WorkHoist — Privacy Policy
Last updated: 11 November 2026
Who we are
WorkHoist is operated by TekConnected LLC, a Wyoming limited liability company, of 30 N Gould St, Sheridan, WY 82801. We are the controller of the personal data described here.
Questions, or to exercise any right below: mike@workhoist.app
What this covers
Two different kinds of data, and it matters which is which.
Our customer data — information about you, the business that subscribes: your name, email, phone, company details, billing information, and how you use the platform. We are the controller of this.
Your business data — everything you put into WorkHoist about your own jobs: clients, subcontractors, contacts, estimates, invoices, photographs, daily logs. This often contains other people's personal data. You are the controller of it. We are your processor. We only handle it to run the service for you, on your instructions.
What we collect
You give us: account and contact details, company information, billing details (processed by Stripe — we never see full card numbers), anything you enter into the platform, and anything you send us in support.
We collect automatically: log data (IP address, browser, pages visited, timestamps), usage data, cookies necessary to keep you signed in, and on some marketing pages the Meta pixel described below.
From others: payment confirmation from Stripe.
We run cookieless analytics on our public marketing pages, provided by Vercel. It records page views and referrers in aggregate — which pages are read and where visitors arrived from — and a small number of aggregate interaction events: which call-to-action was clicked and which page it was clicked from, and whether a demo booking was completed. It sets no cookies, does not identify individual visitors, records nothing you type, and does not follow anyone across other websites. We run no session-recording software anywhere, and the only advertising tool is the Meta pixel below.
Meta pixel. On our home, feature, pricing, guide, comparison and partner pages and on the signup page, we use the Meta pixel, provided by Meta Platforms, to measure our advertising on Facebook and Instagram. It sets a cookie (_fbp) and sends Meta the pages you view there, your browser and IP address, and an event when you start a free trial and an event when you book a demo. It does not send your name, email or anything you type. Meta uses this to deliver and measure ads under its own terms and privacy policy; where UK or EU law applies, Meta and we are joint controllers for collecting it. It never loads inside WorkHoist itself. In the UK, the EU and the rest of the EEA it loads only after you accept it in the banner, and “Cookie settings” in the footer lets you change your mind. Everywhere else it loads straight away: “Do not sell or share my personal information” in the footer turns it off on that browser and remembers the choice, and a browser that sends Global Privacy Control has it off from the start.
If you apply to our partner program or start a free trial, the form records where you came from: the page that referred you, the page you first landed on, and any campaign tags and ad click identifiers (such as Meta's fbclid or Google's gclid) in the link you followed, along with the details you enter. We use this only to follow up on a partner application and to see which of our marketing brought a trial in.
When you start a free trial, we email you a 6-digit code to confirm your address. Until you enter it, we keep the name, company name and email you gave us, with your password only in scrambled (hashed) form, for up to 24 hours. If you don't finish, we delete them. Each code we send is recorded with the email address, IP address and time to prevent abuse. These records are kept for 90 days, like our other security logs.
Why we use it
- To provide WorkHoist and keep your account working
- To take payment and manage your subscription
- To provide support
- To keep the service secure and investigate misuse
- To send service messages about your account
- To send product and marketing email, where you have consented or where we have a legitimate interest — you can unsubscribe from any of it
- To meet legal obligations
Legal bases where GDPR or UK GDPR applies: performance of a contract, legitimate interests, consent, and legal obligation.
Artificial intelligence
This section is deliberately specific, because AI features move your data to third parties.
Bob, the in-app assistant. When you ask Bob a question, the relevant parts of your business data are sent to our AI provider, Anthropic, to generate an answer. Bob is read-only and role-aware — it cannot change anything, and it only sees what the asking user could already see.
Bob on our website. The chat on our public pages, also called Bob, answers questions about how WorkHoist works. It is separate from the in-app assistant and never sees any customer's business data: it only knows our own product documentation. What you type into it is sent to our AI provider, Anthropic, to generate the answer. We store each question and answer with a random session identifier and a one-way hash of your IP address, not the address itself, to prevent abuse and to improve Bob's answers. Please don't type personal or confidential information into it. Chats are deleted after 90 days.
Anthropic does not use data sent through its API to train its models by default, and deletes API inputs and outputs within 30 days of receipt, except where it needs to keep them longer to enforce its Usage Policy or to comply with the law (Anthropic, is my data used for model training; how long Anthropic stores organisation data).
The document reader. When someone in your company uses “Read a document” or “Scan receipt” on a receipt, supplier invoice, quote or bid, the photo or PDF is sent to OpenAI to read its fields: the kind of document, the supplier, the date, the reference or invoice number, the currency, the subtotal, tax and total, the line items, and the last 4 digits of a payment card if the document shows them. We keep only the last 4 digits of a card number. The photo or file itself is sent as it is, so anything printed on it is visible to OpenAI while it is read. The person who read it checks and corrects those fields, and nothing becomes a record until they choose to create one. Each request is sent with OpenAI's store: false setting, so OpenAI does not keep it as a stored response for later retrieval; the abuse-monitoring retention described below still applies.
OpenAI does not use data sent through their API to train their models. That is their published policy for API traffic and it is the traffic WorkHoist sends: “data sent to the OpenAI API is not used to train or improve OpenAI models (unless you explicitly opt in to share data with us)” (OpenAI, how we use your data). It is different from ChatGPT, the consumer product, where conversations may be used for training. The same documentation states that OpenAI retains abuse-monitoring logs for up to 30 days unless longer retention is required by law, so API traffic is not used for training and is not discarded instantly either.
MCP connections. You may connect WorkHoist to an outside AI client such as Claude or ChatGPT. This is off by default and only an administrator can enable it. Once connected, that client can read the data its credential allows, and — if you grant write access — create and change records.
