Privacy Policy
How we collect, use and protect your data.
Privacy Policy for WorkNinja
Last updated: 10 August 2026
WorkNinja (“WorkNinja”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how WorkNinja collects, uses, stores and shares information when you visit our website, contact us, use the WorkNinja platform or use the WorkNinja mobile application and related services.
By using WorkNinja, you acknowledge the practices described in this policy. If you do not agree with this Privacy Policy, you should not use WorkNinja.
If you have any questions, please contact us at support@workninja.io.
1. Who we are
WorkNinja is operated by:
Heavyweight Group Ltd, trading as WorkNinja
Company number: 17188892
Portland House
Belmont Business Park
Durham
England
DH1 1TW
Email: support@workninja.io
For the purposes of applicable data protection law, Heavyweight Group Ltd is the data controller where WorkNinja determines how and why personal information is processed.
Where businesses use WorkNinja to store and manage information about their own customers, employees, contractors and other contacts, the business using WorkNinja will normally be responsible for that information and WorkNinja processes it on that business's behalf.
2. Scope
This Privacy Policy applies to personal information processed through:
The WorkNinja website
The WorkNinja web platform
The WorkNinja mobile applications
WorkNinja customer support
Integrations and connected services
Other related WorkNinja services
3. Collection and use of personal information
Personal information is information that can identify you or another person.
We may collect personal information when you visit our website, create an account, use WorkNinja, contact our team, make or receive payments through WorkNinja, or connect WorkNinja to another service.
Businesses using WorkNinja may also enter information about their customers, employees, contractors and other contacts.
In these circumstances, the business using WorkNinja is responsible for the information it enters, and WorkNinja processes it on that business's behalf.
4. What personal information we collect
Depending on how you use WorkNinja, we may collect and process the following information.
Account and profile information
This may include:
Name
Email address
Telephone number
Role and business account information
Login and authentication information
Profile information
Work and operational information
This may include:
Jobs and visits
Staff schedules
Timers and job statuses
Client information and contact details
Property and job addresses
Quotes and invoices
Reports and notes
Certificates
Signatures
Communications
Health and safety information
Call recordings
Attachments and documents
Other information entered while managing work through WorkNinja
Media and files
Where you choose to use these features, WorkNinja may process:
Photographs and documents selected from your device
Images captured using your device's camera
Job photographs
Profile images
Certificates, reports and other uploaded files
These files are only accessed when required for a feature you choose to use or where you have provided the relevant device permission.
Location information
WorkNinja may collect or process coarse or precise location information where location functionality is enabled.
Location information may be used for features including:
Maps
Job locations
Property records
Directions
Workforce management
Job scheduling
Other location-related workflows
Device location permissions can normally be managed through your device settings.
Technical and usage information
We may collect technical information including:
Device type
Browser type
Operating system
App version
Pages visited
Features used
General platform activity
Error logs
Diagnostics
Security information
We use this information to understand how WorkNinja is being used, monitor performance, identify technical issues, maintain security and improve our services.
Payment and transaction information
Where payments are made or processed through WorkNinja, we may process payment-related information including:
Billing name
Billing address
Card brand
Last four digits of a payment card
Payment status
Transaction date
Transaction value
Invoice and payment references
WorkNinja does not normally receive or store complete credit or debit card details.
Card and payment credentials are processed securely by our payment processor, Stripe.
5. Mobile app permissions
The WorkNinja mobile application may request access to certain device permissions where required to provide particular features.
These may include:
Camera – to capture photographs and other images within WorkNinja
Photos, media or storage – to select, upload or save photographs, documents and other files
Location – to provide maps, job locations, directions and other location-related functionality
Internet/network access – to connect the application to WorkNinja services
On Android devices this may include permissions such as android.permission.CAMERA and the relevant media, location and internet permissions.
You can control these permissions through your device settings. Some WorkNinja features may not function correctly if the required permission is disabled.
