Who we are
Workview Solutions Ltd is a company registered in the United Kingdom. We run this website, workviewsolutions.com, and Workview Portal, our case management software at workviewportal.com.
For the personal data in this policy we are the data controller. That means we decide how it is used and we are responsible for looking after it.
If you have a question about your data, email privacy@workviewsolutions.com.
Data your organisation keeps in Workview Portal
The cases, jobs, reports and files your organisation puts into Workview Portal belong to your organisation. It controls that data and we only process it on its behalf. If you have a question about it, ask your organisation's Workview Portal administrator first.
What we collect and why
When you ask for a demo
We collect your name, company, work email and sector, plus anything you write in the message box. We use it to reply to you and set up the demo. We rely on our legitimate interest in answering a request you sent us.
When you use Workview Portal
We hold your name, work email, job title, company and a scrambled (hashed) copy of your password. We need these to create your account, sign you in and bill your organisation. Our legal basis is the contract with your organisation and, for the staff it adds as users, our legitimate interest in running the service it pays for.
Technical data
Our systems record your IP address, browser, operating system, device and the pages you view. We use this to keep the service secure and running well, which is in our legitimate interests.
Support and emails
When you contact us we keep the message, any support ticket and our replies. We use them to help you and to send notices about the service, under our contract or our legitimate interests.
Product news
If you sign up for updates, we keep your email address and your preferences, and we only send news you asked for. If your organisation is already a customer, we may also email you about similar services of ours. Every email has a link to unsubscribe.
Who we share it with
We never sell, rent or trade personal data. We only share it with:
- companies that run services for us, such as hosting, email delivery and customer support, and only so they can do that work
- your organisation's Workview Portal administrators, if your employer set up your account, who can see your profile and activity
- the police, courts or regulators, when the law requires it or to protect our legal rights
- a buyer or investor, if the company is ever sold, merged or financed
Data sent outside the UK
Some of our providers may handle data outside the UK or the European Economic Area. When that happens, we only use countries the UK says protect data properly, or we sign the approved contract terms with the provider: the UK International Data Transfer Agreement or the EU Standard Contractual Clauses.
How long we keep it
- Account data stays for as long as your organisation's subscription is active.
- When an account is closed, we delete its data within 30 days. Backups are overwritten within 60 days.
- Invoices and payment records stay for 7 years, because tax law requires it.
- Demo requests that don't lead to a subscription are deleted after 6 months.
Your rights
Under UK data protection law, and EU law if you live in the EU, you can ask us to:
- send you a copy of the data we hold about you
- correct anything that is wrong or incomplete
- delete your data, where we have no legal reason to keep it
- stop or limit how we use it, where we rely on legitimate interests
- give your data to you or another company in a common file format
- stop using it where you gave consent, at any time
To ask for any of these, email privacy@workviewsolutions.com. We will reply within one month.
Cookies
This website does not set any cookies when you visit. We do not use analytics or advertising on this site.
Workview Portal uses essential cookies to keep you signed in, and analytics cookies to show us how the software is used. You can change the analytics ones in the app's cookie settings or in your browser.
How we protect it
Data is encrypted while it travels (TLS 1.3) and while it is stored (AES-256). Only people who need access get it, and we check our security regularly.
Complaints
If you are unhappy with how we have handled your data, please tell us first at privacy@workviewsolutions.com so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk, or to your local data protection authority if you live in the EU.
Changes to this policy
When we change this policy we update the date at the top. If the change is a big one, we will also tell Workview Portal users by email or with a notice in the app.