July 19, 2023

Privacy Policy

At Workki, LLC (together with our affiliates, “Workki”, “we”, “our” or “us”), we are committed to protecting the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your data when you interact with our AI virtual assistant platform. We encourage you to read this policy carefully to understand our practices regarding your information. “Personal data” refers to any information relating to an identifiable individual or his or her personal identity.

Identity and contact details of the data processor

Personal data is collected on our website by Workki, a company registered under Finnish law number 3376255-4 with the Patentti- ja rekisterihallitus and having its registered office at Raastuvankatu 12 B 22, 53100, Lappeenranta.

1. What information do we collect?

  • Personal Information: When you enroll in our services, the following information is gathered and handled: email address, first name, last name, Intra-community VAT number (if applicable), login credentials, and password. By utilizing our services, the following information is collected and managed: login details and browsing data (when explicitly authorized), purchase history, complaints, incidents, subscription information, and messages exchanged on our platform. Certain data is automatically collected based on your interactions on the website.

    It's important to note that the submitted data should not contain any sensitive personal information, such as government-issued identifiers (e.g., social security, driver's license, or taxpayer-identification numbers), complete credit card or full personal bank account numbers, medical records, or details related to applications for healthcare or treatment concerning private individuals.
  • Usage Information: We gather data on how you interact with our platform, including log files, device information, country, IP address, and usage statistics.
  • Cookies and Tracking Technologies: We use cookies and similar technologies to enhance your experience and collect information about your usage patterns on our website and platform.
  • Social Media Information: We have social media pages at sites like Facebook, Instagram, Twitter, LinkedIn, YouTube, TikTok. We collect personal information that you provide to us when in contact on the social media pages. Additionally, we collect information that the social media pages provide to us, for example analytics.

2. How do we use your information?

We process your personal data for various purposes, each associated with a specific legal basis detailed below.
Under our legitimate interest in providing you with a secure, optimal, efficient, and personalized experience, we perform processing activities for the following reasons:

  • Resolving issues and enhancing the utilization of our websites and services.
  • Personalizing, evaluating, and improving our services, content, and resources.
  • Analyzing the extent and history of your engagement with our services.
  • Informing you about our services, as well as any promotional offers or services from our partners.

Based on the contractual obligations you are part of, we conduct processing activities for the following aims:

  • Delivering our services.
  • Streamlining performance, including conducting verifications related to you.

With your consent or where it aligns with our legitimate interests, we perform processing activities for the following purposes:

  • Contacting you with service-related updates, announcements, and promotional offers, where permitted by law.
  • Streamlining performance, including conducting verifications related to you.

Aligned with our legal and regulatory obligations, we conduct processing for the following purposes:

  • Preventing, detecting, and investigating potentially prohibited or unlawful activities, ensuring adherence to good practices, and maintaining compliance with our terms of use and sending policy.

It's important to note that we handle the personal data you provide to us in strict accordance with applicable data protection laws and regulations.

3. Newsletter and marketing emails

If you expressly opted in to receive our newsletters, you can easily unsubscribe by following the “unsubscribe” links included in every email sent.

4. How do we share your information?

Workki ensures that stringent data protection requirements are established for all its third-party providers.

Your personal data is not sold or leased to third parties by Workki for marketing purposes under any circumstances.

Furthermore, Workki refrains from sharing your personal data with third parties, except in the following scenarios:

  • If you (or your account administrator acting on your behalf) specifically request or authorize the disclosure.
  • When disclosure is necessary to process transactions or provide services that you have requested (e.g., ensuring compliance with best practices in your mailings or processing credit card transactions with credit card issuing companies).
  • In cases where Workki is legally compelled to do so by a government authority or regulatory body, such as a court order, a summons, or a similar request from the government or judiciary, or to establish or defend a legal claim.
  • When the third party acts as a subcontractor or sub-processor of Workki in providing services. For instance, Workki engages with internet providers, telecommunications companies, hosting providers, CRM tools, customer support platforms, invoicing systems, payment processors, and analytics tools.

If we undergo a merger, acquisition, or sale, your information may be transferred to the acquiring entity.

Workki is committed to safeguarding your personal information and ensures that any sharing or disclosure complies with stringent guidelines and legal obligations.

5. Your Choices and Rights

In compliance with both United States Data Protection Laws and the European General Data Protection Regulation 2016/679 (GDPR), you possess several rights regarding the handling of your personal data:

  • Right to be informed: This comprehensive privacy policy serves the purpose of keeping you informed about how your data is collected and processed.
  • Right of access You retain the right to access all your personal data held by us at any given time.
  • Right to rectification: You have the right to rectify any inaccuracies, incompleteness, or outdated information in your personal data.
  • Right to restriction of processing: You hold the right to restrict the processing of your personal data in specific instances as outlined in Article 18 of the GDPR.
  • Right to erasure ('right to be forgotten') You can request the deletion of your personal data and prevent any further collection thereof.
  • Right to lodge a complaint: If you believe that your personal data processing breaches applicable regulations, you have the right to file a complaint with a competent supervisory authority, be it in the United States or elsewhere.
  • Right to define instructions post-death: You have the right to specify instructions regarding the retention, deletion, and communication of your personal data after your demise.
  • Right to data portability: You are entitled to receive your provided personal data in a standard machine-readable format and request their transfer to a chosen recipient.
  • Right to object: You possess the right to object to the processing of your personal data. However, please note that despite your objection, we may continue processing your data for legitimate reasons or legal defense purposes.