6. How we use personal information
We use personal information where reasonably necessary to:
Create and manage WorkNinja accounts
Provide and maintain the WorkNinja service
Authenticate users and secure accounts
Provide job management and scheduling functionality
Manage customer and property records
Provide quoting, invoicing and reporting functionality
Enable camera, document upload and location features
Process subscriptions
Process payments and transactions
Provide customer support
Troubleshoot technical issues
Monitor platform reliability and performance
Protect the security of WorkNinja
Improve our website, applications and services
Comply with legal, regulatory and contractual obligations
We may also use your contact details to send product news, service updates and relevant marketing communications.
You can unsubscribe from marketing emails at any time by selecting the unsubscribe link in an email or contacting us.
7. Legal bases for processing
Where UK GDPR, EU GDPR or other applicable data protection laws require us to identify a legal basis for processing, we will normally rely on one or more of the following:
Performance of a contract
Where processing is necessary to provide WorkNinja or fulfil our contractual obligations to you.
Legitimate interests
Where processing is reasonably necessary for our legitimate business interests, including:
Providing and improving WorkNinja
Maintaining platform security
Preventing fraud and misuse
Providing customer support
Understanding how our services are used
We will only rely on legitimate interests where those interests are not overridden by your rights and interests.
Legal obligations
Where we are required to process or retain information to comply with applicable laws, regulations, accounting requirements or other legal obligations.
Consent
Where we rely on your permission, including certain marketing activities or permission-based device functionality where consent is required.
You can withdraw consent where applicable, although this will not affect processing that took place before consent was withdrawn.
8. Account access for customer support
Authorised WorkNinja team members may access or impersonate a user account when reasonably necessary to:
Investigate a problem
Respond to a customer support request
Configure an account
Diagnose technical issues
Carry out maintenance
Protect the security of the platform
This access is limited to legitimate support, maintenance and security purposes.
Team members should only access the information reasonably required to complete the relevant task.
9. Cookies and similar technologies
WorkNinja uses cookies and similar technologies to operate its website, remember preferences, understand visitor activity and improve performance.
We use tools including Google Analytics 4 and Google Tag Manager.
Where required, non-essential cookies will only be used after you have provided consent through our cookie controls.
10. Disclosure and sharing of personal information
We do not sell personal information.
We may share information where reasonably necessary to provide WorkNinja, comply with the law, protect our rights or complete a legitimate business transaction.
Information may be shared with:
Hosting and infrastructure providers
Data storage providers
Payment processors
Communications providers
Analytics providers
Mapping and location providers
File delivery and storage providers
Customer support and monitoring services
Professional advisers
Regulators
Law-enforcement authorities where legally required
A purchaser or successor in connection with a merger, acquisition, reorganisation or sale of all or part of our business
Information is only shared to the extent reasonably necessary for the relevant purpose.
11. Service providers
We work with third-party providers that help us host, operate and support WorkNinja.
These include services such as:
Amazon Web Services
Ploi
Stripe
Twilio
Google Analytics
Google Tag Manager
Customers can also choose to connect WorkNinja to third-party services such as:
Xero
QuickBooks
When an integration is enabled, information may be exchanged with that provider in accordance with the customer's instructions and the provider's own privacy policy.
12. Payments
Payments made or processed through WorkNinja may be handled by Stripe.
We may send Stripe information reasonably necessary to process a payment, manage invoice billing, prevent fraud and maintain transaction records.
WorkNinja does not normally store complete credit or debit card credentials on its own servers.
Payment credentials are transmitted to and processed by Stripe in accordance with its security and privacy practices and applicable payment security standards.
Stripe's privacy policy is available at:
13. Protection and security of personal information
We use appropriate technical and organisational measures designed to protect personal information against:
Loss
Misuse
Unauthorised access
Unauthorised disclosure
Alteration
Destruction
Users are responsible for keeping their login details secure, managing account permissions appropriately and notifying us if they believe an account has been accessed without permission.
Although we take reasonable measures to protect information, no internet-based service or storage system can guarantee absolute security.
