Welcome to the Workex Privacy Policy. This policy explains how we collect, use, and protect your information, and how you stay in control of your data. We are upfront about how Workex processes your reports, voice notes and AI inferences so there are no surprises. Workex enables frontline tradespeople and manufacturers reduce downtime, capture knowledge, and improve coaching, and your data plays a central role in making that possible.
Transparency is one of our core values. We use your information to provide a more efficient and personalized reporting experience, including AI powered guidance from Power, while giving you tools to decide what happens with your reports such as who can see them, when to share them and when to delete them. You always own the reports you create. Workex is simply the platform that helps you capture, create and share them securely.
Control over your information
Control over your information is central to the Workex experience. You can access, update or delete your information, choose who can view or share your reports, and manage your data directly within the Workex app. Below, we explain the types of settings available, how you can download your data, and the steps to remove reports or close your account.
We want you to be in control of your information, so we provide you with a range of tools, including:
- Access and update your information. You can access and edit most of your basic account information directly in the app. Just go to your settings to see the options available.
- Delete your information. If you wish to delete your account, you can follow the steps in the Workex app. You can also remove specific reports or entries that you no longer want to keep, except where retention is required for compliance purposes.
- Change your permissions. You can change certain permissions at any time in your app settings, such as whether to link your Workex account with other platforms or to allow integrations. You can switch sharing off or on at any time.
- Opt out of promotional messages. You can unsubscribe from promotional emails or in‑app messages by following the instructions in the message or updating your communication preferences.
- Download a copy. You can request a copy of your Workex information directly from within the app.
- Object to processing. Depending on your location and the applicable laws, you may have the right to object to how Workex processes certain information.
Information we collect
This section explains the types of information we collect when you use Workex. This includes what information you provide to us, how we process it, and in some cases information we gather from connected services or integrations. In some situations, we may collect additional information, but we'll provide more details in those cases.
When you use Workex, you provide information directly to us, the platform generates information as you create and share reports, and we may receive information from third party systems that you choose to connect. Let us explain these in more detail below.
Information you provide
Many of our services require you to set up an account. To do this, we ask for basic details such as your name, email address, phone number and workplace role. When you set up your profile, you may also provide extra details such as a profile photo. If you purchase a paid subscription or services from Workex, we may also need payment information so we can process the transaction.
You will also provide information as you use Workex. This includes reports, notes, photos, videos, audio recordings, and other content you capture or upload. When you interact with Dover, our AI assistant, we collect the inputs you provide (such as voice recordings, text prompts or images) as well as the outputs generated by Dover. These outputs are for guidance only and remain your responsibility to verify before relying on them.
Reports and data you create are private by default, and you decide whether to share them with colleagues, supervisors or other approved users. Please keep in mind that once you share a report or piece of content with someone, they may be able to copy, save or distribute it outside of the Workex platform. We recommend you only share reports with people you trust.
Finally, if you contact Workex Support or our team for help, training or research purposes, we will collect the information you provide to resolve your issue or respond to your request.
Information we generate when you use Workex
When you use Workex, we collect information about how you use the platform so we can understand what works well, identify areas for improvement, and keep the service secure and reliable.
This includes usage information, such as the features you use most often, the frequency and duration of your activity, the types of reports you create, how you interact with Dover, and the way you use tools like voice capture, photo uploads, or compliance templates. We also collect content information, such as metadata linked to your reports and entries, including dates, times, file types, and who accessed or shared them.
We collect device information, such as your hardware model, operating system, app version, browser type, device memory, connection type and IP address. Depending on your device settings, we may also collect information from sensors such as microphones (for voice reporting) and cameras (for capturing photos or video). If you grant permission, Workex may also access your stored files, media or contact information to enable certain features.
We also use cookies and similar technologies to recognise your activity, help you stay logged in, and improve your overall experience. This may include details about your visits, pages viewed, login times, and error logs.
If you provide additional permissions on your device, Workex may also access your camera, microphone or location to support features such as fault reporting or safety checks. You can change these permissions at any time in your device settings.
