This Privacy Policy explains how Workspace Global Ltd ("Workspace", "we", "us", or "our") collects, uses, shares, and protects personal information when you use our website, the Workspace App, and our creative production services, and what choices and rights you have.
It should be read together with our Client Terms of Service. Words with a capital letter, such as "Client Materials", "Deliverables", and "Talent", have the meanings given in those Terms.
1.Who We Are
Workspace Global Ltd is a company registered in England and Wales, company number 13432037.
As a UK-established company, Workspace acts as the data controller for the personal information described in this policy and complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 and, where applicable to people based elsewhere, comparable data protection legislation such as the EU GDPR.
You can contact us about this policy or your personal information at mail@workspaceglobal.com.
2.Who This Policy Covers
This policy applies to:
- Clients, and the people who use a Client's Workspace account;
- people who visit our website, book a call, subscribe to our newsletter, or contact us;
- creatives in the Workspace talent network ("Talent"); and
- people who apply to work with us.
3.Information We Collect
Information you give us
- Account details, such as your name, email address, login credentials, and the organisation you represent.
- Requests and Client Materials, such as briefs, brand assets, documents, reference materials, content, and copy. These may include personal information about other people, for example people who appear in images you provide.
- Communications with your Project Manager and our team, including messages, feedback, and approvals sent through the App, by email, or through other channels we use.
- Subscription and billing details, such as your plan, invoices, and payment history. Payments are processed by our payment provider.
- Information you send us when you book a call, contact us, subscribe to our newsletter, or apply to work with us.
Information created when you use our services
- Request history, Deliverables, revisions, and approvals.
- Account activity, and the audit and security records we keep to protect the platform.
Website visitors
Our website uses analytics cookies only if you accept them in our cookie banner. You can change your choice at any time using the Cookie settings link at the foot of every page. Our Cookie Policy lists every cookie we use.
Talent
If you are a creative in our talent network, we also hold your profile and application information, the work you submit, the Taskpoints associated with your work, quality-control records, and your earnings and payment records.
4.How We Use Your Information and Our Legal Bases
We use personal information for the purposes below. The law requires us to have a legal basis for each one, shown in brackets.
- To create and manage your account, run your requests, assign and manage the Talent who work on them, carry out quality control, and deliver your work (performance of our contract with you).
- To bill you, take payments, and keep financial records (contract, and legal obligation for tax and accounting records).
- To communicate with you about your requests, your account, and changes to our services or terms (contract, and our legitimate interests in running our business).
- To keep the App and our systems secure, prevent fraud and abuse, enforce our terms, and resolve disputes (legitimate interests, and legal obligation where the law requires it).
- To operate and improve the Workspace service (legitimate interests).
- To display completed client work in our portfolio, case studies, website, and other promotional materials, subject to our confidentiality obligations and any written agreement that restricts this (legitimate interests).
- To measure how our website is used through analytics cookies (consent, which you can withdraw at any time).
- To send our newsletter if you subscribe (consent; you can unsubscribe at any time).
- For Talent: to assign work, review quality, calculate Taskpoints, and process payments (contract).
- To review applications from people who want to work with us (steps taken at your request before entering into a contract, and our legitimate interests in recruiting).
- To comply with the law and respond to lawful requests from authorities (legal obligation).
5.Artificial Intelligence
Workspace uses artificial intelligence and machine-learning tools as part of its service, for activities such as briefing, ideation, production assistance, workflow support, quality control, and research. We may use services provided by Anthropic, including Claude, and other third-party technology providers where reasonably necessary to operate or improve the Workspace service.
Workspace does not use Client data to train its own artificial intelligence models.
Where Client information is processed through third-party AI or technology providers, that processing is subject to the arrangements, safeguards, and terms governing those services.
7.International Transfers
Our team and talent network work from more than one country, and some of our service providers are based outside the United Kingdom. Where personal data is transferred outside the United Kingdom or European Economic Area, Workspace will ensure that appropriate safeguards are in place, such as the UK International Data Transfer Agreement, EU Standard Contractual Clauses, or an applicable adequacy decision.
8.How Long We Keep Information
We keep personal information only for as long as we need it for the purpose it was collected for. Removing someone's access to the App does not automatically mean that all information relating to them is deleted.
We may keep information where it is required for:
- financial, tax, and accounting records;
- contracts and agreements;
- client and project history, including completed project records and approvals;
- Talent payment records and quality-control records;
- fraud prevention and security, including audit and security logs;
- resolving disputes and enforcing agreements; and
- legal or regulatory obligations.
Where we must keep information, we keep only what is reasonably required and use it only for that purpose. Information we no longer need is deleted or anonymised.
9.Deleting Your Account and Data
You can ask us to delete your Workspace account and personal information.
How to ask. Request deletion through the account deletion process in your client portal, or email us at support@workspaceglobal.com from the email address on your account.
What happens next. Before closing an account, we check that there are no active projects needing action, no unresolved payments or refunds, and no open disputes, and that your completed Deliverables have been delivered. We then remove your access to the App and delete or anonymise the personal information we no longer need.
What we keep. We may keep certain records where the law or legitimate business needs require it, such as invoices, payment records, contracts, completed project records, approvals, and security records (see How Long We Keep Information). Deleting an account does not cancel payment obligations that arose before deletion.
10.Your Rights
Under data protection law you have the right to:
- access the personal information we hold about you;
- rectify information that is inaccurate or incomplete;
- erase your personal information in certain circumstances;
- restrict how we use your information in certain circumstances;
- object to our use of your information where we rely on legitimate interests;
- data portability, to receive information you gave us in a portable format in certain circumstances; and
- withdraw consent at any time where we rely on it, without affecting what we did before.
To use any of these rights, email mail@workspaceglobal.com. We may need to confirm your identity before we act on a request. We will respond within the time the law requires.
You also have the right to complain to the Information Commissioner's Office (ico.org.uk) or another relevant supervisory authority. We would welcome the chance to help first, so please contact us.
11.Keeping Information Secure
We use reasonable technical and organisational measures to protect personal information. When someone no longer needs access to the App, we remove it, end their active sessions where technically possible, and revoke their permissions.
You are responsible for keeping your login details confidential and should tell us promptly if you think someone has accessed your account without permission.
12.Personal Information in Client Materials
If you give us Client Materials that contain personal information about other people, you are responsible for making sure you have the necessary rights, permissions, and legal basis to share it with us.
Where Workspace processes personal data on behalf of a Client in circumstances that require a separate data processing agreement, we can enter into one with you.
13.Age Requirement
You must be at least 18 years old to create a Workspace account. Our services are not intended for anyone under 18.
14.Changes to This Policy
We may update this policy from time to time. Where changes are material, we will take reasonable steps to tell affected users through the App, by email, on our website, or another appropriate method. The date at the top of this page shows when it was last updated.
15.Contact
Questions about this policy or your personal information can be sent to:
Workspace Global Ltd, Registered in England and Wales, company number 13432037.Email: mail@workspaceglobal.comWebsite: www.workspaceglobal.com