Privacy Policy for WorkspaceX

Effective Date: April 14, 2026
Version: 1.1
Last Updated: May 5, 2026

WorkspaceX (“WorkspaceX,” “we,” “our,” or “us”) provides software and related services that help organizations manage staff operations, scheduling, documentation, onboarding, training, administrative workflows, and related business processes.

This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you use the WorkspaceX website, mobile applications, web applications, software, services, and related features (collectively, the “Service”).

By using the Service, you acknowledge this Privacy Policy. If you use the Service on behalf of an organization, that organization is responsible for providing any notices and obtaining any consents required for its users, employees, contractors, participants, clients, residents, patients, guardians, representatives, or other individuals whose information is submitted to the Service.

1. Information We Collect

We may collect and process the following categories of information, depending on how the Service is used:

Account and identity information:

  • name
  • email address
  • phone number
  • login/account identifiers
  • role, title, job function, or permissions
  • organization affiliation
  • user status and account settings

Organization information:

  • organization name
  • organization address
  • business contact information
  • billing or subscription information
  • operating locations
  • organization settings and configuration

Staff and operational information:

  • employee or contractor names
  • schedules and assignments
  • time-related records
  • training records
  • credentials or certification references
  • availability or time-off information
  • role, permission, and access information

Participant/client information submitted by organizations:

  • names and identifiers
  • documentation records
  • notes and service information
  • signatures
  • uploaded images or files
  • contact or guardian information
  • health, safety, care, support, program, or service-related information submitted by Customer or its users

User-generated content:

  • documentation entries
  • notes
  • messages
  • forms
  • signatures
  • uploaded files or images
  • comments
  • settings
  • reports or exports created through the Service

Device, usage, and technical information:

  • IP address
  • device type
  • browser type
  • operating system
  • app version
  • pages or screens accessed
  • feature usage
  • timestamps
  • log data
  • error data
  • performance data
  • security and audit events
  • approximate location or precise location if enabled by the organization and permitted by the user/device settings

Communications and support information:

  • messages sent to support
  • troubleshooting details
  • diagnostic information
  • administrative or billing communications
  • feedback or requests

2. How We Use Information

We use information to:

  • provide, operate, maintain, secure, and improve the Service;
  • create and manage user and organization accounts;
  • authenticate users and manage permissions;
  • support documentation, scheduling, onboarding, training, billing, compliance, reporting, export, and administrative workflows;
  • store, process, display, transmit, and retrieve Customer Data as directed by the organization and its users;
  • provide customer support and troubleshoot issues;
  • detect, prevent, investigate, and respond to security events, misuse, fraud, unauthorized access, errors, and service problems;
  • create audit logs, access logs, operational logs, and security records;
  • communicate with users about service updates, support, account issues, security notices, legal notices, and operational matters;
  • comply with legal, contractual, regulatory, accounting, security, and compliance obligations;
  • enforce agreements and policies;
  • evaluate and improve performance, reliability, usability, and functionality.

3. Customer Data and Organization Control

Much of the information processed through the Service is submitted by or on behalf of customer organizations. The organization is responsible for determining what information is entered into the Service, who may access it, how long it must be retained, and whether it should be exported, corrected, deleted, or restricted, subject to applicable law and any agreement with WorkspaceX.

WorkspaceX processes Customer Data to provide the Service and does not control the accuracy, completeness, legality, or appropriateness of Customer Data entered by users or organizations.

4. Protected Health Information and HIPAA

Some organizations may use WorkspaceX in connection with health, disability-services, care, support, documentation, or related workflows that may involve protected health information (“PHI”) under HIPAA.

Where WorkspaceX acts as a business associate under HIPAA, PHI-related obligations are governed by a Business Associate Agreement (“BAA”) between WorkspaceX and the applicable covered entity or business associate.

Customers must not submit PHI to the Service unless a required BAA is in effect and the Customer is authorized to use the Service for PHI.

5. How We Share Information

We do not sell personal information.

We may share information as follows:

Service providers and subprocessors:

We may share information with vendors and service providers that help us operate, host, secure, support, maintain, analyze, or improve the Service, such as cloud hosting providers, storage providers, email providers, payment processors, analytics providers, security providers, support tools, and infrastructure providers. These providers are authorized to process information only as needed to provide services to WorkspaceX, subject to appropriate confidentiality and data protection obligations.

Customer organization administrators:

Information associated with an organization account may be visible to that organization's administrators, supervisors, authorized personnel, and other users according to the organization's configuration, roles, and permissions.

Legal and compliance:

We may disclose information if we believe disclosure is required or appropriate to comply with law, regulation, court order, subpoena, legal process, government request, audit, investigation, security incident, enforcement request, or to protect the rights, safety, security, property, or operations of WorkspaceX, users, customers, or others.

