Privacy Policy

This Privacy Policy explains what personal data WorkflowEra collects, why we collect it, how we protect it and the choices you have. It applies to our website workflowera.com, the WorkflowEra app and the online stores, chatbots and forms that our customers run on WorkflowEra.

WorkflowEra is operated by WorkflowEra, Meera nagar, Chittaurgarh, Chittorgarh, Rajasthan 312617, India ("WorkflowEra", "we", "us"). We follow the Digital Personal Data Protection Act, 2023 and its Rules, the Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011.

1. Our two roles

We handle personal data in two different ways, and our responsibilities differ for each.

• Account Data. When you sign up for or use WorkflowEra, we decide why and how your personal data is used. For this data we are the Data Fiduciary.
• Customer Data. Businesses that use WorkflowEra ("our customers") store information about their own customers, leads, suppliers and staff in their account. This includes data collected through their online store, chatbot, forms, WhatsApp and social media. For Customer Data, the business is the Data Fiduciary and we act as its Data Processor. We process Customer Data only to provide the service to that business and on its instructions, as described in our Terms and Conditions.

If you are a customer of a business that uses WorkflowEra and you have a question about your data, please contact that business first. We will help them respond to you.

2. Personal data we collect

Data you give us

• Account details: name, business name, email address, mobile number and password.
• Business details: address, GSTIN, logo, bank or UPI details you add for collecting payments, and your team members' names, roles and contact details.
• Billing details: plan, invoices and payment status. Card, UPI and bank details for paying us are collected and stored by our payment partner (Cashfree Payments), not by us.
• Messages you send us through email, WhatsApp, chat or support tickets.

Data we collect automatically

• Log and device data: IP address, browser type, device type, pages visited, actions taken in the app, date and time of access, and error reports.
• Cookies and similar technologies, described in section 9.

Customer Data

Our customers decide what they store in WorkflowEra. It typically includes names, phone numbers, email addresses, delivery addresses, order and invoice history, payment status, enquiries, chat messages and attendance records of their staff.

We do not ask for, and our customers should not upload, sensitive information such as health records, biometric data, passwords of third-party services or full card numbers, unless a feature clearly needs it and the law allows it.

3. Why we use personal data

• To create and manage your account and provide the features you choose, including billing, stock, CRM, WhatsApp and email messaging, social media posting, online store and AI agents.
• To process subscription payments and send invoices, receipts and renewal reminders.
• To give support, answer questions and send important service messages such as security alerts, policy changes and downtime notices.
• To keep the service secure, detect fraud and misuse, and fix errors.
• To understand how features are used so we can improve them. We use aggregated or de-identified data for this wherever possible.
• To send product news and offers, only where you have agreed. You can opt out at any time using the link in the message or by writing to us.
• To meet legal duties, such as tax, accounting and law enforcement requests.

We process Account Data on the basis of your consent, to perform our contract with you, and for the legitimate uses allowed under section 7 of the Digital Personal Data Protection Act, 2023. You can withdraw consent at any time. This will not affect processing that took place before you withdrew it, but some features may stop working.

4. AI features

When you use AI agents or assistants, the information needed for the task (for example, lead details for a follow-up message or product names for a social media post) is sent to our AI technology providers to generate a draft. We send only what the task needs. Our providers process this data on our behalf under contract and may not use it to train their public models. AI drafts can be wrong, so please check them before you send or publish them.

5. Who we share data with

We do not sell personal data. We share it only in these cases:

• Service providers who help us run WorkflowEra: cloud hosting and storage, payment gateways (such as Cashfree Payments), messaging providers (such as WhatsApp Business Platform by Meta, SMS and email services), AI technology providers, analytics and customer support tools. They may use the data only to provide their service to us.
• Platforms you connect. If you connect Facebook, Instagram, WhatsApp, Google, WordPress or another service, we share the data needed to make that connection work, on your instruction. Their own privacy policies apply to what they do with it.
• Legal reasons. When required by law, a court order or a government authority, or to protect the rights, safety and property of our users, the public or WorkflowEra.
• Business transfer. If WorkflowEra is merged, acquired or sells its assets, data may move to the new owner, who must protect it under this policy.

Some providers may store or process data outside India. When this happens we transfer data only to countries not restricted by the Government of India and with safeguards that protect it to the standard of Indian law.

6. How long we keep data

• Account Data is kept while your account is active.
• If you close your account or your subscription ends, you can export your data for 30 days. After that we delete or anonymise Account Data and Customer Data within 90 days.
• We keep invoices, payment records and other records for as long as tax and accounting laws require, generally 6 to 8 years.
• We keep security and access logs for at least one year, as the law requires, so that incidents can be investigated.
• Backups are overwritten on a rolling schedule and deleted data disappears from them within that cycle.

7. How we protect data

We use reasonable security safeguards, including encrypted connections (HTTPS), encryption of stored passwords, separate account spaces for every business, role-based access, activity logs, regular backups and limited staff access on a need-to-know basis. No online service can be completely secure, so please use a strong password and keep your login details private.

If a personal data breach happens, we will inform affected users and the Data Protection Board of India as the law requires, and explain what happened, its likely impact and the steps we are taking. For breaches involving Customer Data, we will inform the business concerned without undue delay so it can meet its own duties.

8. Your rights

Under Indian law you can:

• Ask for a summary of the personal data we hold about you and how we use it.
• Ask us to correct, complete or update your personal data.
• Ask us to erase your personal data, unless we must keep it by law.
• Withdraw consent you have given.
• Nominate another person to exercise your rights if you die or become unable to do so.
• Raise a grievance with us, and if you are not satisfied with our answer, complain to the Data Protection Board of India.

To use any of these rights, write to support@workflowera.com. We may need to verify your identity before we act on a request.

9. Cookies

We use essential cookies to keep you logged in, remember your settings and protect against fraud. We may also use analytics cookies to understand how our website is used. You can block or delete cookies in your browser settings, but some parts of WorkflowEra may then stop working.

10. Children

WorkflowEra is a business tool meant for people aged 18 and above. We do not knowingly collect personal data from children. If you believe a child has given us personal data, please contact us and we will delete it.

11. Grievance Officer

If you have a question or complaint about your personal data, please contact our Grievance Officer:

WorkflowEra
Grievance Officer, WorkflowEra
Meera nagar, Chittaurgarh, Chittorgarh, Rajasthan 312617, India
Email: support@workflowera.com
Hours: 10 AM to 5 PM (IST), Monday to Saturday

We acknowledge every grievance within 48 hours and aim to resolve it within 30 days.

12. Changes to this policy

We may update this policy as our services or the law change. We will post the new version on this page with a new "Last updated" date, and if the changes are important we will tell you by email or inside the app before they take effect.