Privacy policy

Who we are and how to contact us

WorkGroove Inc provides the WorkGroove service. For privacy questions, access or correction requests, or help deleting an account, contact support@workgroove.ai. You may also write to WorkGroove Inc, 228 Park Ave S. PMB 710125, New York, NY 10003-1502 US.

This policy covers the WorkGroove website, desktop and mobile apps, runners, and hosted service. Personal information includes information that identifies you or can reasonably be linked to you.

An organization that invites you may separately control its workspace information. We process that information under the applicable agreements and instructions, while also handling account administration, security, billing, and service operations as described here. The organization’s own policies may also apply. Contact its administrator about organization-controlled information, or contact us for assistance.

Information you and your organization provide

Account and profile information: We process your name, email address, phone number, profile details, organization memberships, roles, and authentication records to create, verify, secure, and manage your account. Terms acceptance records contain your account reference, the document version, and the time of acceptance. Some information comes from administrators who invite you or manage your access.

Work content and history: We process the messages, prompts, instructions, files, repository context, generated outputs, review decisions, and work history that you or authorized users provide or create. Content may contain personal information about you or other people, and AI outputs may reproduce information from the input. Only provide information you have authority to use and share.

Attachments: When you choose to submit files, photos, videos, screenshots, or other supported attachments, we process their content and associated information to store, display, and use them in the requested work. Attachments can contain personal information and embedded metadata. Review them before sharing.

Billing and support: We process subscription, transaction, invoice, and billing references, along with information you include in support requests, feedback, and bug reports. A payment processor, such as Stripe, handles payment details through its payment services. Do not send payment-card details or passwords in support messages.

Connected services: When you or your organization connect a repository, AI provider, or other tool, we process connection information, authorization records, and content made available by that connection. The information depends on the service, permissions, and work requested. Retrieved content can become part of your work history.

Information generated when you use WorkGroove

Device and connection information: We process device and runner identifiers, operating system and app information, browser information, language and timezone settings, connection status, and authentication and security events. Our services and infrastructure receive network information, including IP addresses, when handling requests.

Usage and diagnostics: We process information about pages viewed, features used, actions taken, work status, resource usage, and service reliability. Depending on the surface and configuration, analytics also includes referral and campaign information and identifiers used to connect visits or events to an account. Hashing or labeling an identifier as anonymous does not necessarily make it anonymous.

Notifications: We process notification preferences, device notification tokens, delivery status, and notification content to send alerts you enable. Push delivery providers receive the information needed to deliver those alerts. Preview text may be visible on your device’s lock screen depending on your settings.

How we use information

We use information to create and authenticate accounts, manage organizations and permissions, remember settings, and coordinate requested work across apps, runners, AI providers, and connected tools. This includes storing work history and supporting collaboration, reviews, approvals, and publication.

We also use information to deliver notifications and service messages, manage subscriptions and billing, answer support requests, understand product usage and campaign effectiveness, diagnose problems, and improve the service.

Account, device, and security information supports abuse prevention, access controls, incident investigation, and enforcement of agreements. We also process information to meet legal obligations, respond to lawful requests, resolve disputes, and handle privacy requests.

AI providers, integrations, and your choices

Running AI-assisted work can send your instructions, selected files, attachments, repository context, conversation content, and related metadata to the AI provider and tools selected for that work. A runner executes the configured provider locally, but the provider may transmit that context to its own remote service. WorkGroove also processes work history and other hosted service information described in this policy; local execution does not mean all information stays on your device.

Review the selected provider, connected tools, requested permissions, and material included in a task before authorizing it. Do not submit information you do not consent to share with those services. You can decline to run a task, remove an integration, or restrict the material available to it. Removing access does not recall information already delivered.

AI providers and other connected services process information under their own terms, privacy policies, and the agreements associated with your or your organization’s account. Their training, retention, and deletion practices can differ by service, account type, and settings. A personal subscription and a commercial API account may have different terms. Review the applicable terms before sharing content, and contact support if you need help identifying a service involved in your work.

Sharing and workspace visibility

Authorized workspace members, administrators, reviewers, and external collaborators can access information within their permissions. Administrators manage membership and workspace access. Content you publish or release to another audience becomes available to that audience. Leaving a workspace does not by itself delete its shared work.

Hosting, authentication and verification, email and push delivery, billing, support, and analytics providers receive information needed for their services. These services include Stripe for payment processing, Apple’s push notification service on Apple devices, the analytics integrations described below, and Cloudflare for supported remote-desktop connections. Selected AI providers and tools receive the information needed for the work you authorize and may return information to WorkGroove.

We may retain or disclose information when required by applicable law, to respond to valid legal process, to protect security, or to establish, exercise, or defend legal claims.

Device permissions and your choices

The iOS app requests camera access when you choose to capture a photo or video for an attachment, and microphone access for audio in a video you choose to capture. You can select supported existing files instead. Manage camera, microphone, and notification permissions in your device settings. Denying a permission affects features that need it.

If you enable Face ID or another supported device authentication method to unlock the app, the operating system performs that authentication. WorkGroove receives the authentication result, not your biometric template.

Optional remote desktop

If you enable remote desktop on a supported Mac, the feature transmits the main display to your authorized viewer. Other applications and windows visible on that display may also be exposed. Remote input and clipboard content you explicitly transfer are processed to carry out your commands.

