Privacy Policy

Effective: 18 March 2026 Last updated: 18 March 2026

Welcome to workchats. Octogle Technologies ("we", "us", "our") built this Privacy Policy to explain how we collect, use, share, and protect your personal information when you use the workchats app (the "App") on iOS, Android, web, or desktop.

workchats is a unified business communication platform run by Octogle Technologies, based in Dubai, UAE. By using the App, you agree to this Privacy Policy. If you don't agree, please don't use the App.

1. Information We Collect

We collect information in three ways.

1.1 Information You Give Us

• Account details: name, email, phone number, job title, organisation name, and profile photo.
• Messages and content: text, voice messages, images, videos, and files you share through messaging, channels, and feeds.
• Profile info: bio, status, display name, and anything else you add to your profile.
• Feeds and social content: posts, comments, reactions, poll answers, and survey responses.
• Voice and video data: call metadata. If your admin turns on call recording in WorkPhone, we also store the recordings.
• Support requests: anything you tell our support team, plus any files you attach.

1.2 Information We Collect Automatically

• Device info: device type, operating system, device IDs, browser type, and mobile network info.
• Usage data: the features you use, what you do in the App, timestamps, and how often you use it.
• Log data: IP address, access times, pages viewed, crashes, and diagnostics.
• Location: we don't collect your precise location. We may estimate a rough location from your IP address for security and performance.

1.3 Information From Other Sources

• Your organisation's admin: may give us your name, email, and role when setting up your account.
• Integrations: if your organisation connects workchats to other tools (like Google Workspace, Microsoft 365, or a CRM), we may receive data from those tools as your admin sets up.

2. How We Use Your Information

We use your information to:

• Run the service: provide messaging, channels, feeds, WorkPhone, and AI features.
• Power AI features: run things like AI Filing Cabinet, AI Search, AI Meeting Summaries, and AI Message Composer. We only use your organisation's data inside your own workspace — never to train general AI models.
• Keep you informed: send service updates, security alerts, and admin messages.
• Improve the App: study usage patterns, fix bugs, and build better features.
• Keep things secure: spot and stop fraud, abuse, and security issues.
• Meet legal duties: follow the law, enforce our terms, and respond to lawful requests.
• Support you: answer your questions and fix problems.

3. AI and Automated Processing

workchats uses AI to help your team work faster. This includes:

• Sorting and tagging files and documents automatically.
• Creating meeting summaries, action items, and reminders from recordings.
• Searching messages, files, channels, and meetings in plain language.
• Helping you draft messages and adjust their tone.
• Surfacing trending topics and unanswered questions in channels.

4. Sharing Your Information

We never sell your personal information. We only share it in these cases:

• Inside your organisation: your messages, profile, and feeds are visible to your teammates, based on your admin's settings and your own sharing choices.
• Service providers: we use trusted vendors to run the App — for example, cloud hosting, analytics, support tools, and telecoms (like Twilio for WorkPhone). They can only use your data the way we tell them to, and must keep it secure.
• Legal reasons: if the law, a court, or a government body requires it.
• Business changes: if we merge with or get acquired by another company, your data may transfer to them.
• With your OK: if you give us clear consent for something not listed here.

5. How Long We Keep Your Data

We keep your data only as long as we need it, unless the law says otherwise.

• We keep account data while your organisation's subscription is active, plus a short period after, in case you want to reactivate or export it.
• We keep messages and content based on your organisation's own retention settings.
• We keep call recordings (if enabled) based on your organisation's settings.
• We usually keep log and usage data for up to 12 months for security and diagnostics.

Once we no longer need your data, we delete or anonymise it securely.

6. How We Protect Your Data

We use these safeguards to protect your information:

• Encryption in transit (TLS 1.2+) and at rest (AES-256).
• Multi-factor authentication (MFA) and single sign-on (SSO/SAML).
• Role-based access controls and workspace isolation.
• Regular security audits and penetration testing.
• Audit logs of admin actions and system access.
• Remote wipe for lost or stolen devices.

No method of storing or sending data online is 100% secure. We do our best, but we can't guarantee absolute security.

7. Moving Data Across Borders

Octogle Technologies is based in Dubai, UAE, with operations in the UK and India. Your data may be processed in any of these countries, even if you live elsewhere.

When we move data internationally, we use approved safeguards — like Standard Contractual Clauses (SCCs), adequacy decisions, or other lawful transfer tools. Organisations can also choose their preferred data region, where available.

8. Your Rights

Depending on where you live, you may have the right to:

• Access: get a copy of the data we hold about you.
• Correct: fix inaccurate or incomplete data.
• Delete: ask us to delete your data, within legal limits.
• Restrict: ask us to limit how we use your data in some cases.
• Move it: get your data in a portable, machine-readable format.
• Object: object to certain uses of your data.
• Withdraw consent: take back consent at any time, where consent was the basis for processing.

To use any of these rights, email privacy@workchats.com. We'll reply within 30 days, or sooner if the law requires it. Some rights may be limited if we have a legal or legitimate reason to keep processing your data. If your organisation manages your account, we may need to direct some requests to your admin.

9. Children's Privacy

workchats is built for business use, not for children. We don't knowingly collect data from anyone under 16. If we find out we've collected data from a child under 16, we'll delete it quickly. If you think this has happened, email privacy@workchats.com.

10. Third-Party Links and Integrations

The App may link to, or connect with, third-party services. This policy doesn't cover those services. Please check their own privacy policies — we're not responsible for how they handle your data.

11. Cookies and Similar Tools

The workchats web app uses cookies to keep you logged in, remember your settings, and improve your experience:

• Essential cookies: needed for the App to work, like login and session management.
• Analytics cookies: help us understand how people use the App, so we can improve it. You can turn these off in settings.

Our mobile and desktop apps use local storage for similar purposes. You can manage cookies in your browser settings or in the App.

12. Push Notifications

We may send push notifications for new messages, mentions, calls, and other activity. You can turn these on or off anytime in the App or your device settings.

13. Changes to This Policy

We may update this policy as our practices, technology, or legal requirements change. We'll post updates in the App and change the "Last Updated" date. For major changes, we'll ask for your consent where the law requires it. Using the App after a change means you accept the update.

14. Data Protection Officer

Questions about how we handle your data? Contact our Data Protection Officer:

UK users can also contact the Information Commissioner's Office (ICO) at ico.org.uk. EEA users can contact their local data protection authority.

15. Legal Basis for Processing (GDPR / UK GDPR)

Where it applies, we rely on these legal bases to process your data:

• Contract: processing needed to deliver workchats under our terms of service.
• Legitimate interests: processing needed to improve the App, keep it secure, and prevent fraud — as long as this doesn't override your rights.
• Legal obligation: processing needed to follow the law.
• Consent: processing you've explicitly agreed to, like optional analytics or marketing.

16. Apple App Store Disclosures

Apple requires us to share this extra detail about data collection.

16.1 Data Linked to You

We may collect and link this data to your identity: name, email, phone number, user ID, device ID, usage data, and the content you create (messages, posts, files).

16.2 Data Used to Track You

We don't track you across other companies' apps and websites for advertising.

16.3 Data We Don't Collect

We don't collect your precise location, health or fitness data, payment information, browsing history, or search history outside the App.

17. Contact Us

Questions about this policy or our data practices? Reach us at: