1. Scope of This Policy
This policy applies to the WorkMate OS website, waiting list, beta programme, customer accounts, support channels, demos, AI employee workflows, integrations, automations, documents, generated outputs and related services.
It covers personal data we process as a controller for our own business operations and personal data we process as a processor for business customers using WorkMate OS. Customer-controlled processing is also covered by our Data Processing Agreement.
2. Who We Are
WorkMate OS is operated by WorkMate OS Systems Limited, a company registered in England and Wales with company number 16659431. We trade as WorkMate OS and WorkMate Systems.
You can contact us at info@workmatesystems.co.uk, by phone on +44 7359 396461, or by post at Flat 9 Charlcot Mews, Bower Way, Slough, SL1 5HD, United Kingdom.
3. Information We Collect
The information we collect depends on how you use WorkMate OS, which modules you enable and which third-party services you connect.
| Category | Examples | Source |
|---|---|---|
| Account and identity data | Name, email address, password status, role, organisation, account settings and authentication records. | You, your employer or your account administrator. |
| Contact and support data | Email enquiries, support messages, call notes, attachments, feedback, complaints and correspondence history. | You and our support channels. |
| Commercial and billing data | Plan, subscription, invoices, VAT or tax information, payment status, purchase history and refund records. | You, our payment provider and our billing systems. |
| Service content | Prompts, files, messages, instructions, approvals, workflow notes, generated outputs, comments, imported records and task data. | You, your team and connected services you authorise. |
| Integration data | Connected account metadata, calendar metadata, inbox metadata, file names, permissions, webhook events and workflow triggers. | Connected providers such as email, calendar, storage, payment, CRM or automation tools. |
| Technical and usage data | IP address, device, browser, operating system, event logs, timestamps, page views, diagnostics, security logs and error reports. | Your device, browser and our service infrastructure. |
| Marketing and preference data | Newsletter preferences, campaign interactions, cookie choices and communication preferences. | You, cookies and analytics tools where enabled. |
4. How We Use Information and Lawful Bases
We use personal data only where we have a lawful basis under applicable data protection law.
| Purpose | Data Used | Lawful Basis |
|---|---|---|
| Provide WorkMate OS | Account data, service content, integration data, technical data and support data. | Contract performance and legitimate interests. |
| Run AI employee workflows | Prompts, uploaded files, business context, instructions, generated outputs and workflow metadata. | Contract performance, legitimate interests and customer instructions where we act as processor. |
| Manage accounts and subscriptions | Identity, contact, billing, plan and payment status data. | Contract performance and legal obligations. |
| Security and abuse prevention | Login records, IP addresses, device data, audit logs and usage patterns. | Legitimate interests and legal obligations. |
| Support and troubleshooting | Support messages, diagnostics, account status, workflow records and correspondence. | Contract performance and legitimate interests. |
| Improve reliability and product performance | Usage events, error logs, aggregated analytics and feature feedback. | Legitimate interests, and consent where required for non-essential analytics. |
| Send service and legal notices | Contact data, account status and subscription records. | Contract performance, legal obligations and legitimate interests. |
| Marketing communications | Contact details, preferences and campaign engagement. | Consent or legitimate interests where permitted by law. |
5. AI Functionality and Model Providers
WorkMate OS uses AI functionality to draft, classify, summarise, analyse, transform, search and generate business outputs. When you use those features, prompts, instructions, files, context and generated outputs may be sent to AI model, embedding, transcription, reasoning, search or infrastructure providers as needed to provide the requested function.
We configure providers and product flows to restrict provider training on customer content where our provider terms and technical controls allow it. AI outputs may be inaccurate, incomplete or unsuitable for your circumstances, so you remain responsible for reviewing outputs before relying on them or sending them externally.
| Provider Type | What They May Receive | Purpose |
|---|---|---|
| AI model and reasoning providers | Prompts, instructions, selected files, business context, retrieved records and generated outputs. | Generate, classify, transform, summarise, reason over and improve requested workflow outputs. |
| Embedding and search providers | Text snippets, metadata, document chunks and search queries. | Index and retrieve relevant workspace information for authorised features. |
| Transcription or media providers | Audio, video, images or extracted text where you enable those features. | Convert media into text or structured workflow records. |
| Infrastructure and observability providers | Technical logs, event metadata, performance metrics and error diagnostics. | Host, secure, monitor and troubleshoot the service. |
6. Connected Services and Integrations
If you connect third-party services, WorkMate OS processes data from those services only to provide the feature you request and according to the permissions you grant. Examples may include email, calendar, file storage, payment, CRM, social media, website, support desk or automation platforms.
You can usually revoke connected-service access in the provider account, in WorkMate OS where available, or by contacting support. Removing an integration may limit or stop related workflows.
