Privacy Policy

Workroom gives interior designers, architects, builders, and similar professionals (“Pros”) tools to manage their business, projects, and client relationships. It also lets a Pro's Clients, Vendors, and contractors review project documents, sign, approve, and pay through the Platform.

This Privacy Policy explains what personal information we collect, how we use and share it, and what choices and rights you have. Using our Platform means you've read this Policy.

Our “Platform” means Workroom's apps, sites, and services that this Policy is posted on. “We,” “us,” and “our” refer to The Indema Company, Inc., a Wyoming corporation doing business as Workroom. “You” refers to anyone who visits or uses the Platform.

Information We Collect

Information you give us

• Account and profile information: your name, email, phone number, and, if you're a Pro, business details like your studio name, logo, and services offered.
• Content you create or upload: project details, tasks, budgets, estimates, invoices, purchase orders, files, photos, receipts, messages, forms, and similar content you add to the Platform.
• Signatures and approvals: when you sign a contract or proposal, or approve something with your initials, we keep the signature or initials, your name and email, and the date and time, so there's a record of who agreed to what.
• Payment information: if you send or receive payments through the Platform, we collect what's needed to process them, like billing details and payment method. Our payment partners handle the full card and bank details (see “Payments and WorkPay” below).
• WorkPay application information: if your studio applies for WorkPay, we collect business details, bank account details, and information about each owner, as described in “Payments and WorkPay” below.
• Communications: when you contact us (including through in-app chat), or use the Platform to message a Client, Pro, Vendor, or contractor, we collect the content and details of that communication.
• What you ask Walter: questions and instructions you give our AI assistant, and the answers it gives back.
• Feedback and surveys: anything you share if you respond to a survey, vote on a feature, or give us feedback.

Information from others

• Sign-in and integrations: if you sign up or sign in through a third-party service (for example, Google), or connect an integration like Google Calendar, Gmail, QuickBooks, or a Zapier-connected app, we receive the information needed to make that connection work.
• Other users: if a Pro adds information about a Client, Vendor, or contractor to the Platform (for example, contact details on a project), we collect that as part of providing the Platform to the Pro.
• Forms: if you fill in a form a Pro shares with you (for example, a new client questionnaire), your answers go to that Pro's account.
• Service providers: our payment partners and similar providers may share information with us as needed to provide their services (for example, confirming a payment went through, or the status of a WorkPay application).

Information collected automatically

We automatically collect some technical information when you use Workroom: your browser and operating system, device type, IP address, pages viewed, and similar log data. When you sign in, we also record the details described in “Sign-ins and Account Security” below. When someone opens a file shared through a Workroom share link, we record when it was viewed and by which link, and the file may be marked with the recipient's name, company, and date.

How We Use Information

• To provide the Platform: run your account, store your projects, send documents, process payments, and make the features you use work.
• To keep accounts safe: confirm it's really you signing in, spot unusual sign-ins and shared logins, and prevent fraud.
• To support you: answer questions, fix problems, and help set up your account.
• To improve Workroom: understand which features are used and where people get stuck, mostly from aggregated data.
• To communicate with you: send account and transaction emails, product updates, and, if you haven't opted out, marketing emails.
• To bill you and keep business records.
• To meet legal obligations and enforce our agreements.

Sign-ins and Account Security

Each time someone signs in to a Workroom account, we record the date and time, the IP address, the browser and operating system, the device, and an approximate location (city and country) worked out from the IP address. We use these records to protect accounts: to spot a sign-in from an unusual place or device, to detect a login being shared, to block devices that shouldn't have access, and to look into problems you report. We may also ask for an extra check, like a code sent by email, or remember a device you've used before with a cookie.

When Our Team Opens Your Account

Members of the Workroom team may open your account and see it the way you see it, to answer a support request, set up or migrate your account, fix a problem, or investigate fraud or misuse. Only staff who need this access for their job have it. Our records show which team member opened the account, whose view they used, and when. If we change something while we're in your account, it's because you asked us to or it was needed to fix a problem. We don't open accounts to look at your content for any other purpose.

AI Features

Workroom includes AI-assisted features, led by Walter, our assistant. For example, Walter can read receipts and contractor invoices, import product details, summarize emails and leads, and answer questions about your projects. To do that, the content involved (and the question you asked) is sent to our AI provider, Anthropic, which processes it to return an answer and doesn't use it to train its models. We don't use your content to train AI models for use outside your own account.

