supabase– our database, logins and file storage. Everything you and your customers put into WorkWise lives here.
• Vercel– hosts the website and dashboard.
• Stripe– takes your WorkWise subscription payments. If you choose to take card payments from your customers, Stripe also handles those through a Stripe account in your name (Stripe Connect); Stripe is responsible for that account under its own terms and privacy policy.
• GoCardless– Direct Debit and Pay by Bank. You connect your own GoCardless account; your customers' bank details go to GoCardless, not to us. We receive the status of each payment.
• PureSMS– sends the texts (reminders, visit done, payment links, and Lite follow-ups) from WorkWise's shared sending number, and passes replies back to us. It sees the phone number and the message.
• Resend– sends our emails (receipts, invoices, alerts, the visit-done email, accountant invitations).
• Anthropic(the Claude AI) – powers the features that read or write text: the Lite chat on a trader's website, the set-up interview, the draft of the follow-up text to a lead, summaries of chats, reading receipt and round-book photos into your books and customer list, working out what a customer's reply to a text means, and the assistant on joinworkwise.com. It receives only what that feature needs (for example the photo, or the chat). Under Anthropic's commercial terms, what we send is not used to train its models.
• Google– Places address suggestions as you type an address (what you type is sent), Google Maps on Android, and Google Play push services.
• Apple– push notifications to iPhones.
• Expo– delivers push notifications and app updates to the phone app.
• postcodes.io– turns UK postcodes into map positions (only the postcode is sent).
• Esri (ArcGIS)– map pictures shown in the dashboard. Your browser asks Esri for map tiles, so Esri sees your IP address.
• MET Norway– weather forecasts. Only an approximate location (about 1 km) is sent, never names or addresses.

We may also share data if the law requires it, or to protect people from fraud or harm. If WorkWise is ever sold, the new owner would take over this policy.

Your own employer or business.If you are a worker using the app through your employer's account, your employer can see the jobs, photos and records you add there.

5. Accountant access

A trader can give their accountant read-only access to the money side of their account: money in and out, expenses and receipt photos, invoices and payments, including customer names and the details printed on invoices. It only happens when the trader invites the accountant by email. The accountant signs in with a one-time code sent to that address, can't change anything, and the trader can remove their access at any time.

6. Texts and your customers

Texts to customers are service messages about their own visits and payments, plus, for Lite, a reply to an enquiry they made. We do not send marketing to a trader's customers. Texts go from WorkWise's shared number and are signed with the trader's name. Replying STOP stops further texts, and we keep that note so the number is never texted again. Each business has 100 texts included a month.

7. How long we keep data

• While your plan is active, we keep your data so WorkWise works.
• If your plan ends (you cancel, or payment fails for good), we keep your data so you can restart. Nothing is sent, texted or collected for you while it is ended.
• If you close your account(Settings, then Close my account), everything is permanently deleted after 30 days, including your customers' details, photos and chats. Until then, you can email us to ask for it back.
• Records we must keep (invoices we issued to you, payment records and accounting records) stay for as long as the law requires, usually six years.
• Opt-outs(a number that replied STOP) are kept so we honour them, and deleted data can remain in our hosting provider's backups until they expire on its normal cycle.

8. Your rights

Under UK GDPR you can ask us to:

• give you a copy of the personal data we hold about you
• correct anything that is wrong
• delete your data (“erasure”)
• restrict or object to how we use it
• give you your data in a form you can move (“portability”)

Email privacy@joinworkwise.com from the address on your account and we will reply within one month.

If you are a trader's customer, your trader is the controller of your details. Contact them first; if you contact us instead, we will pass your request to them. You also have the right to complain to the ICO at ico.org.uk, though we would like the chance to put things right first.

9. Security

Data is encrypted in transit (HTTPS) and at rest. Each business's data is kept separate from every other business's in the database. Passwords are stored hashed, card details are held only by Stripe, and bank details only by GoCardless. Our team only looks at your data when you ask us to help, or to fix a fault. No system is perfectly secure; if there is a breach that puts people at risk we will tell the people affected and the ICO as the law requires.

10. Where data goes

Your data is stored in our Supabase database. The website and dashboard code runs on Vercel, and some of our other sub-processors (for example Stripe, Anthropic, Resend, Google and Expo) may handle data outside the UK, including in the United States. Where they do, we rely on the safeguards UK law allows, such as the UK–US data bridge or the UK addendum to the standard contractual clauses.

11. Cookies

We only use cookies the site needs: keeping you signed in, and remembering a referral link for up to 60 days so a friend's free month is applied when you sign up. We do not use advertising or analytics cookies.

12. Changes

If we change this policy in a way that matters, we will email account holders and update the date at the top. The latest version is always at joinworkwise.com/privacy.

13. Talk to us

Privacy questions or requests: privacy@joinworkwise.com. Anything else: support@joinworkwise.com, or see our Terms of Service.