PRIVACY POLICY
WorkChats
Welcome to WorkChats. This Privacy Policy explains how Octogle Technologies ("we", "us", "our") collects, uses, discloses, and protects your personal information when you use the WorkChats application (the "App"), available on iOS, Android, web, and desktop platforms.
WorkChats is a unified business communication platform operated by Octogle Technologies, headquartered in Dubai, UAE. By accessing or using our App, you agree to the collection and use of information in accordance with this Privacy Policy.
If you do not agree with the terms of this Privacy Policy, please do not access or use the App.
We collect information in the following categories:
Account Registration Data: name, email address, phone number, job title, organisation name, and profile photograph.
Messages and Communications: text messages, voice messages, images, videos, files, and other content shared through the App's messaging, channel, and feeds features.
Profile Information: biography, status, display name, and any other information you choose to add to your profile.
Feeds and Social Content: posts, comments, reactions, poll responses, and survey answers submitted through the feeds feature.
Voice and Video Data: call metadata and, where call recording is enabled by your organisation's administrator, call recordings made through WorkPhone (our integrated business phone system).
Support Requests: information you provide when contacting our support team, including descriptions of issues and any attachments.
Device Information: device type, operating system, unique device identifiers, browser type, and mobile network information.
Usage Data: features used, actions taken within the App, timestamps, frequency of use, and performance data.
Log Data: IP address, access times, pages viewed, app crashes, and diagnostic data.
Location Data: we do not collect precise geolocation data. We may infer approximate location from your IP address for service optimisation and security purposes.
Organisation Administrator: your employer or organisation administrator may provide us with your name, email address, and role when provisioning your account.
Integrations: if your organisation connects WorkChats with third-party services (such as Google Workspace, Microsoft 365, or CRM platforms), we may receive data from those services as configured by your administrator.
We use the information we collect for the following purposes:
Service Delivery: to provide, operate, and maintain the WorkChats platform, including messaging, channels, feeds, WorkPhone, and AI-powered features.
AI Features: to power WorkChats AI capabilities, including the AI Filing Cabinet, AI Search, AI Meeting Summaries, and AI Message Composer. Your organisation's data is processed to provide these features within your organisation's workspace only and is not used to train general-purpose AI models.
Communication: to send you service-related notifications, security alerts, and administrative messages.
Improvement: to analyse usage patterns, diagnose technical issues, and improve the App's functionality and user experience.
Security: to detect, prevent, and respond to fraud, abuse, security incidents, and technical issues.
Compliance: to comply with applicable legal obligations, enforce our terms of service, and respond to lawful requests from authorities.
Customer Support: to respond to your enquiries and resolve issues.
WorkChats incorporates artificial intelligence features that process your organisation's data to enhance productivity and communication. This includes:
Automatic categorisation and tagging of files and documents shared within WorkChats.
Generation of meeting summaries, action items, and follow-up reminders from recorded meetings.
Natural language search across messages, files, channels, and meetings.
Draft assistance and tone adjustment for messages and announcements.
Channel insights surfacing trending topics and unanswered questions.
Important: AI processing is performed within the boundaries of your organisation's workspace. Your organisation's data is not shared with other organisations, nor is it used to train or improve general-purpose AI models outside of WorkChats. Your organisation's administrator controls which AI features are enabled.
We do not sell your personal information. We may share your information in the following circumstances:
Within Your Organisation: messages, profile information, and feeds content are visible to other members of your organisation as determined by your administrator's settings and your own sharing choices.
Service Providers: we engage trusted third-party service providers to assist in operating the App, including cloud hosting, analytics, customer support, and telecommunications services (such as Twilio for WorkPhone). These providers are contractually bound to process your data only as instructed by us and to maintain appropriate security measures.
Legal Requirements: we may disclose your information if required to do so by law, regulation, legal process, or enforceable governmental request.
Business Transfers: in the event of a merger, acquisition, reorganisation, or sale of assets, your information may be transferred to the successor entity.
With Your Consent: we may share your information for purposes not described in this Privacy Policy with your explicit consent.
We retain your personal information for as long as necessary to fulfil the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.
Account data is retained for the duration of your organisation's subscription and for a reasonable period thereafter to allow for reactivation or data export.
