Privacy policy & Terms of use

Worknilo (“Worknilo,” “we,” “us”) provides workforce management software for employers and their employees. This policy describes how we handle information when you use our web admin at app.worknilo.com or our mobile apps for iOS and Android.

For each employer (a Worknilo “organization”), that employer is the data controller of their team’s information. Worknilo acts as the data processor on their behalf.

We collect only what we need to operate the service:

• Account information — name, work email, and (optionally) phone number and profile photo.
• Authentication data — encrypted password and session tokens managed by our auth provider.
• Precise location — captured only when you tap Clock In or Clock Out in the mobile app, to verify you are at the job site. We do not track location in the background.
• Photos — only when you choose a profile picture or upload an image to a task or form.
• Workplace data — shifts, time entries, tasks, messages, and similar records you or your employer create.
• Push notification tokens — if you enable notifications, so we can deliver them.
• Calendar subscription links — if you choose to subscribe in Apple Calendar or Google Calendar, we provide a personal URL that includes your assigned shift times and site names. You can regenerate or stop using that link anytime in the mobile app Settings. Worknilo does not read or write your device calendar directly.
• Basic usage and device data — IP address, device type, and operating-system version for security and reliability.

• To run the features your employer has enabled (scheduling, clock in/out, tasks, chat, etc.).
• To authenticate you and keep your account secure.
• To send transactional emails such as invites and password resets.
• To respond to support requests you send us.
• To improve reliability and prevent abuse.

We do not sell your data and we do not use it for advertising.

We do not sell your information. We share it only with trusted service providers that help us operate Worknilo on our behalf (sub-processors), under confidentiality and data-protection agreements.

These providers may handle categories such as:

• Payment processing — subscription management and billing.
• Email delivery — transactional messages such as invites, password resets, notifications, and support replies.
• Push notifications — mobile notification delivery.
• Error monitoring — application reliability and crash reporting.
• Geocoding and address autocomplete — location-based services.

Each provider receives only the information needed for its role. A current list of sub-processors is available on request at support@worknilo.com.

We keep your information for as long as your account is active. When you delete your account, we immediately remove your ability to sign in, clear your contact details and display name, and suspend your memberships. Sensitive records such as tax and banking information are permanently deleted from our systems within 30 days.

Your name may remain visible on historical work records (e.g. past time entries and shifts) that your employer keeps for legal or payroll recordkeeping. No other personal data is retained after the 30-day purge window.

• Access and correction — update your profile from the mobile app or ask your administrator.
• Deletion — delete your account from Settings on mobile, or email support@worknilo.com.
• Location permission — revoke at any time in your phone’s system settings. The clock-in feature will then ask you to re-enable it.
• Notifications — turn off in your phone’s system settings.
• Data portability — request a copy of your personal data by emailing support@worknilo.com. We will respond within 30 days in a machine-readable format.

Worknilo is a workplace product intended for use by adults. We do not knowingly collect information from anyone under 16.

All data is encrypted in transit (HTTPS) and at rest. Social Insurance Numbers (SIN), bank account details, and emergency contact information are encrypted at the column level using industry-standard encryption. Authentication tokens on mobile are stored in the device’s secure keystore. We follow SOC-aligned practices to protect your information.

If we make material changes we will update the “Last updated” date above and, where appropriate, notify you in-product or by email.

By creating an account, accepting an invite, or using Worknilo (the “Service”), you agree to these Terms of use and our Privacy policy above. If you do not agree, do not use the Service.

If you use Worknilo on behalf of an employer, you represent that you have authority to bind that organization to these terms.

Worknilo provides workforce management tools including scheduling, time tracking, tasks, forms, messaging, and related features. Employers subscribe via the web admin; employees access the Service through mobile apps and, where permitted, the web.

We may update, improve, or discontinue features from time to time. We will not materially reduce core functionality without reasonable notice where practicable.

• Employers create organizations and invite team members. You are responsible for billing, seat counts, and how your organization uses the Service.
• Employees are invited by their employer. You must use accurate work contact information and keep your credentials confidential.
• You may not share accounts, impersonate others, or access organizations you are not authorized to join.
• You must notify us promptly at support@worknilo.com if you suspect unauthorized access to your account.

You agree not to:

• Use the Service for any unlawful purpose or in violation of applicable laws.
• Attempt to probe, scan, or test the vulnerability of our systems.
• Interfere with or disrupt the Service or other users’ access.
• Upload malware, spam, or content that infringes others’ rights.
• Reverse-engineer or copy the Service except where permitted by law.
• Falsify clock-in location, time records, or other workplace data.

We may suspend or terminate access if we reasonably believe you have violated these terms or pose a security risk.

Organizations that use Worknilo are responsible for their team’s compliance with employment, privacy, and workplace laws. This includes obtaining any consents required for location verification, notifying staff of monitoring practices, and ensuring accurate payroll and scheduling data.

Worknilo processes employee data on the employer’s instructions. Questions about how your employer uses your data should be directed to them first.

Employer subscriptions are billed per seat through the web admin. Pricing, payment terms, and invoices are agreed between Worknilo and the subscribing organization. Employees do not pay to use the mobile app.

Fees are non-refundable except where required by law or explicitly stated in your organization’s agreement with Worknilo.

Worknilo and its logos, software, and documentation are owned by us or our licensors. We grant you a limited, non-exclusive, non-transferable license to use the Service for its intended purpose while your account is active.

You retain ownership of content you submit (messages, photos, form responses, etc.). You grant us a license to host, process, and display that content solely to operate the Service for your organization.

The Service is provided “as is” and “as available.” To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee uninterrupted or error-free operation.

To the fullest extent permitted by law, Worknilo and its officers, directors, and suppliers will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, data, or goodwill, arising from your use of the Service.

Our total liability for any claim relating to the Service is limited to the greater of (a) the amount you paid us in the twelve months before the claim, or (b) one hundred Canadian dollars (CAD $100), except where such limitation is prohibited by law.

You may stop using the Service at any time. Employers may cancel their subscription through the admin portal. Employees may delete their account from mobile Settings.

We may suspend or terminate accounts that violate these terms or remain inactive under an expired organization subscription. Provisions that by nature should survive termination (including liability limits and intellectual property) will survive.

We may update these Terms of use from time to time. Material changes will be reflected in the “Last updated” date at the top of this page. Continued use after changes take effect constitutes acceptance of the revised terms.

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict-of-law principles. Disputes will be resolved in the courts of Ontario, except where consumer protection laws in your jurisdiction require otherwise.