Screen video travels through a separate Cloudflare tunnel connection, while control messages pass through WorkGroove’s service. You can stop the connection and disable remote access. The current remote-desktop feature does not provide audio streaming or video recording.

Cookies and analytics

We use cookies and similar storage to maintain authenticated sessions, remember preferences, and support security. Browser local storage and session storage may also hold analytics identifiers and referral or campaign information.

Our analytics integrations include Segment and Google Analytics, with destinations configured for the applicable service. Usage events can be associated with an account after sign-in. Marketing measurement may include page visits, referral information, campaign parameters, and advertising-click identifiers. These activities are separate from storage needed to sign in.

Your browser settings let you manage cookies and website storage. Blocking essential storage may prevent sign-in or other functions from working. Clearing browser storage does not delete information already processed by us or another service, or disable server-side analytics. Contact support@workgroove.ai about your privacy choices or to exercise applicable rights.

Security

We use measures designed to protect personal information, including encrypted network connections, authentication, permission controls, and protected credential storage. Access depends on account, organization, team, and other relevant permissions. No service or transmission method is completely secure. Protect your devices and credentials, review access you grant, and contact support if you suspect unauthorized access.

Deleting your account

Open Settings, then Security, then Delete Account. You can begin without selecting an organization. We require recent reauthentication and a separate confirmation. You may also contact support for assistance. We record receipt of the request separately from your confirmation, and calculate the applicable deadline from request receipt.

After confirmation, account deletion is irreversible and access is revoked immediately. Sessions, authentication credentials, memberships, and runner credentials are revoked. Registering again creates a new account and does not restore the deleted account.

Operators then remove associated personal information and applicable authored content across the service and coordinate deletion with relevant processors. Our target for this cleanup is 30 days from the applicable request-receipt point, or an earlier applicable deadline. If an extension is permitted and necessary, we document the reason and revised deadline and notify you in time.

Deleting an account can affect shared work. A workspace that other people continue to use may require a successor manager before deletion can be confirmed. A sole-user workspace can be deleted. We preserve unrelated members’ work, and explain any specific retention exceptions. Deleting one member does not cancel a surviving shared workspace’s subscription; subscriptions for deleted workspaces are submitted for cancellation. Any refund or outstanding charge is handled under the applicable billing terms.

An invitation-based signup that remains unfinished and has no verified email for 90 days after invitation redemption can be cancelled through the same deletion process. We do not send a completion message to an unverified signup email address.

Retention and deletion exceptions

We retain information only for a stated service, security, contractual, or legal purpose. Some accounting records, security records, shared work, or signed evidence may need to remain for a specific justified purpose after account deletion. Retention decisions identify the information, purpose, responsible owner, and expiry or removal condition.

A minimal, permanently disabled account reference may remain where specifically identified, lawfully retained records still depend on it. Its contact details and profile are cleared. That reference can still be personal information; we do not describe it as anonymous. Its basis is reviewed before live cleanup is completed and again within 90 days, or sooner when a dependency ends. Continued retention requires a documented basis and a new review date.

We preserve original signed evidence only when retention is justified. Otherwise, evidence may become unavailable after authorized deletion. We do not alter hashes or signatures to make erased evidence appear intact. Restricted deletion instructions prevent delayed work or restoration from recreating erased information.

Backups and completion notices

Live cleanup and backup expiration are separate stages. Our backup-expiration target is 90 days from the deletion request, not 90 days after live cleanup. Copies in backups, snapshots, exports, or replicas must be tracked against that target; live cleanup alone is not proof that every backup has expired.

Restored data must remain isolated while deletion instructions are replayed before it can be exposed to users. A restricted restore journal retains the identifying selectors needed for the recovery window and must expire them when they are no longer needed.

Where a verified contact destination is available, a completion notice distinguishes completed live cleanup, justified retention, and remaining backup expiration. Temporary identifying information used to coordinate cleanup is then removed when it is no longer needed.

International processing

WorkGroove Inc is based in the United States. Personal information may be processed in countries other than where you live, depending on our operations, service providers, and the integrations you or your organization use. Those countries may have different data protection laws. Contact support@workgroove.ai for information about processing locations and the safeguards applicable to your information.

Your choices and privacy rights

You can update available profile and account settings, manage notifications and device permissions, limit the information you include in work, and remove connections you control. Your organization may manage some workspace settings and permissions. Declining information necessary for a requested feature may prevent us from providing that feature.

Depending on your location and circumstances, you may have rights to access, correct, delete, restrict, or receive a copy of personal information, object to particular processing, withdraw consent, or complain to a relevant supervisory authority. Contact support@workgroove.ai to exercise a right. We may need to verify identity and coordinate with your organization where it controls the information.

Where applicable, you may object to processing based on legitimate interests and to use of your personal information for direct marketing. Withdrawing consent does not affect processing that was lawful before withdrawal. An authorized agent may contact us where applicable law permits; we may verify their authority. If you disagree with our response, contact the same address for review. We will not unlawfully discriminate against you for exercising applicable privacy rights.

Children’s privacy

WorkGroove is designed for work and professional collaboration. If you believe a child has provided us with personal information, contact support@workgroove.ai so we can investigate and address the information in accordance with applicable law.

Changes to this policy

We update this policy when the service or its data practices change. The date above identifies this version. Material changes will be communicated through an appropriate service or contact channel.