When you connect an external AI client, your data goes to that provider under their privacy policy, not ours. We cannot control what they do with it. You can revoke any connection at any time in Settings, and revocation takes effect immediately.
Mobile app
The WorkHoist Field app for iOS and Android works offline. To do that it keeps an encrypted copy on the device (SQLite, encrypted with SQLCipher) of the signed-in user's assigned tasks and the projects they are on, their own time entries, recent daily logs on those projects, and any work not yet sent. Photos taken in the app wait in the app's private storage until the daily log they belong to has been sent; they are never saved to the camera roll or photo library. The sign-in token is kept in the iOS Keychain or the Android Keystore, on that device only. Signing out deletes all of it from the device: the database and its key, any photos, and the token.
The app uses the camera only to take site progress photos. It does not use your location, contacts or microphone, and it sends no push notifications. It contains no analytics, advertising or tracking software. As with the rest of WorkHoist, data from the app is not sold or shared with anyone for their own purposes.
Who else processes your data
| Processor | What for | Where |
|---|---|---|
| Vercel | Hosting, delivery and cookieless analytics | United States |
| Supabase | Database and file storage | United States (us-east-1) |
| Stripe | Payments and subscriptions | United States |
| Resend | Transactional and marketing email | United States |
| OpenAI | Reads documents for the document reader | United States |
| Anthropic | Powers Bob, the in-app assistant and the chat on our public website | United States; requests may be processed in other regions |
| Calendar and email integration, where you connect it | United States | |
| Microsoft | Outlook inbox connection, where you connect one | United States |
| Intuit | QuickBooks Online, where your company connects it: the invoices, payments, expenses and bills you choose to send, with their customer, job and vendor, and the receipt or scanned document attached to an expense or bill | United States |
| Cal.com | Demo booking | United States |
| monday.com | Signup notifications, and support requests raised in the app, including any screenshots attached. We also keep a copy of each support request in WorkHoist. | United States |
We do not sell your data. Apart from the Meta pixel described above, we do not share it for anyone else's advertising.
International transfers
Our infrastructure is in the United States. If you are in the UK or EEA, your data is transferred there under Standard Contractual Clauses, or the UK International Data Transfer Addendum where the UK GDPR applies.
How long we keep it
Account and business data: kept for as long as your company's account is active. After that it is kept for 90 days after you cancel so you can reactivate or export it, then deleted from our live systems; files you uploaded are deleted with the internal backup a further 30 days later. A small number of older files may take about a month longer. Any internal backup copy is removed within a further 30 days. You can ask us to delete it sooner at any time: your company's admin can ask on the company's behalf, or email mike@workhoist.app.
Documents read by the document reader are kept in private storage. A document that becomes an expense, purchase order or estimate is kept with that record and deleted when the record is deleted. A document that is never made into a record is deleted after 30 days. When your account is deleted, the document reader's copies are deleted with the rest of its data.
Billing records: 7 years, as tax law requires.
Security and audit logs, including IP addresses: 90 days, then deleted.
Website chats with Bob, including the hashed IP address: 90 days, then deleted.
Security
Data is encrypted in transit and at rest. Access is restricted by role. Every request is scoped to your account, and every database query the application makes is filtered by your account identifier, so one customer's data is never returned to another. API keys and AI connections can be revoked instantly and take effect on the next request.
Any user can turn on two-factor sign-in, which asks for a code from an authenticator app on their phone as well as their password. We never send these codes by text message. The secret the authenticator app is set up with is stored encrypted, and the ten recovery codes only as one-way hashes, so they cannot be read back. It is required for some accounts: always for the operator's own administrators, and for a company's super admins and finance users once the company is out of its trial or has connected QuickBooks, email or Google Drive, for anyone who connects one of those, and for every office role when the company chooses. Each person gets seven days to set it up. A company's super admin can reset two-factor for someone who has lost their phone; that signs the person out on every device and emails them. Two-factor events are recorded in the security log: when it is turned on or off, when a recovery code is used or new ones are made, every wrong code, and every reset, with who made it.
No system is perfectly secure. If a breach affects your personal data we will notify you and the relevant regulator as the law requires.
Your rights
Depending where you live you may have the right to access your data, correct it, delete it, object to or restrict processing, take it elsewhere in a portable format, and withdraw consent.
If you are in California you may also have the right to know what we collect and to opt out of "sale" or "sharing" — we do neither.
Email mike@workhoist.app and we will respond within 30 days. You may also complain to your data protection authority — in the UK, the Information Commissioner's Office.
If your request concerns data one of our customers holds about you, ask that customer directly. They control it; we only process it for them.
Delete your data
To have your WorkHoist account and its data deleted, ask your employer's WorkHoist admin, or email support@workhoist.app.
The WorkHoist Field app's data on your phone is removed when you delete the app. Signing out of the app first also clears the sign-in it keeps in the iPhone Keychain or Android Keystore, which an iPhone can otherwise keep after the app is deleted.
Cookies
We use the cookies necessary to keep you signed in and to keep the service secure. On the pages where the Meta pixel runs we also set wh-geo, which records only whether you are in the UK, the EU or the rest of the EEA, so that we ask before loading the pixel there; and, if the pixel loads, Meta's _fbp cookie (see “Meta pixel” above). Your choice about the pixel is kept in your browser's local storage. Our own analytics are cookieless. The website chat keeps a random session identifier in your browser's session storage, which is cleared when you close the tab. It is not a cookie and is not used for tracking.
Children
WorkHoist is a business tool and is not intended for anyone under 18. We do not knowingly collect children's data.
Changes
We will post any update here and change the date at the top. If a change materially affects your rights we will tell you by email or in the app.