To exercise these rights, you can submit a support ticket via the support chat on our website or app, or send an email to sergey@workkiai.com. We commit to processing your requests within 30 days. Please be aware that we may ask for proof of identity or authorization along with your request.

Additionally, you can modify your personal data at any time by accessing your account and navigating to "Settings."

6. Children's Privacy

Our services are not intended for individuals under the age of 13. We do not knowingly collect or solicit personal information from children. If you believe we have collected information from a child, please contact us immediately.

7. Third-Party Data

Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of these entities. We encourage you to review their privacy policies before interacting with them.

In our app, we utilize AI models provided by Microsoft Azure to enhance the functionality and capabilities of our services. These AI models may require access to certain data inputs to provide accurate and relevant responses, however, these AI models are not trained on that data. We assure you that any corporate or sensitive information you provide to our AI model (either in files or written form in chat) is safe and not used in any way other than in the terms outlined in this Privacy Policy.

The data is stored on secure servers and only a limited number of people are authorized to access your contact lists, in particular to provide support services. In no case does a sell, share, or rent out information between you and your contacts to third parties, nor does it use them for any purposes other than those outlined in this policy. We will use the information from your contact lists only for legal requirements, to invoice and collect summaries for our own statistics and to provide you with customer support services.

As the creator of the contact lists and associated email campaigns, you are considered the data controller within the meaning of the GDPR, and Workki is acting only as a data processor. In this capacity, you are responsible in particular for:

  • making all the declarations necessary to the relative data protection authority,
  • complying with all current regulations in force, including the data protection laws,
  • obtaining the explicit consent of the persons concerned when collecting their personal data,
  • ensuring your authority to use the personal data collected in accordance with the defined end purposes and refraining from any unauthorized use.

If a recipient of your emails sent via our services requests us to modify or delete his/her personal data, we will honor that request after proper verification and will inform you of it.

Before any data is shared with third-party tools, explicit consent from the user is obtained. This consent is acquired through a separate opt-in process, clearly explaining the purpose and potential benefits of sharing data with the AI models. By obtaining your consent, we ensure that you have control over the data shared and can make an informed decision about its usage.

8. Google Compliance

Workki’s use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

9. Data Retention Periods

The retention periods for your personal data are outlined as follows:

  • Personal data gathered for service execution and information concerning your service usage:
    • Retained for the duration required to deliver our services to you.
    • In no circumstance exceeding 3 years after the closure of your account, unless otherwise mandated by law.
  • Personal data collected for newsletter distribution, inquiries, and direct marketing:
    • Held for 3 years from the date of data collection or the last interaction with the prospect.
  • Personal data obtained for evidential purposes:
    • Kept for the duration of the statutory limitation period, typically around 5 years.
  • Personal data acquired related to your data subject rights:
    • If we request proof of your identity, it is retained solely for the period necessary to verify your identity.
    • Once the verification process is completed, the proof of identity is promptly deleted.

10. International Data Transfers

If you access our services from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries. By using our services, you consent to the transfer of your information to these locations.

Workki exclusively employs host servers situated within the boundaries of the European Union for processing and storing its databases.

Should there be any administrative or judicial orders or applications concerning your personal data, Workki will promptly notify you, to the extent that we are legally permitted to disclose such information.

11. Security

In accordance with the GDPR, Workki commits to taking all necessary precautions to safeguard the security of data. This includes protecting against accidental or unlawful destruction, loss, alteration, unauthorized access or disclosure, and any other unauthorized processing of personal data.

Workki implements industry-standard security measures to prevent unauthorized disclosure. For sensitive information related to payments and credit cards, Workki employs recommended encryption methods to enhance protection.

To ensure data accuracy, proper use, and prevent unauthorized access, Workki has established electronic, physical, and managerial procedures. These measures aim to safeguard and maintain the data collected through its services.

While every effort is made to secure data, absolute protection against piracy or hackers cannot be guaranteed. In the event of a security breach impacting you, Workki pledges to promptly notify you and take all feasible actions to mitigate the intrusion's effects.

If you experience any losses due to a third party exploiting a security breach, Workki commits to providing necessary assistance to assert your rights. In cases where a direct loss arises from Workki's fault or gross negligence, compensation may be sought within the limits defined in our terms of use.

It's essential to note that anyone, including users, customers, or hackers, exploiting security breaches may face criminal prosecution. Workki will take legal action, including filing complaints or court actions, to protect data, user rights, and limit impacts resulting from security breaches.

12. Changes to the Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of any material changes through a prominent notice on our website or other communication channels.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us on our website www.workkiai.com
This Privacy Policy governs the collection, use, and disclosure of personal information by Workki LLC. By using our services, you acknowledge and agree to the terms outlined in this policy.

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