Privacy Policy
This Privacy Policy explains what information Workplume ("we", "us") collects through the Workplume platform (the "Service"), how it is used, and the choices available to companies ("Customers") and their employees ("Users").
1. Information We Collect
| Category | Examples |
|---|---|
| Account & workspace data | Company name, admin name/email, employee names, emails, roles, departments |
| Billing data | Subscription plan, billing history; card details are collected and processed directly by Paddle, not stored on our servers |
| Usage content | Orders, chat messages, task comments, expense claims, attachments you upload |
| Technical data | IP address, browser/device information, login timestamps, audit logs |
2. How We Use Information
- To provide and operate the Service (accounts, orders, chat, tasks, approvals, billing);
- To process subscription payments and send billing-related notifications (e.g. renewal failures);
- To maintain security, prevent abuse, and keep audit logs of account activity;
- To communicate service updates, and, where permitted, product announcements;
- To comply with legal obligations.
3. Legal Basis
Most personal data in a workspace is entered by the Customer (the employer) about its own people. For that data the Customer decides the purpose and is the controller; Workplume is the processor, and the Customer is responsible for having a lawful basis — see Terms of Service §6 and the Data Processing Agreement.
Where Workplume decides the purpose itself, we rely on:
- Performance of a contract — creating and running an account, taking payment, and sending service messages such as password resets and renewal notices;
- Legitimate interests — keeping the Service secure, preventing abuse, retaining audit logs, and diagnosing errors;
- Legal obligation — keeping invoice and tax records;
- Consent — optional product announcements, which you can decline without losing access to the Service.
4. Payment Processing
Subscription payments are handled by Paddle.com, which acts as the merchant of record for every purchase — Paddle sells the subscription, charges the card, issues the invoice and handles any tax. Card details are entered in Paddle's own checkout and are submitted directly to Paddle; Workplume's servers never receive or store a full card number or CVV. We retain only the last four digits, the card brand, and the invoice records needed to show your billing history. Paddle's own privacy notice covers what it collects as merchant of record: paddle.com/legal/privacy.
5. Infrastructure & Sub-processors
We rely on the following infrastructure providers to operate the Service:
| Provider | Purpose |
|---|---|
| Railway | Application server and database hosting |
| Cloudflare (Pages & R2) | Frontend hosting and file/attachment storage |
| Paddle.com | Payment processing, invoicing and tax, as merchant of record |
| Resend | Delivery of service email (password resets, notifications, billing notices) |
| Sentry | Server error monitoring (technical diagnostics only) |
We publish this list because it is the one a Customer's data-protection officer asks for. If we add or replace a sub-processor, this table and the version number above change with it.
6. Where the Data Is Held, and International Transfers
Workplume is operated by Plumeware LLC, a company registered in the United States. The application server and database are hosted by Railway, files and attachments are stored in Cloudflare R2, email is sent through Resend, and payments are processed by Paddle. These providers operate principally in the United States and the European Union, so for a Customer anywhere else, using the Service involves transferring personal data across borders.
Where a transfer is subject to a law that restricts it, we rely on the provider's standard contractual clauses and equivalent safeguards, which each of the above publishes as part of its own data-processing terms. A Customer who needs data residency in a particular country should contact us before signing up rather than after: it is not something we can switch on for an existing workspace today.
7. Data Sharing
We do not sell personal data. Information is shared only with the sub-processors above as necessary to operate the Service, or when required by law, legal process, or to protect the rights and safety of Workplume, our Customers, or others.
8. Data Retention
This section describes what the Service actually does, rather than a schedule it does not enforce.
| Data | How long it is kept |
|---|---|
| Workspace content (orders, leave, tasks, chat, expense claims, attachments) | Kept for as long as the workspace exists. There is no automatic expiry: nothing is deleted because it has aged, and old content stays available to the Customer. |
| Content the Customer deletes | Removed from the live Service immediately. Deleting a chat message also deletes its attachment, and the stored file is removed from our primary storage at the same time. |
| Database backups | A backup is taken daily. Only the most recent 30 are kept; older ones are deleted automatically, so deleted content disappears from backups within about 30 days. |
| Backup copies of files | Uploaded files are copied to a separate backup store so they can be recovered after a mistaken deletion. A copy of a deleted file is kept there for 90 days and is then removed automatically. A Customer can ask us to remove it sooner under §10. |
| Billing records | Kept for as long as accounting and tax law requires, which is longer than the workspace itself. Paddle keeps its own records as merchant of record. |
| Account and audit logs | Kept while the workspace exists, as a security record of who did what. |
After cancellation, a workspace is not deleted automatically. It stays so the Customer can return or export, and it is deleted when the Customer asks. We aim to complete a deletion request within 30 days and to confirm when it is done.
9. Cookies and Local Storage
Workplume sets no advertising or analytics cookies, and there is no third-party tracker on the site. What the app stores in your browser is what it needs to work:
- your sign-in token, so you are not signed out on every page load;
- small preferences such as your chosen language;
- a local cache of app files, so the app loads quickly and keeps working on a poor connection.
Clearing your browser's site data removes all of it and signs you out. Paddle's checkout sets its own cookies when it opens, governed by Paddle's privacy notice.
10. Your Rights
Depending on your location, you may have rights to:
- Access the personal data we hold about you;
- Request correction of inaccurate data;
- Request deletion of your data, subject to legal/contractual retention requirements;
- Withdraw consent where processing is based on consent (e.g. the in-app consent log).
Requests should be directed to your company's workspace administrator first, since most personal data is controlled by the Customer (your employer) rather than Workplume directly. Workplume acts as a data processor on behalf of the Customer for employee/workspace data.
11. Security
We use industry-standard measures to protect data in transit and at rest, including hashed passwords, access-controlled storage, and encrypted connections. No system is completely secure, and we cannot guarantee absolute security of information transmitted to the Service.
12. Children's Privacy
The Service is intended for business use by adult employees of Customer companies and is not directed at children.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be reflected by an updated version number and date above, and active users may be asked to re-acknowledge the policy before continuing to use the Service.
14. Contact
Workplume is operated by Plumeware LLC, a limited liability company registered in Wyoming, United States. Questions about this Privacy Policy, or a request to access, correct or delete your personal data, can be sent to [email protected], and we aim to reply within one business day.