WorkflowMind

Privacy Policy

Last updated: 1 October 2026

This Privacy Policy describes how WorkflowMind ("WorkflowMind", "we", "us", or "our") collects, uses, and protects your information when you use our operational analysis platform.

1. Who we are

WorkflowMind provides the WorkflowMind service. Our address is 148 The Rose Bowl, Portland Crescent, Leeds, LS1 3HB.

For data protection enquiries, contact us at devon@workflowmind.com.

2. Information we collect

We collect information you provide directly, including:

  • Account information (name and email address)
  • Billing information (processed securely via our payment provider)
  • Workflow maps, processes and operational evidence you create in the platform
  • Organisation and team member information you add
  • Communications with our support team
  • Messages and audience context you choose to submit to the optional AI-powered website question chat

You sign in using passwordless Google Sign-In or one-time email login links; WorkflowMind does not use user-managed account passwords.

We also collect usage data automatically, including IP address, browser type, pages visited, and session duration.

3. How we use your information

We use your information to:

  • Provide and improve the WorkflowMind service
  • Process payments and manage your subscription
  • Send service-related communications
  • Provide customer support
  • Use your website-chat answers to explain how to investigate your question with the WorkflowMind Method and suggest a relevant way to start
  • Ensure security and prevent fraud
  • Comply with legal obligations

4. Data sharing

We do not sell your personal data. We share data only with:

  • Service providers who help us operate the platform (hosting, payment processing, email delivery)
  • OpenAI through Replit AI Integrations to generate replies when you use the optional website question chat
  • Legal authorities where required by law

5. Data retention

We retain your account data for as long as your account is active, plus a reasonable period thereafter for legal and business purposes. You may request deletion of your data at any time.

Website-chat messages are sent to the AI service to generate routing guidance; they are not used to create or populate a product account and are not stored in our application database. AI service providers process these requests under their service terms. Please do not enter personal, confidential or sensitive information.

The website keeps a conversation draft in your browser tab's session storage so you can return to it while navigating the site. You can remove it using “Start again”; drafts expire after 24 hours or when the browser tab's session storage is cleared. If you choose to email the conversation to us, the website opens a draft in your email application for you to review and send. It does not send an email automatically. A conversation you send becomes a support communication subject to this policy.

6. Your rights

Under UK GDPR, you have the right to access, correct, delete, or restrict the processing of your personal data. Contact us at devon@workflowmind.com to exercise any of these rights.

7. Cookies

We use essential cookies for session management and authentication. We may also use analytics cookies to understand how the service is used. You can control cookies through your browser settings.

8. Security

We implement appropriate technical and organisational measures to protect your data. All data is transmitted over encrypted connections.

9. Changes to this policy

We may update this policy from time to time. We will notify you of significant changes by email or by notice in the platform.

10. Contact

For any privacy-related questions, contact us at devon@workflowmind.com or write to WorkflowMind, 148 The Rose Bowl, Portland Crescent, Leeds, LS1 3HB.

11. Referral Partner Network

Where you join or participate in the WorkflowMind Referral Partner Network, we may collect:

  • Your name
  • Contact details
  • Organisation
  • Role
  • Professional/business relationship with WorkflowMind
  • Referrals you make
  • Referral status
  • Reward choices
  • Payment and invoice information
  • Charity nominations
  • Communications relating to the programme

Where someone introduces a prospective customer to WorkflowMind, we may receive:

  • Their name
  • Business contact details
  • Organisation
  • Role
  • Information about the reason for the introduction
  • Relevant correspondence concerning the introduction

We use this information to:

  • Administer the Referral Partner Network
  • Record and attribute introductions
  • Contact prospective customers who have been introduced
  • Manage referral rewards
  • Make nominated charitable donations
  • Prevent fraud and programme abuse
  • Maintain financial and compliance records
  • Communicate with Referral Partners about their participation

We do not use referred contacts for unrelated marketing merely because someone has introduced them to WorkflowMind.

Personal information is retained only for as long as reasonably required for the programme, customer relationship, accounting, legal and dispute-resolution purposes.

See the remainder of this Privacy Policy for information about your rights and how to contact us.