Privacy Policy

Your privacy is important to WorkNinja

This Privacy Policy explains how WorkNinja collects, uses, stores and shares information when you visit our website, contact us or use the WorkNinja platform.

By using WorkNinja, you acknowledge the practices described in this policy. If you have any questions, please contact us at support@workninja.io.

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 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.

What personal information we collect

The information we collect may include names, email addresses, telephone numbers, business details, billing information, property addresses, job details, quotes, invoices, photographs, documents, certificates, signatures and communications.

WorkNinja may also hold staff schedules, location information, call recordings, health and safety information and other details entered by customers while managing their work.

How we use your personal information

We use personal information to create and manage accounts, provide WorkNinja’s features, process subscriptions, provide customer support, maintain security and improve the platform.

We may also use your contact details to send product news, updates and relevant marketing communications. You can unsubscribe from marketing emails at any time by selecting the unsubscribe link or contacting us.

Account access for customer support

Authorised WorkNinja team members may access or impersonate a user account when reasonably necessary to investigate a problem, provide support, configure an account or protect the security of the platform.

This access is limited to support, maintenance and security purposes. Team members should only access the information needed to complete the relevant task.

Collection and use of non-personal information

We may collect technical and aggregated information about how people use WorkNinja. This may include device type, browser type, operating system, pages visited, features used and general platform activity.

We use this information to understand how WorkNinja is being used, monitor performance, identify technical issues and improve our website and services.

Cookies and other 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.

Disclosure to third parties

We do not sell personal information. We only share information where it is necessary to provide WorkNinja, comply with the law, protect our rights or complete a business transaction.

Information may be shared with professional advisers, regulators or law-enforcement bodies where reasonably necessary or legally required.

Service providers

We work with third-party providers that help us host, operate and support WorkNinja. These include Amazon Web Services, Ploi, Stripe, Twilio, Google Analytics and Google Tag Manager.

Customers can also choose to connect WorkNinja to services such as Xero and 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.

Payments

Payments are processed securely through Stripe. WorkNinja does not normally receive or store complete payment-card details, although we may receive limited information about a payment, such as its status, date and value.

Stripe processes payment information in accordance with its own terms and privacy policy.

Protection of personal information

We use appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration and disclosure.

Users are responsible for keeping their login details secure, managing account permissions and notifying us if they believe an account has been accessed without permission.

Integrity and retention of personal information

We aim to keep personal information accurate and only retain it for as long as it is needed to provide WorkNinja, meet our legal obligations, resolve disputes and maintain appropriate business records.

Platform data will normally be retained while a customer has an active paid subscription. When an account ends, information may be retained for a reasonable period to allow for account recovery, data export, legal requirements and secure backup deletion.

Access to personal information

You may have the right to access, correct or request the deletion of personal information we hold about you. You may also have the right to restrict or object to certain uses of your information and withdraw consent where processing relies on consent.

Requests can be sent to support@workninja.io. Where information has been entered by a business using WorkNinja, we may direct your request to that business as the organisation responsible for the information.

Location-based services

Some WorkNinja features may use or store location information to support job scheduling, property records, directions and workforce management.

Location information is only used where the relevant feature has been enabled or the information has been provided by a customer or user. Device permissions can normally be managed through the device’s settings.

Third-party sites and services

WorkNinja may contain links to or integrations with third-party websites and services. WorkNinja is not responsible for the privacy practices or content of those third parties.

We recommend reviewing the privacy policy of any external service before providing information or enabling an integration.

Updates to this policy

We may update this Privacy Policy when WorkNinja’s services, technology, suppliers or legal obligations change.

The latest version will always be published on our website. If we make a significant change, we may also notify account holders by email or through the WorkNinja platform.

Contact us

WorkNinja is currently operated by:

Heavyweight Group Ltd, trading as WorkNinja
Company number: 17188892
Portland House
Belmont Business Park
Durham
England
DH1 1TW

Email: support@workninja.io