ViviScape Work Privacy Policy

Last Updated: July 22, 2026

1. Information We Collect

Information you provide

We collect information you give us directly when you create a ViviScape Work account, subscribe to a plan, or contact us. This may include your name, email address, phone number, company name, job title, billing details, and any content you choose to store in ViviScape Work.

Customer Data

ViviScape Work is a business operating system. As you use its modules — Tasks, Tickets, Projects, Notes, Clients, and related features — you and your team upload and generate Customer Data: records, files, messages, and other content stored within your workspace. This data is yours (see Your Customer Data).

Information collected automatically

When you use the Software, we automatically collect certain technical information, including:

• IP address and approximate location
• Device type, operating system, and app version (web, mobile, or desktop)
• Browser type and version (for the web portal)
• Feature usage, session activity, and diagnostic/crash logs
• Referring pages and in-app navigation patterns

1a. Mobile App Permissions & Device Data

The ViviScape Work mobile apps (iOS and Android) request the following device permissions. Each is used only for the feature described, only after you grant it, and can be declined without preventing the rest of the app from working:

• Location (precise & approximate): When you clock in or out of a time entry, ViviScape Work can attach the location of that event to the time log for accurate time tracking. Location is captured only at those moments and is associated with your account. If you decline the permission, time tracking continues without location.
• Microphone & voice recordings: Used to capture voice notes. Recordings are transcribed on your device using an on-device speech model and are not uploaded to our servers; only the resulting text note is saved to your ViviScape Work account.
• Camera, photos & files: Used only when you choose to attach a photo, image, or document to a task, note, or log. Attachments you add are uploaded to and stored in your ViviScape Work workspace.
• Notifications: Used to alert you about focus-session timers and the status of background voice transcription.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, secure, and maintain the ViviScape Work Software
• Authenticate your account and enforce access controls, including multi-factor authentication
• Process subscriptions, billing, and related transactions
• Respond to support requests and communicate service and security notices
• Improve ViviScape Work features, performance, and reliability
• Detect, prevent, and investigate fraud, abuse, or security incidents
• Comply with legal obligations

ViviScape does not sell your personal information, and we do not use your Customer Data for advertising.

3. Your Customer Data

You retain all ownership rights to your Customer Data. By using ViviScape Work, you grant ViviScape a limited, non-exclusive license to process, store, and transmit your Customer Data solely to provide and improve the Software. ViviScape will not sell, share, or use your Customer Data for advertising purposes.

ViviScape may use anonymized, aggregated data that does not identify you or your organization to understand usage trends and improve the Software.

4. How We Share Information

We do not sell your personal information. We may share information with:

• Service providers: Trusted third parties that help us operate ViviScape Work (e.g., cloud hosting, payment processing, email delivery, analytics), bound by confidentiality obligations.
• Third-party integrations: Services you choose to connect to ViviScape Work. Enabling an integration may require sharing certain data with that provider, subject to their own privacy policy.
• Legal requirements: When required by law, regulation, or valid legal process.
• Business transfers: In connection with a merger, acquisition, or sale of assets.

5. Desktop & Offline Data

The ViviScape Work Desktop client and mobile apps may store a copy of your Customer Data locally on your device to enable offline access and a faster experience. This local data is held on your device and synchronized with the ViviScape Work portal when a connection is available.

You are responsible for the physical and account-level security of the devices on which ViviScape Work is installed. Signing out or uninstalling the app removes locally cached data associated with your account, subject to your operating system's storage behavior. Diagnostic and crash information from the desktop and mobile apps may be transmitted to ViviScape to help us improve stability.

6. Cookies & Analytics

The ViviScape Work web portal and marketing site use cookies and similar technologies to keep you signed in, remember preferences, and understand how the Software is used. We use analytics to measure performance and improve the product. You can control cookies through your browser settings; disabling them may affect functionality. For more detail, see the ViviScape Cookie Policy.

7. Data Security

We implement appropriate technical and organizational measures to protect your data, including encryption in transit and at rest, access controls, and multi-factor authentication for sensitive accounts. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Data Retention

We retain your personal information and Customer Data for as long as your account is active or as needed to provide the Software. Upon termination of your account, you may request export of your Customer Data for a period of thirty (30) days. After this period, ViviScape may delete your Customer Data in accordance with our data retention policies and applicable law.

Deleting your account and data. You can request deletion of your ViviScape Work account and its associated data at any time at workos.viviscape.com/delete-my-data. Once your request is verified, we permanently delete your account profile, tasks, notes, time logs, uploaded files, and captured location data. Some records may be retained where required for legal, security, or accounting purposes, or kept in de-identified/aggregated form, and backups are purged on a rolling schedule.

9. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Opt out of marketing communications
• Object to or restrict certain processing
• Request portability of your data

To exercise any of these rights, contact us at marketing@viviscape.com.

10. Children's Privacy

ViviScape Work is a business tool and is not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 13, we will take steps to delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page and, where practicable, notify account holders. We encourage you to review this policy periodically.