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Work-mode

Privacy Policy

Last updated: 26 September 2026

Work-mode is a productivity tool built on data minimisation. This policy sets out exactly what we collect, what we never collect, and — for organisations — the strict split that keeps your people's identities out of our systems.

The short version. If you installed Work-mode yourself and no organisation manages it, it runs entirely on your device and never sends anything to us. Work-mode never reads your files, your browsing, your location, your keystrokes, or your app list. When an organisation manages it and turns on the optional Assurance layer, we process only device-health booleans under an opaque ID— and the organisation, not us, holds the map from that ID to a person.

1. Who we are

Work-mode is provided by Captivated Ltd, a company registered in England & Wales (company number 15936109), registered office Electric Works, 3 Concourse Way, Sheffield, S1 2BJ, United Kingdom ("we", "us", "Work-mode"). We are registered with the UK Information Commissioner's Office (ICO) under reference ZC010118. For questions about this policy or your data, contact privacy@work-mode.online.

This policy is written in good faith to describe our actual practices. It covers this website, the Work-mode desktop application, and the Work-mode organisation portal.

2. Our guiding principle

Two commitments are built into the product itself, not just this policy:

  • Free and unmanaged installs never phone home. If you install Work-mode yourself and it is not connected to an organisation, it collects no data for us and makes no network calls to us (beyond checking for a software update when you ask it to).
  • We never store end-user personal content. No file contents, no browsing history, no URLs, no location, no keystrokes, no screenshots, and no inventory of the apps you have installed — in any mode, managed or not.

3. What we collect, by context

a. When you visit this website

We run this site without tracking cookies. For analytics we usePlausible, a privacy-friendly, cookieless service that produces aggregate statistics only — it sets no cookies, does not track you across sites, and collects no data that identifies you individually. Our hosting provider,Cloudflare, processes standard request metadata (such as IP address and user-agent) to serve and protect the site, acting as our processor. We do not build advertising profiles or sell data.

b. When you install Work-mode for yourself (free / unmanaged)

Nothing is collected by us. Your profiles and settings are stored locally on your device (in a local database). A local switch log — a record of when you switched modes — stays on your device for your own awareness and is never sent to us. Uninstalling removes Work-mode and leaves no residue.

c. When an organisation manages Work-mode — administrators

To manage a fleet, an organisation administrator creates a portal account. We process the administrator's work email address (via our sign-in provider) and the configuration they build (wallpapers, app lists, policy settings). For paid plans we process billing details through our payment provider. We hold organisation names, configuration blobs, and licence records — not the personal data of the organisation's end users.

d. When an organisation enables the optional Assurance layer — end users

Assurance is off by default and exists only when an organisation explicitly enables it. When on, the Work-mode agent generates a random opaque enrolment ID (for example wm_5f3c…) that is never derived from your name, hostname, serial number, or any other identifier. Under that opaque ID only, we process:

  • Device-health signals — booleans and short status values such as "antivirus enabled", "firewall on", "disk encryption on", "OS patch currency", "screen auto-lock configured". Never file contents, browsing, location, or a full app inventory.
  • Attestation records — timestamped acknowledgements of policies the organisation defined (e.g. "I have read the Remote Working Policy").
  • Awareness-message receipts — that an organisation message was shown and acknowledged.

The organisation — not Work-mode — holds the map from the opaque ID to a person. We never receive or store that map. This is deliberate: it means we handle pseudonymous data on the organisation's behalf, and only the organisation can re-identify it.

4. What we never collect

In every mode, managed or unmanaged, Work-mode does notcollect: file names or contents; browsing history or visited URLs; your physical location; keystrokes or screen contents; the list of applications you have installed; or any usage telemetry beyond aggregate licence counts. Work-mode is a behavioural nudge, not surveillance, and not a security-enforcement tool.

5. Controller and processor roles

For this website and for administrator accounts, we are thedata controller. For Assurance device-health signals, theorganisation is the controller and Work-mode is aprocessor acting on its documented instructions — we offer a Data Processing Agreement to organisations that enable Assurance.

6. Legal bases (UK GDPR)

  • Contract — to provide the portal and licensed features to an organisation and its administrators.
  • Legitimate interests — to operate, secure, and improve the service, and to enforce licences (a device seat count), balanced against your rights.
  • Consent — where required, for example any optional analytics that are not strictly necessary.

7. Who we share data with (sub-processors)

We use a small number of vetted providers to run the service — for hosting, licensing, billing, and administrator sign-in. We do not sell your data or share it for advertising. The current list, with each provider's purpose and location, is on our sub-processors page.

8. How long we keep data

  • Website logs / analytics — retained only as long as needed for security and aggregate reporting.
  • Administrator accounts & configuration — for the life of the organisation's account, then deleted on request or after closure.
  • Assurance signals & managed configuration — deleted within 12 weeks of the end of the organisation's contract. A device's data is deleted promptly when it is offboarded, and organisations can export their audit pack before deletion.

9. International transfers

Our providers may process data outside the UK/EEA. Where they do, transfers are covered by appropriate safeguards (such as UK IDTA / EU Standard Contractual Clauses). See the sub-processors page for locations.

10. Your rights

Under UK GDPR you have the right to access, correct, delete, restrict, or object to the processing of your personal data, and to data portability. For Assurance signals held under an opaque ID, ask your organisation first (it holds the ID-to-person map); we will assist the organisation as its processor. To exercise a right with us directly, emailprivacy@work-mode.online. You may also complain to the UK Information Commissioner's Office (ICO).

11. Security

Configuration is cryptographically signed and verified by the agent before it is applied. Portal data is held with our hosting provider under access controls. To report a security issue, see oursecurity.txt.

12. Children

Work-mode is a workplace productivity tool and is not directed at children. We do not knowingly collect data from children.

13. Changes to this policy

We will update this page when our practices change and revise the "last updated" date above. Material changes affecting organisations will be communicated through the portal.

14. Contact

Privacy questions: privacy@work-mode.online. General support: support@work-mode.online.