Privacy Policy
WorXflo™ & CheckNet · Effective date: 21 June 2026
1. Introduction
WorXflo Ltd ("we", "us", "our") operates the WorXflo™ platform and the CheckNet mobile application (collectively, the "Service"). This policy explains how we collect, use, and protect your information.
By using the Service you agree to the practices described here.
2. Who We Are
WorXflo Ltd is the data controller for personal data processed through CheckNet and the WorXflo platform.
- Registered in England and Wales
- Website: worxflo.com
- Privacy enquiries: privacy@worxflo.com
Where CheckNet is deployed by your employer or a business customer, that business is a separate data controller for the data they hold about their own customers, staff, and operations.
3. What Data We Collect
Account & identity
- Name, job title, email address, and mobile number
- Login credentials (passwords are stored as a salted hash — never in plain text)
- Profile photograph (optional)
Field activity
- Job assignments, check-ins, and completion records
- Inspection reports, forms, and checklist responses
- Photographs and digital signatures captured on-site
- Voice dictation input (processed by your device OS — not stored by us)
- Barcode and QR code scan data
Location
- Device GPS location, collected only when your employer enables location tracking in the platform
- Used for job dispatch, resource tracking, and lone-worker safety features
- You will be informed by your employer if location tracking is active for your account
Device & technical
- Device model, OS version, and app version
- Push notification token
- Crash reports and diagnostic logs
Communications
- In-app chat messages between field and office users
- Any content submitted via the customer or employee portal
4. How We Use Your Data
- Provide, operate, and maintain the Service
- Authenticate users and manage access
- Assign and track jobs and field activities in real time
- Generate inspection certificates, work reports, and invoices
- Enable communication between field and office teams
- Track resource locations where enabled by your employer
- Send push notifications for job assignments and updates
- Improve and debug the app through crash reporting
- Comply with legal obligations
- Investigate and prevent fraud and security incidents
5. Legal Basis for Processing (UK GDPR)
- Contract performance — to deliver the Service under our agreement with the business customer
- Legitimate interests — for security, fraud prevention, and product improvement
- Legal obligation — where required by UK law
- Consent — for optional features such as location tracking
6. Data Sharing & Disclosure
We do not sell your personal data. We may share it with:
- Your employer / the business customer who has deployed the Service
- Cloud infrastructure providers (hosting within the UK or EEA)
- Email and SMS delivery providers, solely to transmit messages you or your employer have generated
- Analytics and crash-reporting services, using anonymised data where possible
- Law enforcement or regulators, where required by law or court order
All third-party processors are bound by data processing agreements consistent with UK GDPR.
7. Data Retention
- Active account data — retained for the duration of the subscription
- Field activity records (jobs, inspections, reports) — minimum 7 years
- Location history — up to 30 days unless longer retention is required by the business customer
- Crash logs and diagnostics — up to 12 months
Following termination of a subscription, data is securely deleted or anonymised within 90 days, subject to any legal hold obligations.
8. Data Security
- TLS encryption in transit for all API and web traffic
- AES-256 encryption at rest
- Encrypted SQLite database on mobile devices
- Role-based access controls
- Regular security assessments
- Two-factor authentication available for administrator accounts
9. Your Rights
Under UK GDPR and the Data Protection Act 2018, you have the right to access, correct, delete, restrict, or port your personal data, and to object to certain processing. To exercise any of these rights, contact us at privacy@worxflo.com. We will respond within 30 days.
If you are dissatisfied with our response, you may lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
10. Cookies & Local Storage
The web platform uses cookies for session management, security tokens, and user preferences. See our Cookie Policy for details.
The CheckNet app stores data locally on your device using an encrypted SQLite database for offline operation. This data is synchronised with the server when connectivity is available.
11. Children's Privacy
The Service is not directed at children under 16. We do not knowingly collect data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.
12. International Transfers
Our servers are located within the UK. If data is transferred outside these regions, we ensure adequate safeguards are in place, such as Standard Contractual Clauses approved by the ICO.
13. Changes to This Policy
We may update this policy from time to time. We will notify you of material changes by posting the updated policy here and, where appropriate, by in-app notification or email. Continued use of the Service after changes take effect constitutes acceptance of the revised policy.
14. Contact Us
- WorXflo Ltd
- Email: privacy@worxflo.com
- Website: worxflo.com/privacy