Privacy Policy

This policy explains what personal data WorkMates collects, why we collect it, and the rights you have over it. It is written to meet the Swiss Federal Act on Data Protection (FADP) and, where it applies to you, the EU General Data Protection Regulation (GDPR).

1. Who is responsible for your data

WorkMates ("WorkMates", "we", "us") is the data controller for the personal data described here. Our details are:

WorkMates
c/o Ben Crean
Rue Edith-Burger 8
1018 Lausanne
Switzerland

For any question about your data, contact us at hello@workmates.ch.

2. What data we collect

We collect only what we need to run the service:

• Account data — your name, email address, and a password (which we never store in readable form; it is stored as a secure hash by our authentication provider).
• Profile data — the details you choose to add, such as your role, field, region, a short bio, and a profile photo.
• Content you create — the messages you send to other members and anything you post on your profile.
• Technical data — basic log information such as your IP address, browser type, and the dates and times you use the service, kept for security and to keep the site working.
• Communications — any emails or messages you send us directly.

We do not intentionally collect sensitive personal data (such as health, religion, or political views). Please do not share such data through your profile or messages.

3. Why we use it, and our legal basis

We use your data to:

• Create and manage your account, and let you sign in.
• Show your profile to other members so you can be found and connected with.
• Deliver messages between members.
• Keep the service safe — preventing spam, abuse, and fraud.
• Contact you about your account or important service updates.
• Meet our legal obligations.

Under the FADP we process your data because it is necessary to provide the service you have asked for and because we have a legitimate interest in running and securing it. Where the GDPR applies, our legal bases are performance of a contract (Art. 6(1)(b)), our legitimate interests (Art. 6(1)(f)), your consent where we ask for it (Art. 6(1)(a)), and compliance with legal obligations (Art. 6(1)(c)). We do not sell your personal data, and we do not use it for automated decisions that produce legal effects.

4. Who we share it with

We share data only in these situations:

• Other members — your profile (name, role, field, region, bio, photo) is visible to other signed-in members so the network can work. Your email and password are never shown.
• Service providers — trusted companies that help us run WorkMates, such as our website host, database and authentication provider, and email delivery provider. They may only process data on our instructions.
• Authorities — if we are legally required to, for example in response to a valid legal request.

We never sell your data or share it for third-party advertising.

Our sub-processors

These are the companies that process personal data on our behalf to run WorkMates:

• Supabase — database, account authentication, and message storage. Hosted in the European Union (Frankfurt). Covered by Supabase's Data Processing Addendum.
• Netlify — website hosting and, where used, sign-up/waitlist form submissions. Processed in the United States under Netlify's Data Processing Agreement and EU Standard Contractual Clauses.
• ImprovMX — email forwarding for our @workmates.ch addresses, so messages you send us reach our inbox. Covered by ImprovMX's privacy and data-processing terms.

If we add or change a sub-processor, we will update this list.

5. International transfers

Some of our service providers may store or process data outside Switzerland or the EU. When they do, we rely on providers that offer an adequate level of protection or appropriate safeguards (such as EU Standard Contractual Clauses) as required by the FADP and GDPR.

6. How long we keep it

We keep your account and profile data for as long as your account is active. If you delete your account, we delete or anonymise your personal data within a reasonable period, except where we must keep certain records to meet legal obligations or to resolve disputes. Log data is kept only for a short period for security purposes.

7. Your rights

You have the right to:

• Access the personal data we hold about you.
• Correct data that is inaccurate or incomplete.
• Delete your account and your personal data.
• Object to or restrict certain processing.
• Receive your data in a portable format, where this applies.
• Withdraw any consent you have given, at any time.

To exercise any of these, email hello@workmates.ch. You also have the right to complain to the Swiss Federal Data Protection and Information Commissioner (FDPIC), or — if the GDPR applies to you — to your local EU data protection authority.

8. How we protect it

We use appropriate technical and organisational measures to keep your data safe, including encrypted connections (HTTPS), secure password hashing, and restricted access to member data. No online service can be guaranteed fully secure, but we take reasonable steps to protect your information and will notify the FDPIC and affected users of a serious data breach where required.

9. Age limit

WorkMates is intended for people aged 16 and over. If you are under 16, please do not create an account. If we learn that we have collected data from someone under 16, we will delete it.

10. Changes to this policy

We may update this policy from time to time. When we make a significant change, we will update the date at the top and, where appropriate, let you know by email or a notice on the site.

11. How to contact us

Questions about your privacy? Email hello@workmates.ch and we will get back to you.