Data we receive from others
In some cases, we may receive information about you from other people or organisations. This can include data provided by other Workex users, partners, or third party services that you choose to connect with the platform.
For example, if another user shares a report with you, we may receive your contact details so that you can access it. If your workplace connects Workex with another system, such as a maintenance or compliance platform, we may receive data from that integration in order to deliver the service.
We may also receive information from partners who help us provide support, security, or compliance services. In certain circumstances, we may receive information from regulators, safety officers, or law enforcement where this is required to meet legal or workplace safety obligations.
Other Information, with your permission
At times, Workex may ask for your permission to collect additional information in order to provide certain features. For example, we may request access to your device camera or microphone so you can capture photos, video or voice notes for a report. We may also request access to your stored files, photos or contact details if you choose to connect them with Workex.
You are always in control of these permissions, and you can manage or revoke them at any time through your device or app settings. Some features may not function properly without these permissions.
How we use information
This section explains how we use the information we collect. We use it to provide you with secure, reliable and efficient reporting tools, as well as to continuously improve the Workex platform. Below, we walk through the key ways in which your information is used.
Keep things running smoothly
We use the information we collect to operate, deliver and maintain the Workex platform. For example, we use your data to ensure that your reports are saved, shared with the people you choose, and accessible when you need them. We also use some of this information to keep the platform up to date and compatible with the latest devices, systems and workplace compliance requirements.
Personalise your experience and provide context
We use information about your activity and reports to give you a more tailored experience in Workex. For instance, we may suggest templates, reporting categories or workflows that match the type of equipment you are working with. When you interact with Dover, our AI assistant, we may use your past inputs to generate more relevant guidance or recommendations.
Personalisation in Workex is designed to improve efficiency and compliance, not to show you advertisements. Our goal is to make it easier for you to capture and access the knowledge that matters to your role, while keeping you in control of what you share and with whom.
Balancing personalisation with privacy
We know that personalisation should not come at the expense of privacy. That is why your reports remain private by default, and why you decide if and when they are shared. Dover’s outputs are generated to help guide your reporting and decision making, but they are not a substitute for your expertise, nor are they guaranteed to be correct.
Develop and improve features, algorithms and AI models
We are always working to improve the Workex platform so it better supports frontline tradespeople and manufacturers. To do this, we develop and improve the features, workflows, and algorithms that power the platform, including our AI assistant Dover.
Your information helps us understand what works well, what can be improved and what new features may be useful. For example, when you interact with Dover, we may review anonymised prompts and outputs to train and refine our AI models so that future responses are more relevant. We focus on using only the information necessary to make improvements and always take steps to protect your privacy.
Analytics
We analyse usage patterns to understand how people are using Workex, which tools are most valuable and where we can reduce friction. For example, if we see high demand for certain types of reports, we may prioritise improving those templates. By studying trends in how users interact with the platform, we can improve efficiency, reliability and user experience across the board.
Research and development
We also carry out research to understand industry needs, reporting habits and compliance challenges across manufacturing and trade environments. This may include developing and testing new AI techniques to improve reporting accuracy or exploring ways to support knowledge capture for ageing workforces. Any research insights we share publicly will be based on aggregated and anonymised data, never on identifiable user information.
Enhance the safety and security of our services
We use your information to keep Workex secure, protect your account and prevent unauthorised or unlawful activity. This includes measures such as login authentication, monitoring for suspicious activity and protecting against fraud or misuse of the platform. We may also issue security alerts or account notifications if unusual activity is detected.
Enforce our terms and policies
We use the data we collect to uphold our Terms of Service and comply with legal and safety obligations. This includes investigating or responding to conduct that breaches our terms, reporting safety concerns and cooperating with regulators or law enforcement where required. For example, if unlawful or unsafe use of Workex is reported, we may need to act on that information in line with our responsibilities.
