Privacy Policy
Last updated: 23 July 2026
1. Who we are
WorkMyHealth provides a workplace wellness platform. For end-user activity and wellness data logged inside a workspace, the workspace's organization is the data controller and WorkMyHealth acts as data processor. For account, billing and website analytics data, WorkMyHealth is the data controller.
2. Data we collect
We keep the data set deliberately small. For each account we store an email address (used for sign-in and transactional emails) and an alias you choose yourself - the alias is free text and does not have to be your real name. For each workspace we store the organization name and basic settings. Activity entries record the activity type (for example steps, gym minutes, run distance), a numeric value, the date, and any optional note you add yourself. We do not collect or store health metrics such as blood pressure, heart rate, weight, sleep, mood, diet, medical history, or other personal health preferences. We do not collect location data and do not sync with third-party health or fitness apps unless you explicitly connect one from your profile.
3. Special-category data (GDPR Art. 9)
Even though we only store training activity (not medical data), activity entries tied to a named employee can indirectly reveal information about physical health. To stay on the safe side we treat this data as special-category personal data under GDPR Art. 9 and process it only on your explicit consent (Art. 9(2)(a)), which you give with a separate, unticked checkbox at signup. You can withdraw consent at any time from your profile page; withdrawal immediately erases all your logged activity entries. Your account itself stays so you can re-consent later or delete it separately.
4. How we use data
To deliver the Service, authenticate users, render scoreboards, send transactional emails (invitations, password resets), and bill subscriptions. We do not use activity data for advertising, profiling with legal effects, or automated decision-making, and we do not provide medical diagnosis, treatment or occupational-health decisions.
5. Legal basis (GDPR Art. 6 and 9)
Contract performance (Art. 6(1)(b)) for delivering the Service, legitimate interest (Art. 6(1)(f)) for security and product improvement, legal obligation (Art. 6(1)(c)) for accounting records, and explicit consent (Art. 6(1)(a) and Art. 9(2)(a)) for processing of activity and wellness data.
6. Sharing and sub-processors
We share data only with sub-processors strictly needed to run the Service (hosting, payment processing, email delivery). All sub-processors are bound by data-processing agreements. We do not sell personal data and do not share activity data with your employer beyond what is already shown inside the workspace.
7. Roles and access within a workspace
Access inside a workspace is role-based. Employees see their own activity and wellness entries. Workspace admins see aggregated, de-identified statistics (for example team-level participation and trends) and the limited member information needed to run the workspace (name, role, membership status). Admins do not see individual employees' raw activity entries or wellness logs. Each member can further tighten their visibility from their profile, for example hiding individual entries from aggregate views or hiding activity duration. WorkMyHealth staff do not browse customer workspace data; access by our personnel is limited to documented support, security, and maintenance purposes and is audit-logged.
8. Third-party health and fitness apps
WorkMyHealth does not sync with third-party health or fitness apps (such as Apple Health, Google Fit, Garmin, or Strava) unless you explicitly connect them from your profile. If you connect such an app, only the data scopes you approve are imported, and you can disconnect at any time, which stops further import.
9. Storage and security
Data is stored in the EU. Each workspace is logically isolated with row-level security at the database level. Nothing inside a workspace is publicly accessible on the internet - you must be signed in and be a member of that workspace to see any activity data or statistics. Access to activity data is further limited to the employee themselves and authorised admins of the same workspace, on a need-to-know basis. We use industry-standard encryption in transit and at rest, and keep audit logs of administrative actions.
10. Retention
Activity and wellness data is kept while your consent is active and you remain part of the workspace. If you withdraw consent, leave the workspace, or delete your account, activity entries are erased immediately. Ordinary account data is removed within 30 days of account deletion. Billing records are kept for the period required by applicable accounting law (typically 7 years).
11. Your rights
You have the right to access, rectify, delete, restrict, and port your personal data, to withdraw consent at any time, and to lodge a complaint with your data protection authority. Consent withdrawal and account deletion are self-service from your profile page. For other requests, use our contact form and we will respond within 30 days.
12. Cookies
We use only essential cookies needed for authentication and session management. No advertising trackers.
13. Contact
For privacy questions, data access requests, or to request our list of sub-processors, use our contact form. We respond within 30 days.