We keep what you ask Walter and its answers, and our team may review them to fix problems, improve Walter, and keep it safe. Walter can be wrong, so review what it produces before relying on it.

Our in-app support chat includes an AI agent from Featurebase that answers questions from our help articles. A person from our team can take over any conversation.

Payments and WorkPay

Payments on the Platform are processed by our payment partners, Stripe and Payabli. They receive and store full card and bank details; we don't see or store full card numbers ourselves.

WorkPay is Workroom's payments service for studios, provided with Payabli. To open a WorkPay account, the law requires payment providers to verify the business and the people who own or control it. If your studio applies, we collect and send to Payabli your business details and tax ID, expected sales and volumes, bank account details (for example, a voided check or bank statement), and, for each owner of 25% or more and the person signing, their name, address, date of birth, Social Security number, and a photo ID. Payabli and its banking partners use this to verify identity, assess risk, and meet anti-money-laundering rules. We use it only to submit and track your application and run your WorkPay account.

Workroom Email and Google Data

Workroom Email (in beta) lets a Pro connect a Gmail account so their email sits next to their projects. When you connect it, we access your messages and labels to show your inbox, sort messages (for example, into Leads and Contractors), link them to projects, send email you write, and let Walter summarize messages for you.

Workroom's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In particular, we use Gmail data only to provide and improve the email features you see in Workroom. We don't use it for advertising, we don't sell it, and we don't use it to train AI models that work outside your account. People on our team don't read your Gmail data unless you ask us to (for example, for support), it's needed for security or to comply with the law, or it has been aggregated and made anonymous. You can disconnect Gmail at any time in your Google account settings or by contacting us.

Cookies and Website Analytics

We use cookies and similar technologies to keep you signed in, remember your settings and devices, and understand how our website and Platform are used. On our website (myworkroom.co) we use these tools:

• Google Analytics: counts visits and shows which pages people use.
• Microsoft Clarity: records how visitors move, scroll, and click on our website pages, so we can see where pages are confusing. Clarity masks what people type into fields.
• Apollo: tells us which companies visit our website, based on the visitor's IP address, so our sales team can follow up with studios that showed interest.
• HeyCatch: measures how visitors use our website.
• Featurebase: runs our help chat and feedback board.
• Roam: runs the scheduler when you book a demo or call with us.

If you visit from the European Economic Area or the United Kingdom, Google Analytics, Clarity, Apollo, and HeyCatch only run if you say yes in our cookie banner, and you can change your answer with the “Cookie settings” link at the bottom of any page. Everywhere else, you can turn them off the same way. You can also block or delete cookies in your browser settings. We don't currently respond to browser “Do Not Track” signals, but we honor Global Privacy Control signals as a request to opt out where the law requires it.

Location Information

We work out an approximate location (city and country) from your IP address, which we use for account security as described above. We also store addresses you provide, like a project site or billing address. We don't collect precise location from your device.

When We Act for a Studio

Much of the information in Workroom is put there by a Pro about the people they work with: Clients, Vendors, contractors, leads, and their own team. For that information, the Pro decides what to collect and how to use it, and Workroom stores and processes it on the Pro's behalf, following their instructions and our agreement with them. If you're a Client, Vendor, contractor, or lead and want to see, correct, or delete information a Pro holds about you, please contact that Pro first. We'll help them respond, and if you contact us directly we'll pass your request on.

How We Share Information

We don't sell your personal information, and we don't share it with third parties for their own marketing purposes.

• Service providers: we share information with the companies that help us run the Platform (listed below), only so they can provide their services to us.
• Integrations you connect: if you connect a service like QuickBooks, Google Calendar, Gmail, or Zapier, we send it the information needed for that connection to work.
• Other users: if you're a Client, Vendor, or contractor, the Pro you work with will see information relevant to your project, and documents you're sent may show the Pro's details. A Pro's team members see the projects they're given access to.
• Corporate transactions: if Workroom is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction, subject to this Policy.
• Legal reasons: we may disclose information if required by law, legal process, or a good-faith belief that it's necessary to protect our rights, our users, or the public, or to enforce our agreements with you.

