WorkLink Privacy Policy

1. Information We Collect

• Account and profile information. We collect the email address, display name, optional profile photograph, workspace role, organization membership, and authentication credentials needed to create and secure your account. Passwords are stored only in cryptographically protected form.
• Workspace and directory information. We maintain information about your organization, workspace, role, colleagues, and administrator-created invitations so your team can find, invite, and collaborate with the right people.
• Communications content. We process the messages, images, videos, files, documents, and voice recordings you transmit through the Service, together with metadata such as timestamps, delivery status, read status, edits, deletions, and conversation membership.
• Call information. For voice and video calls, we process signaling and participation metadata such as participants, call type, call status, start and end times, duration, and call channel tokens. Call audio and video are transmitted in encrypted form on a real-time basis through our calling provider and are not recorded or retained by WorkLink.
• Tasks, reminders, and schedules. We process task records, deadlines, assignees, completion markers, comments, notification preferences, quiet hours, reminder timing, and recurring schedule definitions created in your workspace.
• Device and notification information. We collect device notification identifiers, push tokens, platform type, VoIP token information for incoming calls, and notification interaction data needed to deliver alerts and route users to the correct chat, call, or task.
• Device permissions. Camera access is used for video calls, microphone access is used for calls and voice messages, and photo library access is used to share images or set a profile photo. These permissions are controlled through your device settings.
• Translation requests. If you ask WorkLink to translate a message, we process the selected message text, target language, and detected language information in order to return the translation.
• Service and diagnostic data. We record limited technical information such as IP address, request logs, authentication events, error information, and timestamps for security monitoring, abuse prevention, capacity planning, and diagnosing service issues.

2. How We Use Information

We process personal information for the following purposes:

• To provide, operate, maintain, and improve the Service, including account access, messaging, files, calls, tasks, reminders, work schedules, language preferences, and notification controls;
• To deliver push notifications, incoming-call alerts, reminders, and deep links configured by you or your organization;
• To perform optional functions at your request, such as on-demand message translation;
• To protect the security and integrity of the Service, including authentication, token revocation, abuse prevention, troubleshooting, and incident investigation;
• To provide customer support, respond to requests, and comply with legal, regulatory, and contractual obligations.

We do not use the content of your communications for advertising purposes, and we do not engage in automated decision-making that produces legal or similarly significant effects concerning you.

3. Service Providers

• Microsoft Azure. We use Azure for hosting, database services, private blob storage, infrastructure, and Microsoft Translator for optional message translation.
• Firebase Cloud Messaging and Google services. We use Firebase Cloud Messaging to obtain and manage push notification tokens and to deliver notification payloads to Android and iOS devices where applicable.
• Apple Push Notification service and PushKit. We use Apple services to deliver standard push notifications and VoIP incoming-call alerts on iOS.
• Agora. We use Agora for real-time voice and video call transmission. WorkLink does not record or store call audio or video.

4. Disclosure of Information

• Within your organization. Content you contribute to the Service, such as messages, files, tasks, schedules, comments, profile details, and read or completion status, is made available to the members and conversations with which it is shared. Workspace administrators may administer member accounts on behalf of your organization.
• Service providers. We disclose information to service providers only as needed to operate WorkLink, deliver notifications, process optional translations, store files, and transmit real-time calls. These providers process information under their own security and privacy obligations.
• No sale or cross-context advertising. We do not sell personal information and do not share personal information for cross-context behavioral advertising or third parties' own marketing purposes.
• Legal and protective disclosures. We may disclose personal information where we believe in good faith that disclosure is necessary to comply with applicable law, regulation, legal process, or an enforceable governmental request; enforce our agreements and policies; detect, prevent, or address fraud, security, or technical issues; or protect the rights, property, or safety of InTechNova, our users, or the public.
• Corporate transactions. If we are involved in a merger, acquisition, financing, reorganization, or sale of assets, personal information may be transferred as part of that transaction, subject to protections consistent with this Policy.

5. Data Retention and Account Deletion

• Workspace content, including messages, files, tasks, comments, and schedule records, is retained for the duration of the workspace's active use of the Service unless deleted by authorized users or administrators, so the organization retains its shared working record.
• You may delete messages you authored where the product makes that control available. Deleted messages are removed from active conversation views, subject to backups, logs, legal obligations, and security needs.
• Push and VoIP device tokens are revoked when you sign out, delete your account, or when delivery providers report that a token is no longer valid.
• Invitation tokens expire after a limited period and may be revoked by workspace administrators.
• You can delete your account in the WorkLink app from Profile > Legal & support > Delete account, or request deletion by contacting your workspace administrator or support@intechnova.co. When an account is deleted, we disable sign-in, revoke authentication and device tokens, remove the account from active directories and assignments, and de-identify the profile. Messages, task records, comments, and other shared workspace records may remain for your organization and may show a deleted-user placeholder.
• Verified deletion requests are actioned within thirty (30) days, subject to retention required by law, security, backups, fraud prevention, dispute resolution, or the establishment, exercise, or defense of legal claims.

6. Your Choices

• You can manage camera, microphone, notification, and photo library permissions through your device settings.
• You can manage message, task, call, quiet-hour, language, and display preferences in the app where those controls are available.
• Translation is optional and is performed only when you ask WorkLink to translate selected message text.

7. Security

We implement administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, protected credential storage, role-based access controls, private file storage accessible only through short-lived authorized links, token revocation, and security monitoring. While no method of transmission or storage can be guaranteed to be fully secure, we maintain our safeguards in line with recognized industry practice and review them on an ongoing basis.

8. Children's Privacy

The Service is a workplace product intended for use by adults in a professional context. It is not directed to children under the age of 13, and we do not knowingly collect personal information from children. If we become aware that such information has been collected, we will take reasonable steps to delete it promptly.

9. U.S. and California Privacy Rights

Depending on your state of residence, including California, you may have the right to request access to, correction of, deletion of, or a portable copy of personal information we maintain about you. You may also have the right to opt out of the sale or sharing of personal information and to be free from discrimination for exercising privacy rights.

We do not sell personal information, share it for cross-context behavioral advertising, or use sensitive personal information for purposes other than providing and securing the Service. Because WorkLink is provided to your organization, some requests may need to be coordinated with your workspace administrator. To exercise rights, contact support@intechnova.co. We may need to verify your identity before fulfilling a request.

10. International Processing

InTechNova and our service providers may process information in the United States, Canada, and other locations where we or our providers operate. Where required, we use appropriate safeguards for such transfers.

11. Changes to This Policy

We may revise this Privacy Policy from time to time to reflect changes in our practices or applicable law. The revised Policy will be posted on this page with an updated "Last updated" date, and material changes will be communicated through the Service or other reasonable means.

12. Contact Us

Questions or concerns regarding this Privacy Policy, account deletion, or our data practices may be directed to support@intechnova.co. We endeavor to respond to legitimate enquiries promptly.