Privacy Policy

Thank you for choosing ProWorks ("we," "us," or "our"). This Privacy Policy is designed to inform you about the collection, use, and disclosure of personal information when you use our mobile application (the "App") or website and the services provided through it (collectively, the "Services"). We are committed to protecting your privacy and handling your personal information in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1. Information We Collect

The data controller for your personal information is ProWorks Limited (company registration number: 15231493, registered in England and Wales).

1.1 Personal Information

When you use the App or website and avail our Services, we may collect a variety of personal information from you, such as:

• Names
• Contact details (e.g. email address, phone number, next of kin, etc.)
• Employment-related data (e.g. job titles, company name, hours worked etc.)
• Date of birth
• Payment information (if applicable)
• Location data (if applicable)

1.2 Automatically Collected Information

We may also collect certain information automatically when you use our Services, such as:

• Device information (e.g. device type, operating system version)
• Log data (e.g. IP address, access times)
• App or website usage information (e.g. features accessed, pages viewed)
• Browser type and version
• Referring site details
• Interaction data (e.g., clicks, scrolls)
• Cookies and similar technologies (for more information, please refer to our Cookie Policy)

2. Use of Information

2.1 Provision of Services

We use the personal information we collect to provide and improve our Services, including:

• Enabling access to the App or website and its features
• Facilitating communication with you
• Managing your account and preferences
• Processing payments
• Providing customer support
• Analyzing and improving our Services

2.2 Third-Party Service Providers

We may engage third-party service providers to assist us in delivering the Services. These providers may have access to your personal information and may process it on our behalf, but only as necessary to perform the services we request. We ensure that such third-party service providers are GDPR-compliant and have appropriate data protection measures in place.

2.3 Legal Compliance

We may use your personal information to comply with applicable laws, regulations, and legal processes, or to respond to lawful requests or legal actions.

2.4 Marketing and Communications

With your consent, we may use your personal information to send you promotional materials, newsletters, and updates about our Services. You have the right to opt-out of receiving such communications at any time.

2.5 Artificial Intelligence and Machine Learning

We may use artificial intelligence (AI) and machine learning technologies to enhance our Services and provide intelligent features. This includes:

• AI-powered suggestions and recommendations within our platform
• Automated data analysis and insights generation
• Intelligent document processing and content assistance

AI features can be enabled or disabled through your account settings at any time. When AI features are enabled:

• Your submissions may be processed by AI systems to provide personalized responses and improve service quality
• Anonymized and aggregated data from your interactions may be used to fine-tune our AI models to better serve all users
• We use trusted AI service providers such as OpenAI and AWS Bedrock that offer enterprise-grade data protection and privacy safeguards

We are committed to using AI in a secure, transparent, and responsible manner. All AI processing is subject to the same data protection standards outlined in this policy, and we regularly review our AI practices to ensure they meet the highest privacy and security standards.

3. Information Sharing and Disclosure

3.1 Third-Party Services and Subprocessors

We may share your personal information with trusted third-party service providers (subprocessors) who assist us in delivering our Services. These third parties are authorized to process your personal information only as necessary to provide their services to us, and they are obligated to maintain the confidentiality and security of your information.

Our current subprocessors include:

We regularly review our subprocessors to ensure they maintain appropriate data protection standards. We will notify you of any material changes to our list of subprocessors through our privacy policy updates.

For business customers who use our services and act as data controllers, our processing activities are governed by our Data Processing Agreement, which sets out the specific terms and conditions under which we process personal data on your behalf.

3.2 Legal Requirements

We may disclose your personal information if required to do so by law or in response to valid requests by public authorities (e.g., government agencies, law enforcement).

3.3 Business Transfers

If ProWorks undergoes a merger, acquisition, or any form of sale or transfer of assets, your personal information may be transferred as part of the transaction. We will notify you via email or a prominent notice in the App or website of any such change in ownership or control of your personal information.

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Performance of a contract
• Legitimate interests

5. Automated Decision Making

We do not make any automated decisions about you that would have a significant legal effect without human intervention.

6. International Data Transfers

Your personal data may be transferred to and processed in countries outside the European Economic Area (EEA). We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

7. Data Security

We implement reasonable security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. However, please note that no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

Under GDPR, you have the following rights regarding your personal information:

• The right to be informed about how your personal data is used
• The right to access your personal data
• The right to rectification if your personal data is inaccurate or incomplete
• The right to erasure (also known as 'the right to be forgotten')
• The right to restrict processing of your personal data
• The right to data portability (allowing you to get and reuse your data for different services)
• The right to object to processing of your personal data
• Rights in relation to automated decision making and profiling
• The right to lodge a complaint with a supervisory authority (in the UK, this is the Information Commissioner's Office (ICO) - www.ico.org.uk)

To exercise these rights, please contact us using the information provided in Section 9.

9. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law. When we no longer need your personal information, we will securely delete or anonymize it.

10. Contact Us

If you have any questions or requests regarding this Privacy Policy or how we handle your personal information, please contact us.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes we make will be effective immediately upon posting the revised policy in the App or website. We encourage you to review this Privacy Policy periodically to stay informed about our data practices.

By using the App or website, or providing us with your personal information, you acknowledge and agree to the collection, use, and disclosure of your information as described in this Privacy Policy.