Privacy Policy

1. Introduction

Workicient Technologies ("WorkiDoc," "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our enterprise document management platform and related services (collectively, the "Service").

By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

2. Information We Collect

2.1 Personal Information

We collect personal information that you voluntarily provide to us when you:

• Register for an account
• Subscribe to our Service
• Request a demo or contact us
• Participate in surveys or promotions

This information may include:

• Name and contact information (email address, phone number, business address)
• Company name, job title, and department
• Account credentials (username and password)
• Billing and payment information
• Profile information and preferences

2.2 Email Content and Attachments

When you connect your email accounts (Gmail or Microsoft Outlook) to WorkiDoc, we access and process:

• Email metadata (sender, recipient, subject line, timestamps)
• Email body content for classification and organization purposes
• Email attachments for storage and document management

Important: Email content is processed to enable our AI-powered classification features, which automatically categorize correspondences into relevant projects. This processing is essential to the core functionality of our Service.

2.3 Documents and Correspondences

We store and process documents, correspondences, and attachments that you upload or create within the Service, including:

• Uploaded files and attachments
• Draft responses and final correspondence documents
• Comments, annotations, and approval records
• Workflow configurations and approval histories

2.4 Usage Data

We automatically collect certain information when you access and use the Service, including:

• Device information (browser type, operating system, device identifiers)
• Log data (IP address, access times, pages viewed, referring URL)
• Usage patterns and feature interactions
• Performance data and error reports

2.5 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities. For more information, please see our Cookie Policy.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Provide, operate, and maintain the Service
• Process and manage your account and subscriptions
• Enable email synchronization and document management features
• Power AI-based email classification and organization
• Facilitate workflow automation and approval processes
• Deliver real-time notifications and updates

3.2 Service Improvement

• Analyze usage patterns to improve features and user experience
• Develop new products, services, and features
• Train and improve our AI classification models
• Conduct research and analytics

3.3 Communication

• Send administrative information, such as updates to terms and policies
• Respond to inquiries and provide customer support
• Send marketing communications (with your consent)
• Deliver product announcements and feature updates

3.4 Security and Compliance

• Protect against unauthorized access and security threats
• Detect and prevent fraud and abuse
• Comply with legal obligations and enforce our terms
• Maintain audit logs for compliance purposes

4. Data Storage and Security

4.1 Infrastructure

Your data is stored on secure servers hosted by Amazon Web Services (AWS). We utilize AWS infrastructure in multiple regions to ensure reliability, performance, and data redundancy.

4.2 Encryption

• Data in Transit: All data transmitted between your device and our servers is encrypted using TLS 1.2 or higher.
• Data at Rest: All stored data, including documents and attachments in AWS S3, is encrypted using AES-256 encryption.
• Database Encryption: Our MongoDB databases employ encryption at rest for all stored information.

4.3 Security Measures

We implement comprehensive security measures including:

• Role-based access controls and visibility groups
• Multi-factor authentication options
• Regular security assessments and penetration testing
• Intrusion detection and prevention systems
• Continuous monitoring and logging
• Employee security training and background checks

4.4 OAuth Authentication

We use OAuth 2.0 for email account connections, which means we never store your email passwords. Access tokens are securely stored and can be revoked at any time by disconnecting your email account.

5. Third-Party Services

We integrate with and share data with the following third-party services:

5.1 Authentication Providers

• Google OAuth: For Gmail integration and Google Workspace authentication
• Microsoft OAuth: For Outlook integration and Microsoft 365 authentication

These services receive only the authentication tokens necessary to access your email on your behalf.

5.2 AI and Machine Learning Services

• OpenAI: We use OpenAI's API for AI-powered email classification features. Email content may be processed by OpenAI to categorize correspondences. OpenAI processes this data according to their privacy policy and data processing agreements.

5.3 Cloud Infrastructure

• Amazon Web Services (AWS): Provides our cloud infrastructure, including computing resources, database hosting (MongoDB Atlas), and file storage (S3). AWS processes data according to their Data Processing Addendum.

5.4 Analytics and Monitoring

We may use analytics services to understand how users interact with our Service. These services collect anonymized or aggregated data about usage patterns.

6. Your Rights

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

6.1 Access and Portability

You have the right to request a copy of the personal information we hold about you and to receive it in a structured, commonly used, machine-readable format.

6.2 Correction

You have the right to request correction of inaccurate or incomplete personal information.

6.3 Deletion

You have the right to request deletion of your personal information, subject to certain exceptions (such as legal obligations or legitimate business interests).

6.4 Restriction and Objection

You have the right to restrict or object to certain processing of your personal information.

6.5 Withdraw Consent

Where we rely on your consent for processing, you have the right to withdraw that consent at any time.

6.6 How to Exercise Your Rights

To exercise any of these rights, please contact us at privacy@workidoc.com. We will respond to your request within 30 days.

7. Data Retention

7.1 Active Accounts

We retain your personal information and data for as long as your account remains active and as necessary to provide you with the Service.

7.2 After Account Termination

Upon account termination or deletion request:

• Personal account data is deleted within 30 days
• Correspondences and documents are retained for 90 days to allow for data export, then permanently deleted
• Backup copies may be retained for up to 180 days as part of our disaster recovery procedures
• Aggregated, anonymized data may be retained indefinitely for analytics purposes

7.3 Legal Requirements

We may retain certain information for longer periods as required by applicable laws, regulations, or legal proceedings.

7.4 Organization Data

For enterprise accounts, the organization administrator controls data retention policies within their account. Please contact your organization administrator for specific retention periods.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States, where our servers and service providers are located.

When we transfer personal data from the European Economic Area (EEA), United Kingdom, or Switzerland, we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission.

9. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of material changes by posting the updated policy on our website and, for significant changes, by email notification to account holders.

Your continued use of the Service after any changes indicates your acceptance of the updated Privacy Policy.

11. Contact Us

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

For GDPR-related inquiries, please see our GDPR Compliance page or contact our Data Protection Officer at dpo@workidoc.com.