7. Cookies and Similar Technologies
We use cookies and similar technologies to operate the website, keep sessions secure, remember choices, understand performance and, where enabled, measure marketing activity.
Where required by law, we ask for consent before setting non-essential cookies. You can also control cookies through your browser settings.
| Cookie Type | Purpose | Choice |
|---|---|---|
| Strictly necessary | Security, routing, page loading, fraud prevention, authentication and session continuity. | Required for the site and service to work. |
| Preference | Remember choices such as interface state, cookie choices or communication settings. | Can usually be disabled, but some preferences may reset. |
| Analytics | Measure visits, pages, performance, errors and product usage trends. | Used with consent where required. |
| Marketing | Measure campaign performance and avoid showing irrelevant messages. | Used only where enabled and lawful. |
8. Who Receives Your Information
We do not sell personal data. We share personal data only where needed to operate WorkMate OS, provide support, process payments, comply with law, protect rights or deliver integrations you enable.
| Recipient Category | Reason | Examples |
|---|---|---|
| Hosting and infrastructure providers | To host the website, app, databases, files, backups and logs. | Cloud hosting, database, storage, CDN, monitoring and security vendors. |
| AI and automation providers | To provide AI employee functionality, search, classification, generation and workflow automation. | Model, embedding, transcription, orchestration and workflow service providers. |
| Payment and billing providers | To process payments, subscriptions, invoices, tax records and refunds. | Payment processors, billing tools, accounting and fraud prevention systems. |
| Support and communication providers | To respond to enquiries and send service notices. | Email, helpdesk, telephone, messaging and notification providers. |
| Connected third-party services | To operate integrations you authorise. | Email, calendar, file storage, CRM, social, website, payment and automation platforms. |
| Professional advisers and authorities | To comply with law, enforce terms, handle disputes and protect rights. | Solicitors, accountants, insurers, regulators, courts and law enforcement where required. |
| Business transfer recipients | To evaluate or complete a merger, sale, financing, restructuring or transfer of assets. | Prospective or actual acquirers and advisers under appropriate confidentiality controls. |
9. Countries and International Transfers
We are based in the United Kingdom. Depending on the providers used for hosting, AI functionality, payments, analytics, communications and integrations, personal data may be processed in the United Kingdom, the European Economic Area, the United States and other countries where our providers or their sub-processors operate.
Where personal data is transferred internationally, we use lawful transfer mechanisms such as UK adequacy regulations, EU adequacy decisions, the UK International Data Transfer Agreement, the UK addendum to the EU Standard Contractual Clauses, EU Standard Contractual Clauses, Data Privacy Framework participation where applicable, or another lawful safeguard.
10. Retention
We keep personal data only for as long as reasonably needed for the purpose collected, including to provide the service, maintain security, resolve disputes, comply with financial and legal duties, enforce agreements and keep business records.
Customer workspace content is retained according to account settings, product functionality, backup cycles and legal obligations. Security logs, billing records and legal correspondence may be retained for longer where required or justified.
11. Children
WorkMate OS is intended for business users and is not directed at children. You must not use WorkMate OS if you are under 18 unless your parent or guardian has agreed and your use is lawful in your location.
We do not knowingly collect personal data from children. If you believe a child has provided personal data to us, contact info@workmatesystems.co.uk and we will take appropriate steps.
12. Your Data Protection Rights
Depending on where you are and how we process your data, you may have the following rights. We may need to verify your identity before responding, and some rights are subject to legal limits.
| Right | What It Means |
|---|---|
| Access | Ask for a copy of personal data we hold about you. |
| Rectification | Ask us to correct inaccurate or incomplete personal data. |
| Erasure | Ask us to delete personal data where there is no lawful reason for us to keep it. |
| Restriction | Ask us to limit how we use personal data in certain circumstances. |
| Objection | Object to processing based on legitimate interests or direct marketing. |
| Portability | Ask for certain data in a structured, commonly used, machine-readable format. |
| Withdraw consent | Withdraw consent where processing is based on consent. This does not affect earlier lawful processing. |
| Automated decision-making | Ask for safeguards where a solely automated decision has legal or similarly significant effects. |
| Complain | Complain to the UK Information Commissioner or another competent supervisory authority. |
13. Marketing Communications
We may send service messages, security notices and account information even if you opt out of marketing. You can opt out of marketing emails by using the unsubscribe link or contacting us.
14. Third-Party Websites and Links
Our website and service may link to third-party websites, apps or services. Their privacy practices are controlled by their own notices and terms. You should review those notices before sharing data with them.
15. Changes to This Policy
We may update this policy when our product, providers, legal duties or business operations change. The updated date shows when this policy was last changed. Material changes may be notified through the website, app or email where appropriate.