Privacy Policy

Introduction

At Workkeeping, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

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Information We Collect

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

• Account information (name, email, company name)
• Usage data (jobs created, time entries logged)
• Technical data (IP address, browser type, device information)
• Migration data, where you ask us to move your firm onto Workkeeping from another system. This can include your client and contact records, job and task history, and time entries, and it can therefore include personal data about your own clients and their staff. We process it solely on your instructions and for the performance of our contract with you, in order to load it into your Workkeeping account and check that it arrived intact. We do not use it for any other purpose. Our internal data-handling policy requires our staff to delete the source files we received from you once your migration is complete.
• Billing and order data. When you subscribe, Sold through Link, LLC ("Link"), our reseller and merchant of record, shares the order with us: your name, email, billing address, phone number, tax ID, payment method type and its last four digits, and your Link account email. We use it to run your subscription, issue refunds and guarantee payouts, answer support requests, and meet our accounting and legal obligations.

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How We Use Your Information

We use the information we collect to provide, maintain, and improve our services, to communicate with you, and to comply with legal obligations.

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Data Protection

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.

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Opt out of marketing analytics

Under Article 21(1) of the GDPR you have the right to object to the processing of your personal data carried out under our legitimate interest. The Data Protection Commission (DPC) oversees GDPR enforcement in Ireland. Clicking the button below records your objection in a signed browser cookie (1-year lifetime).

This opt-out is separate from the cookie banner. Even if you declined analytics cookies, we still count your visits aggregately; clicking the button below stops that too.

After opting out, our site will no longer count or track your visits. The opt-out is honoured before any consent, bot, or authentication check in our tracking pipeline.

Opt out of marketing analytics

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Sub-processors

In addition to our own infrastructure we rely on a small set of sub-processors for operational purposes:

• Cloudflare — we use Cloudflare as a CDN and DDoS-protection layer. Cloudflare infers a country code (ISO 3166-1 alpha-2) from the visitor IP and passes it as the `CF-IPCountry` request header. We store only the 2-letter country code, never the IP.
• Rate limiting — we apply a per-IP request limit (60 requests per minute) on our marketing pages as a defence against abuse. This limit may occasionally affect visitors sharing an IP (office, school, or carrier-grade NAT egress); when triggered it returns an HTTP 429 response with a `Retry-After` header.
• Stripe — payments run on Stripe, which acts as an independent controller of the payment data it collects (see Payments and merchant of record). For the Stripe customer record we hold for each firm: if a firm's account is permanently deleted, we keep its billing records (charges, invoices and subscriptions) to meet our accounting and legal obligations, but remove the personal data they contain (names, email addresses, postal addresses and payment method details). We also delete the firm's customer record at Stripe, which removes the payment method details stored on it. Stripe keeps a deleted customer record retrievable for its own history, and retains charges and invoices as separate records.

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Payments and merchant of record

Workkeeping subscriptions are sold through Link, our reseller and merchant of record. Payments run on Stripe.

• Link and Stripe are independent controllers of the payment data they collect when you subscribe. They handle it under their own privacy policies, not on our instructions.
• The order data Link shares with us is described under Information We Collect. We are responsible for the copy we hold.
• If you ask Link to delete your information, Link cancels your subscription and deletes your data in Stripe's records of the purchase. This does not delete data Workkeeping already holds. To have that erased, write to [email protected].
• Stripe and Link are US companies, so payment data can be transferred outside the European Economic Area. These transfers rely on appropriate safeguards, such as the EU Standard Contractual Clauses.
• If you claim the double-money-back guarantee, we also hold the bank details you send us. We use them only to pay you, and keep them only as long as accounting law requires.

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AI assistant access (MCP)

If you connect an AI assistant to Workkeeping through the Model Context Protocol (MCP), it can read and write your firm's data on your behalf. Access is always bounded and revocable.

• Access is limited to the single firm you consent to, your membership within it, and the specific OAuth scopes you grant. Read-only by default; write access requires explicit consent.
• Through an AI assistant, the data accessed covers your firm's clients and contacts, jobs, tasks, time entries, documents, and the statistics derived from them. No payment card data, government identifiers, or login credentials are ever exposed.
• Every AI action is recorded in an audit log retained for 180 days.
• We store only a SHA-256 digest of request parameters, never the raw parameters you or the assistant send.
• Results are returned to the third-party AI client you chose to connect. That client's own privacy terms govern what it does with the data it receives.
• You can revoke any AI connection at any time via Settings → Integrations → AI Assistants. Revocation takes effect immediately and stops future access (it does not erase past audit records).

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Cookies

We use cookies and similar technologies to provide functionality and to understand how you use our service. You can control cookies through your browser settings.

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Contact Us

If you have questions about this Privacy Policy, please contact us at [email protected]