Other purposes, with your permission
In some cases we may ask for your permission to use your information for a specific new purpose. If that happens, you will always be in control and able to decide whether to give consent.
How we share information
This section explains who we may share your information with, what that information may include and the reasons for sharing it. In some cases, this may also involve transferring information outside of the country it was originally collected from, always under appropriate safeguards.
Other Workex users
To provide our services, we may share your information with colleagues or supervisors that you authorise. For example, if you submit a report, you can choose to share it with your team or managers. You always control who sees your reports and when.
Service providers
We work with trusted service providers who process information on our behalf. This includes hosting providers, payment processors, IT support, analytics providers and security partners. These service providers only receive the data they need to perform their functions and are bound by confidentiality obligations.
Compliance, safety and legal reasons
We may share information if it is required to comply with the law, to respond to a regulatory or government request, to protect the rights, property or safety of Workex, our users or others, or to detect and address fraud, misuse or security concerns.
Business transactions
If Workex is involved in a merger, acquisition, restructuring or sale of assets, your information may be transferred to the successor organisation under the same commitments set out in this policy.
Affiliates
If Workex operates through affiliated entities, we may share information within our group of companies where this is necessary to deliver services.
Integrated partners
Workex may offer integrations with third party tools or workplace systems, such as equipment management platforms, compliance databases or communication tools. If you choose to connect Workex with one of these integrated partners, some of your information may be shared with them in order to enable the integration. When this happens, both Workex and the integrated partner may process your information. We are not responsible for how those third parties collect, use or protect your data. We strongly encourage you to review the privacy policies of any third-party services you choose to connect to Workex.
International data transfers
Workex is designed to support teams and businesses globally. To make our services work effectively, your personal information may be collected in, transferred to and stored in countries outside of where you live. Whenever we transfer data across borders, we use safeguards to ensure your information is protected to the standards required by applicable law. This may include contractual commitments, technical measures and compliance with recognised data protection frameworks.
How long we keep your information
At Workex, we keep your information only for as long as it is needed to provide our services, meet legal or compliance obligations, or for other legitimate business reasons such as ensuring safety and preventing misuse.
As a general rule, we retain data for as long as your account is active or until you choose to delete it. For example, reports and records you create and save in Workex will remain available to you until you remove them. In contrast, voice notes, quick captures and temporary logs may be deleted sooner in line with the design of our system, unless you actively save them.
We may also keep certain information for longer periods when required by law, court orders, workplace compliance regulations or safety investigations. For instance, if content is flagged for a possible breach of our Terms of Service, or if there is a legal obligation to preserve records, we will retain the relevant data until the matter is resolved.
Finally, some data may remain for a limited period in system backups even after deletion. While these backups are securely protected and not actively used, they exist to ensure continuity and recovery in the event of system failure.
Our audience
Workex is designed for use by individuals who are 16 years and older and actively engaged in trades, manufacturing or related industries. Our Services are not directed to children, and you must confirm that you meet the minimum age requirement in your country to create an account and use Workex. If we become aware that an account has been created by someone who does not meet this requirement, we will close the account and securely delete the related data.
In some cases, we may also limit how we collect, use and store certain information for younger users to meet compliance or safety obligations. This may mean that some features of Workex are not available to users under 18.
Updates to this privacy policy
We may update this Privacy Policy from time to time to reflect changes in our Services, legal requirements or industry practices. When updates are made, we will let you know by revising the date at the top of the policy and making it available on our website and in-app. For significant changes, we may also provide additional notice, such as a message within the Workex app or a notification by email. We encourage you to review this policy regularly so you stay informed about how we handle your information.
Contacting you
At times we may contact you to share updates about new or existing features, or to provide you with information that we believe will improve your use of Workex. This may include in-app notifications, emails or other approved communication methods. We may also need to contact you for essential matters such as account status updates, compliance alerts or security issues.
Support
When you contact Workex Support, we use the information we have collected to respond to your request and help resolve issues quickly. This may involve reviewing your account details, activity logs or reports that you have submitted.