1. Introduction & Scope
InstantWork, Inc. (“InstantWork”, “we”, “us”, or “our”) provides real-time collaborative workspace software comprising documents, agile Kanban workflows, team chats, and organizational project management (the “Services”).
This Privacy Policy explains how we collect, process, disclose, and secure personal information when you visit our website (instantwork.app), use our web application, or communicate with us. It also outlines your rights regarding your personal information under regulations such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA/CPRA).
2. Information We Collect
We collect information in three primary ways: information you provide directly, content created within your workspace, and automated telemetry data.
A. Information You Provide Directly
Account Profile: When signing in with Google or other social identity providers, we receive your name, email address, avatar photo URL, and authentication identifiers.
Billing Information: If you purchase a paid workspace plan, payment card and billing details are processed directly by our PCI-DSS compliant third-party payment processors. InstantWork does not store raw credit card numbers.
Customer Support: Communications, feedback, bug reports, and survey responses you send to us.
B. Workspace & Collaboration Data
To deliver our core collaboration platform, we store and sync the content you produce, including documents, task boards, columns, subtasks, task descriptions, comments, chat messages, mentions, files, and attachments.
C. Device & Usage Telemetry
We automatically collect technical telemetry when you interact with our Services:
- Device model, operating system version, browser type, and language settings.
- IP address, approximate location, and referral headers.
- Application performance data, error logs, and session timing.
D. Cookies & Local Storage
We use essential session tokens, browser cookies, and local storage (e.g. for Progressive Web App caching, offline routes, and dark mode preferences) to maintain secure authentication and rapid offline-first application performance.
3. How We Use Your Information
We process your personal information for the following legitimate purposes:
- Service Delivery: To provide, host, synchronize, and maintain real-time collaborative documents, Kanban boards, and chats.
- Collaboration Features: Facilitating user mentions, notifications, task assignments, and organization permission controls.
- Account Administration: Managing user sessions, subscriptions, invoicing, and authentication security.
- System Reliability & Debugging: Monitoring application health, diagnosing bugs, fixing crashes, and preventing malicious attacks.
- Product Improvements: Analyzing aggregated usage metrics to optimize interface performance and develop new productivity features.
- Communication: Sending essential administrative notices, security alerts, and customer service responses.
4. AI Processing & Disclosures
InstantWork provides intelligent features (such as AI agents, drafting tools, and content summarization) powered by industry-leading large language model providers (e.g. OpenAI and Groq APIs).
Our AI Privacy Commitment:
- Zero Model Training: Your workspace documents, private tasks, and prompts are NOT used to train public foundational AI models.
- Transient Processing: Prompts and relevant document snippets sent to inference endpoints are transmitted over encrypted TLS connections strictly to generate responses for your active request.
- Organizational Control: Workspace administrators can govern or restrict AI feature access across organization members.
5. How We Share Information
InstantWork does not sell, rent, or trade your personal data to third parties or data brokers.
We only share information in the following limited circumstances:
- Subprocessors & Cloud Infrastructure: We engage reputable infrastructure providers (e.g. Convex for reactive cloud data storage, hosting providers, and transactional email services) who process data strictly under confidentiality and data protection agreements.
- Organization Collaborators: Within your shared projects and organizations, your display name, email, avatar, and authored content are visible to fellow organization members.
- Legal Compliance: If required by law, subpoena, or valid legal request by public authorities, we may disclose necessary data to comply with statutory obligations or protect against imminent harm.
- Business Transfers: In the event of a merger, acquisition, financing, or sale of assets, customer data may be transferred as part of the business assets, subject to the recipient honoring this Privacy Policy.
6. Data Retention & Deletion
We retain your personal information and workspace data for as long as your account remains active or as needed to provide you with the Services.
If you choose to delete your account or an organization administrator deletes an organization workspace, all associated documents, tasks, comments, and member records will be permanently purged from our active databases in accordance with our deletion schedules (and removed from secure backup archives within 30 days).
7. Security Measures
We employ comprehensive technical and organizational safeguards designed to protect your data against unauthorized access, loss, or alteration:
- Encryption: All data transmitted between your browser and our servers is protected using modern TLS 1.3 encryption. Data at rest is encrypted using AES-256 standards.
- Access Controls: Role-based access controls (RBAC) ensure that internal systems and customer workspaces are accessible only on a strict need-to-know basis.
- Continuous Auditing: Reactive real-time state integrity and secure multi-tenant isolation protect organizations from cross-tenant data leaks.
8. Your Privacy Rights (GDPR & CCPA)
Depending on your location, you may have specific statutory rights under data protection laws (such as GDPR in Europe or CCPA/CPRA in California):
- Right to Access: Request a copy of the personal information we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete personal records.
- Right to Erasure (“Right to be Forgotten”): Request the permanent deletion of your personal data.
- Right to Data Portability: Request an export of your content and documents in a structured, machine-readable format.
- Right to Restrict or Object: Object to or request restriction of certain processing activities.
- Non-Discrimination: We will never discriminate against you, deny services, or charge different prices for exercising your privacy rights.
To exercise any of these rights, email us at privacy@instantwork.app. We will respond within thirty (30) days.
9. Children’s Privacy
InstantWork is designed for business and professional workplace productivity. The Services are not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that personal information from a child has been collected, we will take immediate steps to delete such data.
10. International Transfers
InstantWork operates globally and may process and store information on cloud servers located in the United States and other regions. When transferring data internationally, we implement recognized lawful transfer mechanisms, such as Standard Contractual Clauses (SCCs) approved by the European Commission, to ensure adequate protection of your personal information.
11. Changes to This Policy
We may periodically update this Privacy Policy to reflect enhancements to our platform or legal developments. When revisions occur, we will update the “Last Updated” date at the top of this document. For significant policy changes, we will provide prominent in-app notification or direct email communication prior to the changes taking effect.
12. Contact & Data Protection
If you have inquiries, questions, or requests regarding this Privacy Policy or our data protection practices, please contact our privacy team:
InstantWork, Inc.
Attention: Privacy & Data Protection Officer
Email: privacy@instantwork.app
Support Inquiries: support@instantwork.app