Privacy Policy

This Privacy Policy explains how FlareTech ("we", "us", "our"), operating the WorkMates platform, collects, uses, stores, and protects your personal data. We are committed to protecting your privacy in accordance with the General Data Protection Regulation (GDPR) and applicable Danish data protection legislation.

The data controller for personal data processed through the WorkMates platform is:

We process your personal data for the following purposes:

• To provide and operate the WorkMates platform
• To create and manage your account
• To process subscription payments and billing
• To send transactional communications (account verification, password resets, billing receipts)
• To send product updates and marketing communications (with your consent; you can opt out at any time)
• To provide customer support
• To improve and develop the Service using anonymized and aggregated analytics
• To ensure the security and integrity of the Service
• To comply with legal obligations

Under the GDPR, we process your personal data based on the following legal grounds:

WorkMates includes absence management features that allow organizations to track sick days, vacation, and other leave types. Records of sick leave may constitute health-related data, which is a special category under GDPR Article 9.

This data is entered by the organization (employer) or the employee themselves. FlareTech processes this data on behalf of the organization. The organization, as the employer, is responsible for ensuring a lawful basis for recording sick leave (typically based on employment law obligations or employee consent as applicable in their jurisdiction).

FlareTech applies appropriate technical and organizational safeguards to protect absence data, including access controls, encryption in transit and at rest, and role-based permissions within the platform.

We do not sell your personal data to third parties. We share personal data only with the following service providers ("sub-processors") who process data on our behalf:

These sub-processors are bound by data processing agreements and are required to protect your data in accordance with GDPR.

WorkMates offers optional integrations with third-party accounting platforms, including Dinero and e-conomic. When you enable these integrations, certain data (such as customer records and invoice data) is shared with the respective platform.

These integrations are opt-in and activated at the organization level. FlareTech is not responsible for the data processing practices of these third-party services. We recommend reviewing their respective privacy policies.

All your data is stored and processed within the European Union. We do not transfer your personal data outside the EU/EEA.

You can manage cookie preferences through your browser settings. Disabling non-essential cookies will not affect core Service functionality.

• Active accounts: Data is retained for the duration of your subscription and active use of the Service.
• After leaving an organization: When a user leaves an organization, their data (name, contributions to time entries, assignments, etc.) is retained within the organization's account until the organization is deleted, as this data is integral to the organization's business records.
• Inactive organizations: Organization data is deleted after 90 days of inactivity (e.g., unpaid or abandoned accounts).
• Account deletion requests: Individual users may request complete deletion of their personal data at my.workmates-app.dk/delete-account or by contacting support@workmates-app.dk.
• Organization deletion: Organization administrators may request deletion of their entire organization and all associated data by contacting support@workmates-app.dk.

Certain data may be retained longer where required by law (e.g., invoicing and accounting records under Danish bookkeeping law).

As a data subject under the GDPR, you have the following rights:

• Right of access — Request a copy of your personal data.
• Right to rectification — Request correction of inaccurate data.
• Right to erasure — Request deletion of your personal data ("right to be forgotten").
• Right to restrict processing — Request limitation of how we process your data.
• Right to data portability — Receive your data in a structured, machine-readable format.
• Right to object — Object to processing based on legitimate interests.
• Right to withdraw consent — Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact us at support@workmates-app.dk. We will respond within 30 days as required by GDPR.

You also have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet) at datatilsynet.dk.

We may send you product updates, feature announcements, and promotional content related to WorkMates. You can opt out of marketing communications at any time by:

• Updating your notification preferences in the Service
• Clicking the "unsubscribe" link in any marketing email
• Contacting support@workmates-app.dk

Opting out of marketing communications will not affect transactional messages related to your account and subscription.

The Service is intended for users who are at least 16 years of age. We do not knowingly collect personal data from individuals under 16. If we become aware that we have collected data from a person under 16, we will take steps to delete it promptly.

We may update this Privacy Policy from time to time. We will notify you of material changes at least 14 days in advance through in-app notifications or email.

The "Last updated" date at the top of this policy indicates when it was most recently revised.

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us: