Workspace369 LLC ("Workspace369", "we", "us", or "our") provides a client-work operating system: customer relationship management, projects, proposals, invoicing, payments, scheduling, a shared inbox with email, SMS, voice and voicemail, AI-assisted summaries and automations, client portals, files, expenses, accounting, and reporting (collectively, the "Service"). This Privacy Policy explains what personal data we collect when you use the Service, our website at workspace369.com, and our mobile and desktop applications, how we use it, when we share it, and the choices and rights you have.
The Service is offered worldwide. Where data protection laws of the European Economic Area, the United Kingdom, or Switzerland apply, Workspace369 LLC is the data controller for personal data described in this Policy, except for Workspace Content (defined below), for which our customer is the controller and we act as a processor.
Contact: Workspace369 LLC, 8225 Emerald Winds Circle, Boynton Beach, FL 33473, USA. Privacy requests: support@workspace369.com.
When you create an account we collect your name, email address, password or authentication credentials, company name, role, profile photo, locale, time zone, and billing contact details. If you sign in with a third-party identity provider (such as Google), we receive the profile information that provider shares with us (name, email, profile image).
"Workspace Content" is the data you and your team create or import in the Service: client and company records, contacts, notes, files, projects, tasks, proposals, invoices, expenses, schedules, automations, and the content of your communications handled through the Service — emails you connect or forward, SMS and MMS messages, voice calls, voicemails and their transcriptions, call recordings, and AI-generated summaries of those communications. You control this content; we process it on your instructions to provide the Service.
Payments for Workspace369 subscriptions are processed by Stripe, Inc. ("Stripe"). We do not store full payment card numbers; we receive and store limited details from Stripe such as card brand, last four digits, expiry, billing address, and transaction identifiers. If you connect a Stripe account to accept payments from your own clients (Stripe Connect), we receive from Stripe your connected account identifier, account status, payout details at a summary level, and transaction records for payments processed through the Service, including the application fees we charge.
We collect IP addresses, browser and device type, operating system, pages and features used, actions taken, timestamps, referring URLs, crash and performance logs, and approximate location derived from IP address. We use cookies and similar technologies for authentication, preferences, analytics, and product improvement. Our website (not the authenticated application) uses analytics services including Google Analytics and Microsoft Clarity.
When you connect third-party services, we receive the data needed to operate the integration: for Google Calendar, your calendar list, events, and free/busy information; for Google Meet, meeting links we create on your instruction; for Gmail (when enabled), message metadata and content needed to sync email into your shared inbox; and for Stripe Connect, the account data described above. We access integration data only with the permissions (scopes) you approve and only for the features you use.
We do not sell personal data, and we do not use Workspace Content to advertise to you or to third parties.
AI features in the Service (for example, AI summaries of calls and messages, AI-drafted workflows and content) are provided through third-party AI subprocessors acting on our instructions. Workspace Content processed by these features is used only to deliver the requested output to you. We do not use Workspace Content to train general-purpose AI models, and we instruct our AI subprocessors not to use it for that purpose. AI output can be inaccurate; you are responsible for reviewing it before relying on it.
The Service's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:
Workspace369 uses Stripe to process subscription payments and to provide payment infrastructure. Your payment card details are provided directly to Stripe and are governed by the Stripe Privacy Policy; we never see or store your full card number.
If you accept payments from your own clients through the Service, you do so using a Stripe connected account subject to the Stripe Connected Account Agreement and the Stripe Services Agreement. When your clients pay you through the Service, we charge an application fee of one percent (1%) of each transaction amount, which is deducted from the transaction before settlement, in addition to Stripe's processing fees. Stripe's processing fees are set by Stripe and described in your Stripe agreement. Transaction records, including the application fee, are visible in the Service and in your Stripe dashboard. Stripe, not Workspace369, is responsible for the transmission and settlement of funds to your bank account; Workspace369 is not a money transmitter, bank, or payment institution, and we do not hold your funds.
We share personal data only in these circumstances:
The Service is operated from the United States, and personal data is processed primarily in the United States. If you use the Service from the European Economic Area, the United Kingdom, Switzerland, or another region with data transfer restrictions, you understand that your personal data will be transferred to and processed in the United States. Where required, we rely on lawful transfer mechanisms, such as the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum, for transfers of personal data protected by those laws.
We keep account data and Workspace Content for as long as your account is active or as needed to provide the Service. When you delete content or close your account, we delete or de-identify it from production systems within a commercially reasonable period, except where we must retain records to comply with legal, tax, accounting, or audit obligations (for example, transaction and payout records), resolve disputes, or enforce agreements. Encrypted backups roll off according to our backup schedule.
We use commercially reasonable technical and organizational measures designed to protect personal data, including encryption in transit, access controls, least-privilege internal access, and monitoring. No method of transmission or storage is completely secure; if we become aware of a breach of security leading to accidental or unlawful access to personal data, we will notify affected users and regulators as required by applicable law.
Where the GDPR or equivalent laws apply, you have the right to access, correct, delete, restrict, or object to the processing of your personal data, the right to data portability, and the right to lodge a complaint with your supervisory authority. Where we process Workspace Content as a processor for a customer, please direct your request to that customer (the controller); we will assist them in responding.
Residents of California and other US states with comprehensive privacy laws have the right to know, access, correct, delete, and obtain a portable copy of their personal information, and to opt out of the sale or sharing of personal information for cross-context behavioral advertising. We do not sell or share personal information in those senses, and we do not use or disclose sensitive personal information for purposes requiring a right to limit under the CPRA. We will not discriminate against you for exercising your rights.
You can exercise most rights directly in the Service (profile settings, exports, deletion) or by emailing support@workspace369.com. We will verify your identity before acting and respond within the period required by applicable law.
The Service lets you communicate with your clients and contacts by email, SMS, and voice, and may record or transcribe calls and voicemail. You are responsible for providing any notices and obtaining any consents required for those communications and recordings under applicable law, including call-recording consent laws and messaging-consent laws such as the TCPA. We process your contacts' data on your behalf to deliver those features; their data is handled as Workspace Content under this Policy.
We use strictly necessary cookies (authentication, security, preferences, and your consent choice), analytics cookies (Google Analytics, Microsoft Clarity, Ahrefs), and marketing cookies (Google Ads, Rewardful). You can review and set cookie preferences at any time in the cookie banner or from the "Cookie settings" link in the website footer, and you can block cookies through your browser settings. Full details, including cookie names, purposes, and durations, are in our Cookie Policy.
The Service is a business product and is not directed to children. We do not knowingly collect personal data from children under 16. If you believe a child has provided us personal data, contact us and we will delete it.
There is no industry standard for responding to Do Not Track signals, so we do not respond to them at this time. You can use the cookie and analytics choices described above instead.
We may update this Privacy Policy from time to time. We will post the updated version with a new "Last Updated" date and, for material changes, provide additional notice through the Service or by email. Continued use of the Service after the effective date of an update constitutes acceptance of the updated Policy.
Workspace369 LLC, 8225 Emerald Winds Circle, Boynton Beach, FL 33473, USA. Email: support@workspace369.com.