Companies We Use

These are the main outside companies that process personal information for us, and what they do:

• Cloud hosting providers, and Cloudflare (our website): hosting and storage.
• Stripe and Payabli: payment processing, payouts, and WorkPay applications.
• Anthropic: the AI behind Walter.
• Featurebase: in-app support chat, help articles, and feedback.
• Google: sign-in with Google, Google Calendar and Gmail connections you choose, and website analytics.
• Intuit (QuickBooks) and Zapier: integrations you choose to connect.
• Microsoft (Clarity) and HeyCatch: website analytics.
• Apollo: identifying companies that visit our website, and managing our sales contacts.
• Roam: booking and holding calls with our team, including call notes.
• ChartMogul: reporting on our own subscription billing.

We'll update this list when we add or change a company that handles personal information.

Your Choices and Rights

• Access, correct, or delete your information by contacting us (see below), or by updating your account settings where available.
• Get a copy of your information in a portable format.
• Opt out of marketing emails using the unsubscribe link in any marketing email, or by contacting us.
• Turn off website analytics with “Cookie settings” at the bottom of any page.
• Disconnect integrations you've connected, like QuickBooks or Gmail.
• Close your account by contacting us.

We'll honor reasonable requests to access or delete personal information even where not strictly required by law, and may ask you to verify your identity first. We won't treat you differently for using your privacy rights.

Data Retention

We keep personal information only as long as needed for the purposes described in this Policy, unless a longer period is required by law (for example, tax, accounting, and payment records). Sign-in records and staff access logs are kept while your account is active and for a limited time after, so we can investigate security issues. Signature records are kept with the document they belong to. After an account closes, a Pro has 30 days to export their data, and then we delete it, except what we must keep by law. We may keep de-identified data after an account is deleted, and content you've shared with others (like messages or shared project documents) may remain visible to them, since we don't control copies others have.

Data Security

We use reasonable administrative, technical, and physical safeguards to protect your personal information, including encryption in transit, limits on which staff can open accounts, and logs of that access. For more detail, see our Security page.

International Transfers

Workroom is a U.S. company, and personal information may be processed in the United States or other countries where we or our service providers operate. Data protection laws vary by location, and we take reasonable steps to protect your information consistent with this Policy wherever it's processed, including standard contractual clauses where the law requires them.

Rights Where You Live

European Economic Area and United Kingdom

To the extent the GDPR or UK GDPR applies to you, our legal basis for processing your information depends on the context: performing our contract with you, our legitimate interests (like keeping accounts secure and improving Workroom), your consent (like website analytics), or compliance with legal obligations. Where we rely on consent, you can withdraw it at any time without affecting processing that already happened. You can ask to access, correct, delete, or get a copy of your information, and to object to or restrict certain processing. You can also complain to your local data protection authority (in the UK, the Information Commissioner's Office).

Canada

If Canadian privacy law applies to you, you can ask to access and correct your personal information and withdraw consent, subject to legal and contract limits. Contact us at the address below.

California

If the CCPA applies to you, you can ask to know what personal information we collect, use, and disclose, and to access, correct, or delete it. We don't sell personal information or share it for cross-context behavioral advertising. The categories we collect are those described in “Information We Collect,” for the purposes in “How We Use Information,” and we disclose them to the categories of companies in “Companies We Use.” You can make a request by contacting us below; we may ask you to verify your identity, and you can designate an authorized agent to make a request on your behalf.

Other U.S. states

If you live in a state with its own privacy law (for example, Colorado, Connecticut, Virginia, Texas, or Oregon), you may have the right to access, correct, delete, or get a copy of your personal information, and to opt out of targeted advertising, sale, or certain profiling. We honor these requests for everyone, wherever you live. If we turn down a request, you can appeal by replying to our answer, and we'll tell you the result of the appeal.

Sensitive Personal Data

We collect sensitive personal data only where a feature needs it: government ID numbers, dates of birth, and photo IDs for WorkPay applications, and bank account details for payments. We use it only for that purpose and limit who can see it. Otherwise, please don't put sensitive personal data (like health information, or information about race, religion, or political views) into the Platform unless it's necessary for your project. If you do, you're consenting to our processing it consistent with this Policy.

Children

Workroom is for businesses and their clients, not children. You must be at least 16 to use the Platform, and we don't knowingly collect personal information from anyone under 16. If we learn that we have, we'll delete it.

Changes to This Policy

We may update this Policy from time to time. If we make a material change, we'll notify you by email, through the Platform, or by other reasonable means before it takes effect. Continuing to use the Platform after that means you accept the update.

Contact Us

Questions about this Policy, or want to exercise a privacy right? Email privacy@myworkroom.co, or write to us at:

The Indema Company, Inc.
30 N Gould St. Ste R
Sheridan, WY 82801