Privacy Policy

This Privacy Policy explains how WorkflowPros (“WorkflowPros,” “we,” or “us”) collects, uses, protects, and shares information when you use our websites, mobile or web applications, application programming interfaces (APIs), or other services (collectively, the “Services”). Each website or app on which this Privacy Policy appears is referred to as “This Application.”

For clarity, if any WorkflowPros website, app, or service has its own privacy notice that differs from this Privacy Policy, that notice applies only to that specific website, app, or service. Our public website, workflowpros.io, has its own Privacy Notice.

WorkflowPros provides a range of business software solutions designed to help businesses run more efficiently. Our platform helps clients attract new customers, manage operations, communicate with teams, and store their own customer data. When we process personal information on behalf of a client, we act as a service provider and generally only access the data to provide the services requested, offer client support, manage accounts, or comply with legal requirements.

If you provide personal information directly to one of our clients or if they collect it on our behalf, their privacy notice—not this Policy—applies. Please contact the client directly if you want to exercise privacy rights in these cases.

This Privacy Policy does not apply to WorkflowPros employees or job applicants.

By using This Application or any of the Services, or by providing us with personal information, you agree to the collection and use of your information as described in this Privacy Policy.

1. Information we collect

WorkflowPros may collect the following types of personal information:

• Contact information such as your name, email, phone number, mailing address, or username.
• Identifiers and account information including IP addresses, device identifiers, social media usernames, passwords, or other security data.
• Sensitive information such as government-issued ID numbers, precise geolocation when using mobile apps, or messages/emails if you link third-party services like Gmail or WhatsApp.
• Financial information, including credit or debit card data and bank account details.
• Demographics like age, gender, employment details, and salary information.
• Usage and online activity such as browsing history, clicks, search activity, ratings, reviews, and interactions with our Application and Services.
• Commercial information, including products or services you purchase or view.
• Audio/visual information such as photos, videos, and associated metadata that you upload or that we generate.

Clients using WorkflowPros may also upload additional personal or sensitive information about their customers, employees, or contacts, such as health information, financial data, government ID numbers, or criminal records. WorkflowPros only processes this information as a service provider on behalf of the client and does not control how it is collected. If you have questions or want to exercise rights over this information, contact the client directly.

We may anonymize or aggregate personal information and use it for analysis, research, or other purposes without identifying you personally.

2. How we collect information

We gather information from a variety of sources:

• Directly from you: When you create an account, fill out forms, provide feedback, participate in surveys, request quotes, or interact with our Application or Services.
• Automatically: Through cookies, analytics, session replay, or other tracking technologies that record your interactions with the Application, Services, and advertisements. Our mobile apps may collect precise location data, including while running in the background, when a user is checked in to a work shift, so that their organization can view the user’s real-time location for operational and job-coordination purposes. This background location collection stops automatically when the user checks out. Location data is sent only to WorkflowPros and is not used for advertising.
• From linked third-party services: If you connect messaging or email apps to your account, we collect the data you allow us to access.
• From third parties and partners: We may receive contact information, demographic data, business information, and behavioural data from service providers, social networks, data suppliers, or analytics platforms.
• From clients: Our clients may upload and store information about their customers, employees, or contacts in our platform. WorkflowPros accesses this information only to provide the services requested or as required by law.

We may also collect information you voluntarily provide in free-text fields, such as profile updates, comments, or messages. Sensitive personal information is not used for profiling beyond what is permitted by applicable Canadian law.

We retain personal information only as long as necessary for the purposes it was collected or as required by law.

3. How we use personal information

WorkflowPros uses the personal information we collect for several purposes, depending on the type of information and your interactions with us.

Transactional purposes

We use your contact, identifying, demographic, sensitive, financial, and commercial information to:

• Fulfill requests, orders, inquiries, or registrations you make through our Services. For example, if you provide your information to request a quote, we use it to connect you with the business.
• Create, update, and manage your user account or profile.
• Process payments securely, including via third-party payment processors, and prevent fraud.
• Comply with applicable laws, policies, or contractual obligations.
• Register visitors or manage certain internal business activities.
• Support corporate transactions such as mergers, acquisitions, or asset transfers that may involve personal information.

Marketing and communications

We may use your information, including contact, commercial, demographic, browsing activity, and inferred preferences, to:

• Share news, offers, promotions, or contests.
• Deliver personalized content, ads, or targeted marketing.
• Measure the effectiveness of our campaigns and site usage.
• Communicate about our Services, products, or events.
• Track participation and performance in partner programs.

Where required by law, we seek your consent before sending marketing communications and always provide an option to unsubscribe.

Application and Services maintenance

We use your information to:

• Provide, maintain, and secure our Application and Services, including alerts, live chat, and customer support.
• Diagnose and resolve technical issues or improve performance.
• Personalize features, content, and overall user experience.
• Conduct testing, research, and product development to enhance our Services.
• Review user feedback, content, or testimonials for quality control and display purposes.

Security and fraud prevention

We use personal information to:

• Protect our Application, Services, databases, and business operations.
• Prevent fraud, bot activity, or malicious use.
• Respond to legal requests or comply with applicable laws, regulations, or court orders.
• Ensure the safety of our personnel and users.

4. Sharing personal information

We may share personal information with:

• Service providers: Trusted third-party businesses who provide hosting, maintenance, payment processing, security, analytics, or marketing services. They must use the information only to perform these services and follow strict security practices.
• Affiliates or subsidiaries: Businesses we control, or that are under common control with us, acting as service providers or as required by law.
• Third parties: When you authorize it or when necessary to complete a transaction or provide a requested feature. These parties may have their own privacy policies.
• Cross-contextual advertising partners: To provide targeted advertising using certain personal information, including identifiers and browsing activity.
• Law enforcement and legal compliance: To respond to legal requests, protect rights and property, or prevent illegal activity.

5. Cookies and online tracking

We use cookies, pixels, tags, local storage, and other tracking technologies to:

• Understand how you use our Application and Services.
• Personalize content, improve functionality, and optimize performance.
• Support advertising and marketing analytics.

You can manage cookie preferences through your browser or our cookie settings panel. Blocking cookies may limit certain Application or Service features.

6. Managing your information

• Marketing preferences: You can unsubscribe from marketing emails using the link in each email. Some account-related messages may still be sent.
• Profile information: You can view, edit, or request deletion of your account information by signing in to your profile.
• Sharing with others: Be careful sharing personal information publicly or with third parties, as we cannot control how they use it.

7. Security

We use physical, electronic, and procedural safeguards to protect your information. No system is completely secure; transmitting data over the internet carries risks, and you provide information at your own risk.

8. Privacy Policy changes

WorkflowPros may update this Privacy Policy occasionally. By continuing to use This Application or our Services after the update, you agree to the revised Privacy Policy.

Contact us

If you have any questions, concerns, or complaints, you can contact us directly at info@workflowpros.io or (866) 521-5523.

We recommend keeping a copy of this Privacy Policy for your records and checking This Application regularly for any updates.