14. Integrity and retention of personal information
We aim to keep personal information accurate and only retain it for as long as reasonably necessary.
Information may be retained for purposes including:
Providing WorkNinja
Maintaining business and financial records
Providing account recovery
Allowing data exports
Resolving disputes
Enforcing agreements
Preventing fraud
Meeting legal, regulatory and accounting obligations
Managing backups
Platform data will normally be retained while a customer has an active WorkNinja subscription or account.
When an account ends, information may be retained for a reasonable period before deletion to allow for account recovery, data export, legal requirements and secure deletion from backups.
When information is no longer required, we will delete or anonymise it where reasonably practicable.
15. Your privacy rights
Depending on your location and applicable law, you may have the right to:
Access personal information we hold about you
Correct inaccurate or incomplete information
Request deletion of your information
Restrict certain processing
Object to certain processing
Request transfer or portability of your information
Withdraw consent where processing relies on consent
Make a complaint to an appropriate data protection authority
Requests can be sent to:
Where information has been entered into WorkNinja by a business using our services, that business may be the organisation responsible for the information.
In these circumstances, we may direct your request to that business or assist the business in responding to your request.
16. Account and data deletion
You can request deletion of your WorkNinja account and associated personal information.
Requesting deletion through the WorkNinja app
To request account deletion:
Open the WorkNinja app.
Tap your profile icon to open your Profile.
Scroll to the bottom of the page.
Select Request account deletion.
Your email application will open with a pre-filled deletion request.
Send the email to submit your request.
Alternatively, you can email:
Use the subject line Delete WorkNinja Account and include your name and the email address registered to your WorkNinja account.
Information that may be deleted
Where applicable, deletion may include:
Your WorkNinja login credentials
Your personal profile
Your name
Your email address
Your telephone number
Personal information associated directly with your account
Some information may not be deleted immediately where we are required or permitted to retain it for legitimate purposes, including:
Legal obligations
Accounting and financial records
Fraud prevention
Dispute resolution
Security records
Information belonging to a business account
Backup systems
Information awaiting deletion from backup systems may remain for up to 30 days or another reasonable technical retention period before being permanently removed.
We aim to process account deletion requests within seven business days where reasonably practicable.
If your WorkNinja account belongs to an organisation, your organisation may also control certain records associated with your account. Deleting your user profile does not necessarily require us to delete business records that the organisation is legally entitled or required to retain.
17. Children's privacy
WorkNinja is a business and workforce management platform and is not intended for use by children under the age of 13 or the equivalent minimum age applicable in their jurisdiction.
We do not knowingly collect personal information directly from children for the purpose of creating independent WorkNinja accounts.
If you believe that personal information relating to a child has been collected inappropriately, please contact us at support@workninja.io.
18. International data transfers
WorkNinja and its service providers may process or store personal information in countries outside the United Kingdom or the country in which you are located.
Where applicable law requires additional safeguards for international transfers, we will use appropriate mechanisms designed to protect personal information.
These may include contractual protections, recognised adequacy arrangements or other safeguards permitted under applicable data protection law.
19. Third-party sites and services
WorkNinja may contain links to or integrations with third-party websites, applications and services.
WorkNinja is not responsible for the privacy practices, security or content of those third parties.
We recommend reviewing the privacy policy of any external service before providing information or enabling an integration.
20. Changes to this Privacy Policy
We may update this Privacy Policy from time to time where WorkNinja's services, applications, technology, suppliers, business arrangements or legal obligations change.
The latest version will be published on our website and the Last updated date at the top of this policy will be amended.
If we make a significant change, we may also notify account holders by email or through the WorkNinja platform.
21. Contact us
If you have any questions, privacy requests or concerns relating to this Privacy Policy, please contact:
Heavyweight Group Ltd, trading as WorkNinja
Company number: 17188892
Portland House
Belmont Business Park
Durham
England
DH1 1TW
Email: support@workninja.io