Business transfers:

If WorkspaceX is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction, information may be transferred as part of that transaction, subject to appropriate protections where required by law.

With consent or direction:

We may share information when directed by the customer organization, the user, or another authorized party.

6. Support and Administrative Access

WorkspaceX personnel or authorized service providers may access Customer Data when reasonably necessary to:

  • provide support;
  • troubleshoot issues;
  • investigate errors;
  • maintain, secure, or improve the Service;
  • respond to legal or compliance obligations;
  • investigate misuse, fraud, security issues, or policy violations;
  • perform administrative, operational, or billing functions.

Access may be logged or monitored where appropriate and feasible. WorkspaceX uses reasonable administrative, technical, and organizational safeguards designed to limit access to personnel or providers with a legitimate business need.

7. Logs, Monitoring, and Audit Records

The Service may create logs, audit records, security records, access records, error records, and usage records. These records may include user IDs, organization IDs, IP addresses, device/browser information, timestamps, actions taken, resources accessed, and technical diagnostic information.

We use these records to provide, secure, troubleshoot, audit, monitor, and improve the Service; detect misuse; investigate incidents; enforce policies; and comply with legal or contractual obligations.

Customers should not include sensitive narrative content, participant/client details, or unnecessary personal information in support requests, screenshots, or communications unless needed for support and authorized by the organization.

8. Data Retention

We retain information for as long as reasonably necessary to provide the Service, comply with legal and contractual obligations, maintain security, resolve disputes, enforce agreements, support business operations, and preserve records required for audit, backup, legal, regulatory, or compliance purposes.

Retention periods may vary depending on the type of information, customer configuration, legal requirements, backup systems, audit requirements, security needs, and operational needs.

Customer organizations are responsible for determining and managing their own legal, business, payer, licensing, employment, documentation, and regulatory retention obligations.

9. Deletion and Correction

Users or organizations may request access to, correction of, export of, or deletion of certain information by contacting WorkspaceX or using available account tools.

Some requests may need to be made through the customer organization that controls the account or data. We may decline, delay, limit, or retain information where necessary to comply with law, preserve security, complete transactions, maintain audit logs, resolve disputes, enforce agreements, protect rights, maintain backups, or comply with contractual or regulatory obligations.

Deletion from active systems may not immediately remove information from backups, logs, archives, audit trails, or legally retained records.

10. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, disclosure, alteration, or destruction.

However, no system, application, network, database, cloud platform, device, storage system, transmission, or security measure is completely secure. We cannot guarantee that information will never be accessed, lost, deleted, altered, corrupted, disclosed, delayed, unavailable, or compromised.

Customers and users are responsible for protecting account credentials, managing authorized users, configuring permissions appropriately, maintaining secure devices, and promptly reporting suspected unauthorized access or security issues.

11. Data Location and Service Providers

Information may be processed and stored in the United States or other locations where WorkspaceX or its service providers operate. By using the Service, you acknowledge that information may be processed in locations different from where you or your organization are located, subject to applicable law and contractual requirements.

12. Children's Privacy

WorkspaceX is not intended for use by children under 13. We do not knowingly collect personal information directly from children under 13 through direct account registration.

Organizations using the Service are responsible for ensuring they have proper authority, consent, and legal basis for submitting any information about minors, participants, clients, residents, patients, or other individuals.

13. User and Organization Responsibilities

Customers and users are responsible for:

  • providing required privacy notices to individuals whose information is entered into the Service;
  • obtaining required consents, authorizations, or permissions;
  • configuring access controls and user permissions;
  • keeping account credentials secure;
  • entering accurate information;
  • reviewing records, exports, reports, and documentation for accuracy;
  • maintaining required records, backups, exports, and retention procedures;
  • complying with applicable privacy, employment, healthcare, disability-services, documentation, payer, licensing, and regulatory obligations.

14. App Store and Mobile Platform Disclosures

The Service may be distributed through mobile app stores or used on mobile devices. App stores may require privacy disclosures about data collection and use. Those disclosures are intended to summarize privacy practices for app store review and user transparency, but this Privacy Policy provides the primary public description of WorkspaceX privacy practices.

Device permissions, such as camera, photos, notifications, or location, may be requested only when needed for app functionality and may be controlled through device settings.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updated versions will be posted at this page or otherwise made available. The updated Privacy Policy will include an updated effective date, version, or last-updated date.

Continued use of the Service after an updated Privacy Policy becomes effective means you acknowledge the updated Privacy Policy.

16. Contact

If you have questions about this Privacy Policy or wish to submit a privacy request, contact:
support@myworkspacex.com