Privacy and data
This is where you answer a subject access request, erase someone at their request, and set how long WorkWing keeps each kind of data in the first place.
Open Settings > Privacy. You need the Tenant Admin role. These are organisation-wide permissions, so a custom role cannot be given them, and there is no way to hand out the search on its own.
The page has four tabs: Data Subject Search, Data Retention, Privacy Audit Trail and Privacy Jobs.
Finding a person
Section titled “Finding a person”Data Subject Search searches by name, email or phone number across customers, resources and users, meaning anyone with a login.
The same human being can turn up more than once, as a customer of one brand and a resource in another. The search finds each of them, and you deal with each separately.
The subject profile
Section titled “The subject profile”Open a result and you get everything WorkWing holds about them in one place:
- Personal Information, the identifying fields themselves
- Related Records, the jobs, locations and anything else attached to them
- Custom Fields, whatever extra your organisation captures
- Consent Preferences, their email and text-message opt-in state
- Location history entries, how many position records are held, for a resource
Work from this page rather than the customer or resource record when someone asks what you hold. It is the whole picture; the record is one part of it.
Giving someone their data
Section titled “Giving someone their data”Export Data builds a file of everything held about that individual. It runs in the background, you are told when it is ready, and Download Export fetches it.
This is the export to send when someone makes a subject access request. It is a different thing from Data export, which pulls whole tables for reporting and migration.
Erasing someone
Section titled “Erasing someone”Anonymize Data strips the personal data and leaves the operational record standing. The job history stays, so your reporting still adds up. The person in it is gone.
Turning a request down
Section titled “Turning a request down”Not every erasure request has to be granted. Decline with Reason records that you received the request, considered it and refused, with your reason, such as a legal hold under GDPR Article 17(3).
Writing it down is the point. An unanswered request and a properly refused one look identical afterwards unless you recorded which it was.
Following a request through
Section titled “Following a request through”Privacy Jobs lists every export and anonymisation you have started, with where each has got to.
| Status | Meaning |
|---|---|
| Pending | Queued |
| Processing | Running now |
| Ready | The export is finished and can be downloaded |
| Completed | The anonymisation is finished |
| Expired | The export file passed its retention period and was removed |
| Failed | Something went wrong |
How long data is kept
Section titled “How long data is kept”Data Retention sets how long WorkWing holds each kind of data before deleting it automatically. Each kind has its own card with a switch and a number of days. Turn the switch off and nothing is cleaned up for that kind.
| What it covers | Shortest you can set |
|---|---|
| Location History: position records for your resources | 7 days |
| Job Attachments: photos and files on completed jobs | 30 days |
| Completed Job PII: personal data in closed and archived jobs | 90 days |
| Notification History: old notification records | 7 days |
| Audit Log PII: personal data inside audit entries | 90 days |
| Data Exports: the export files produced above | 1 day |
| SMS Messages: texts sent to customers and their delivery status | 90 days |
Cleanup runs on its own once a period elapses.
Set the location history period deliberately rather than leaving it. It is the number the mobile app quotes to your resources in its own privacy notice, so it is a promise you are making to your staff. See Availability and settings.
The privacy audit trail
Section titled “The privacy audit trail”Privacy Audit Trail records the privacy work itself: who searched for a data subject, who exported, who anonymised, and which retention cleanups ran.
It is deliberately separate from the general audit log. Being able to show that access to personal data was controlled is the thing an auditor asks for, and it should not be buried in the ordinary run of job edits.
What’s next
Section titled “What’s next”- Audit log: changes across your organisation
- Data export: bulk exports for reporting and migration
- Security policies: location sharing and device rules