Last updated: May 2026
Work-Flow Job Management Systems
Email: workflow.org.uk@gmail.com
We are the data controller for personal data collected through this website and the Work-Flow app download and licensing process. "We", "us" and "our" refers to Work-Flow Job Management Systems throughout this policy.
This policy covers data collected via work-flow.org.uk and during trial registration and licensing. It does not apply to data you enter inside the Work-Flow app — all job, client, invoice, and financial data you create in the app is stored entirely on your own Windows device. We have no access to it whatsoever.
When you visit any page on work-flow.org.uk, our server automatically records:
This data is stored in a database on our own UK-hosted web server. We use it solely to understand how people find and use our website. It is never shared with advertising networks. IP addresses are retained for up to 12 months then deleted.
Legal basis: Legitimate interests (Art. 6(1)(f) UK GDPR) — maintaining and improving our website.
When you download the Work-Flow free trial via work-flow.org.uk/get-app.php, we ask for:
We also record your IP address at the point of registration. This is used to:
This data is stored in our website database (UK server) and our licence server hosted on Render (see Section 4.2). We will never pass your details to third parties for marketing purposes.
Legal basis: Contract performance (Art. 6(1)(b) UK GDPR) — issuing and managing your trial licence.
The Work-Flow app contacts our licence server each time it starts to verify your licence status. During this check, your licence key and a unique device identifier are transmitted. No job data, client data, invoices, or financial information is ever sent. The server returns only your current licence status (trial active, trial expired, free plan, or Premium).
Legal basis: Contract performance (Art. 6(1)(b) UK GDPR).
If you upgrade to Work-Flow Premium, payment is handled entirely by PayPal. We never see, collect, or store your card or bank details at any point. We receive from PayPal only confirmation that a payment was made and the email address associated with your PayPal account, which we use to activate your Premium licence.
PayPal's privacy policy applies to all payment data: paypal.com — Privacy Policy
Legal basis: Contract performance (Art. 6(1)(b) UK GDPR).
If you contact us via our contact page, we collect your name, email address, and message content. This is used only to respond to your enquiry. We do not share it with any third parties.
Legal basis: Legitimate interests (Art. 6(1)(f) UK GDPR).
All data you create within Work-Flow — jobs, clients, invoices, quotes, expenses, photos, notes — is stored only on your own Windows device. It is never uploaded to our servers. We have no ability to access, view, or recover this data.
The only exceptions are optional Premium features that you explicitly enable which involve external services, described below in Section 4.
When you visit our website, your IP address is passed to ip-api.com to determine which country you are visiting from. Only the resulting two-letter country code is stored in our database — your IP is not retained beyond this lookup. See ip-api.com's legal information at ip-api.com/docs/legal.
Our licence server is hosted by Render (render.com), a cloud platform with infrastructure in the United States. Your trial registration data (name, email, company, IP address, and licence key) is stored on this server. This constitutes a transfer of personal data outside the UK. We rely on appropriate safeguards for this transfer in accordance with UK GDPR requirements. Render's privacy policy: render.com/privacy.
If you choose to enable Google Calendar sync (available on Premium only), the app will connect to Google's servers to sync your job dates with your Google Calendar. This requires you to authorise the connection via your own Google account. Any data shared with Google through this feature is governed by Google's privacy policy: policies.google.com/privacy. You can revoke access at any time from within the app or your Google account settings.
If you use the AI Buddy assistant (Premium only), the messages and job context you provide are sent to Groq, Inc. (USA) to generate a response. This data is processed on Groq's servers. You should not include sensitive personal data about third parties (such as your clients' financial or personal details) in AI assistant messages. Groq's privacy policy: groq.com/privacy-policy.
If you prefer that no data leaves your device, you can configure the AI Buddy to use a local Ollama model instead — in that case all processing happens on your own machine.
We do not set tracking or advertising cookies. Our website may use a short-lived session cookie to handle form submissions (e.g. the download form). This cookie contains no personal data and expires when you close your browser. We do not use Google Analytics, Facebook Pixel, or any third-party advertising technology.
| Data | How long we keep it |
|---|---|
| Website visit logs (IP, page, referrer, country) | 12 months |
| Trial registration data (name, email, company) | 3 years, or sooner on request |
| Licence keys and verification records | Duration of subscription + 1 year |
| Contact form messages | Until the matter is resolved, then deleted |
You have the following rights in relation to your personal data:
To exercise any of these rights, email us at workflow.org.uk@gmail.com. We will respond within 30 days.
If you believe we have not handled your data correctly, you have the right to complain to the Information Commissioner's Office (ICO):
Website: ico.org.uk/make-a-complaint · Phone: 0303 123 1113
We may update this policy as our service changes. The "last updated" date at the top of this page will always reflect the current version. We will not reduce your rights under this policy without notifying you.
Work-Flow Job Management Systems
Email: workflow.org.uk@gmail.com