Privacy Policy

Work Flow Ninja (“we”, “us”) provides workforce operations software to organisations in the United Kingdom. We are the data controller for personal data collected through this website and for the account data of our direct customers. For data our customers upload into the platform about their own staff, our customers are the controller and we act as their processor.

Contact us at sales@workflowninja.tech for any privacy question or to exercise your rights.

Enquiry data. When you request a demo or contact us we collect your name, work email, company, team size, the areas of the platform you are interested in, and the time of submission.

Platform data. If your organisation uses Work Flow Ninja, the platform processes staff records, shift and rota information, clock-in and check-in events (including location where enabled by your employer), compliance documents, welfare checks and incident reports.

Technical data. Limited server logs such as IP address and request metadata, used for security, abuse prevention and service reliability.

We use enquiry data to respond to you, arrange a walkthrough and follow up about our services. We use platform data to deliver the service to your employer. We use technical data to keep the service secure and available.

Our lawful bases under UK GDPR are: legitimate interests (responding to business enquiries, securing our systems), performance of a contract (providing the platform), and consent where we ask for it, which you can withdraw at any time.

We do not sell personal data. We share it only with service providers who help us run the service — our cloud database and authentication provider, and our transactional email provider — and with professional advisers or authorities where the law requires it. All processors are bound by contract to protect the data.

Where a provider processes data outside the UK, transfers are protected by UK adequacy regulations or the International Data Transfer Addendum to the EU Standard Contractual Clauses.

Enquiry data is kept for up to 24 months from your last contact with us, unless you ask us to erase it sooner. Customer platform data is retained for the life of the contract and then deleted or returned in line with the customer agreement. Security logs are kept for a short rolling period.

Data is transmitted over encrypted connections and stored in access-controlled systems with role-based permissions and row-level access rules. Administrative access to enquiry records is restricted to authorised staff.

You have the right to access, rectify, erase, restrict or object to our processing of your personal data, and the right to data portability. Email sales@workflowninja.tech and we will respond within one month. If you are an employee of one of our customers, please contact your employer first, as they control that data.

You can also complain to the Information Commissioner’s Office (ico.org.uk), the UK supervisory authority.

This website uses only cookies that are strictly necessary for it to work, including a session cookie for administrative sign-in. We do not use advertising or third-party tracking cookies.

We may update this policy from time to time. The date above always reflects the current version, and material changes will be communicated to active customers.