Privacy policy

• Your account and profile: your name, email address, job title, the businesses you're part of, and anything you add to your profile: a photo, your birthday and your FORD (family, occupation, recreation and dream). Your team sees these, with your birthday shown as the day and month only.
• Private details: your address and an emergency contact, if you add them. Only you and your account managers (or the business owner) can see these.
• Your work: tasks, notes, timesheets (when you clock in, pause and clock out, and any changes with the reason given), and the playbook and workbook your business keeps for its team, including the logins it chooses to share.
• Billing: for businesses, the billing email, rates, invoices and the brand and last four digits of the saved card. The full card number is held by Airwallex, our payments provider, never by us.
• Getting paid: for Workmates, the name, address and GCash, Maya or bank account you give us to be paid. These go straight to Airwallex; we keep only a label with the last four digits.
• Voice tasks: when you give a task by voice, the recording is turned into text and then discarded. We don't keep the audio.
• Feedback you send us with the Feedback button.

We only use cookies to keep you signed in and remember simple settings, like a collapsed sidebar. We don't use advertising cookies.

To run the app: so your team can share tasks and hours, so businesses can be invoiced and charged for their Workmates' time, and so Workmates can be paid. We also use it to support you, keep the app secure, and meet our legal and tax obligations. We don't sell your information or use it for advertising.

Inside the app, people see what their role needs. A business and its account managers see their team's hours, tasks and invoices. Workmates see their own hours and pay, and the tasks and playbook of the businesses they work for, but not what a managed business pays for them. Virtual Workmate staff can see the businesses they look after, to help run them.

We use these providers to run the app, and share only what each one needs:

• Supabase stores the app's data, in Sydney, Australia.
• Netlify runs the app, on servers in Sydney.
• Airwallex takes payments from businesses and pays Workmates.
• Resend sends the app's emails (invites, invoices, heads-ups), from the United States.
• OpenAI turns voice notes into tasks, in the United States. It doesn't use them to train its models.

Many Workmates work from the Philippines, so they see their clients' information there as part of their work. We may also share information if the law requires it.

While your account or business is active, and after that only as long as we need to for tax, accounting and legal reasons (financial records are usually kept for seven years). Ask us and we'll delete the rest.

You can change your name and most of your details in the app. To get a copy of your information, correct something you can't change, close your account or delete a business, email admin@virtualworkmate.co. We'll reply within 30 days.

Data is encrypted on its way to and from the app, and each person can only reach what their role allows. Card and bank details are held by Airwallex, not by us. If something goes wrong that could harm you, we'll tell you and, where the law requires, the Office of the Australian Information Commissioner.

Email admin@virtualworkmate.co. If you're not happy with our answer, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

If we change this policy in a way that matters, we'll let you know in the app or by email.