Messages and content are retained in accordance with your organisation's data retention policies as configured by the administrator.
Call recordings (where enabled) are retained as configured by your organisation's administrator.
Log and usage data is typically retained for up to 12 months for security and diagnostic purposes.
When data is no longer required, it is securely deleted or anonymised.
We implement industry-standard technical and organisational measures to protect your personal information, including:
Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
Multi-factor authentication (MFA) and single sign-on (SSO/SAML) support.
Role-based access controls and workspace isolation in our multi-tenant architecture.
Regular security audits and penetration testing.
Audit logging of administrative actions and system access.
Remote data wipe capabilities for lost or stolen devices.
While we take reasonable steps to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.
Octogle Technologies is headquartered in Dubai, UAE, with operations in the United Kingdom and India. Your information may be transferred to and processed in countries outside your country of residence, including the UAE, United Kingdom, and India.
Where we transfer personal data internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by relevant authorities, adequacy decisions, or other lawful transfer mechanisms.
Organisations may select their preferred data residency region where available.
Depending on your jurisdiction, you may have the following rights regarding your personal information:
Access: request a copy of the personal information we hold about you.
Rectification: request correction of inaccurate or incomplete personal information.
Erasure: request deletion of your personal information, subject to legal and contractual obligations.
Restriction: request restriction of processing of your personal information in certain circumstances.
Portability: request a copy of your personal information in a structured, commonly used, machine-readable format.
Objection: object to the processing of your personal information in certain circumstances.
Withdrawal of Consent: where processing is based on consent, you may withdraw your consent at any time.
To exercise any of these rights, please contact us at privacy@workchats.com. We will respond to your request within 30 days or as required by applicable law. Please note that certain rights may be limited where we have an overriding legitimate interest or legal obligation.
If your account is managed by your organisation, some requests may need to be directed to your organisation's administrator.
WorkChats is designed for business and professional use and is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information promptly. If you believe a child under 16 has provided us with personal information, please contact us at privacy@workchats.com.
The App may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access through WorkChats. We are not responsible for the privacy practices of third-party services.
The WorkChats web application uses cookies and similar technologies to maintain your session, remember your preferences, and improve your experience. We use:
Essential Cookies: required for the App to function correctly, including authentication and session management.
Analytics Cookies: used to understand how users interact with the App so we can improve performance and features. These can be disabled in your settings.
The mobile and desktop applications use local storage for similar purposes. You can manage cookie preferences through your browser settings or within the App.
We may send you push notifications to alert you to new messages, mentions, calls, and other activity within WorkChats. You can manage your notification preferences within the App settings or through your device settings at any time.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated Privacy Policy within the App and updating the "Last Updated" date. Where required by law, we will seek your consent to material changes. Your continued use of the App after any changes constitutes your acceptance of the updated Privacy Policy.
If you have questions or concerns about our data protection practices, you may contact our Data Protection Officer:
Email: dpo@workchats.com
Postal Address: Octogle Technologies, Dubai, UAE
For users in the United Kingdom, you may also contact the Information Commissioner’s Office (ICO) at ico.org.uk if you have concerns about how your data is being handled.
For users in the European Economic Area, you may contact your local supervisory authority.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Company: Octogle Technologies
Email: privacy@workchats.com
Website: www.workchats.com
Address: Octogle Technologies, Dubai, UAE
Where applicable, we process your personal information on the following legal bases:
Performance of a Contract: processing necessary to provide the WorkChats service to your organisation under our terms of service.
Legitimate Interests: processing necessary for our legitimate interests, such as improving the App, ensuring security, and preventing fraud, provided these interests are not overridden by your rights.
Legal Obligation: processing necessary to comply with applicable laws and regulations.
Consent: where you have given your explicit consent to specific processing activities, such as optional analytics or marketing communications.
In accordance with Apple’s App Store requirements, we provide the following additional information about data collection and use:
The following data may be collected and linked to your identity: name, email address, phone number, user ID, device ID, usage data, and content you create within the App (messages, posts, files).
WorkChats does not track you across apps and websites owned by other companies for advertising or advertising measurement purposes.
WorkChats does not collect precise location data, health or fitness data, financial or payment information, browsing history, search history outside the App, or sensitive personal information beyond what is described in this Privacy Policy.