Privacy Policy

1.1Account Information

• Name
• Email address
• Telephone number
• Company or organization name
• Job title or role
• Account and login information
• User identification information required to manage access to WorkXel

1.2Customer and Work Data

• Projects
• Tasks and subtasks
• Project timelines and schedules
• Task assignments
• Work allocations
• Project progress and status information
• Comments and communications
• Project and task chat messages
• Files and attachments
• Organization-wide and team-wide notifications
• Information relating to employees, team members, customers, suppliers or other persons entered by the customer
• Other information voluntarily entered into WorkXel by authorized users

Customers are responsible for ensuring that they have the necessary authority and permissions to enter, upload or otherwise provide such information to WorkXel.

1.3Payment Information

Payments for WorkXel subscriptions may be processed through third-party payment service providers, including PayHere. Payment card and other payment details are processed by the relevant payment provider. Sasri Smart Solutions does not intentionally store complete payment card numbers, CVV numbers or similar sensitive payment credentials on WorkXel systems.

1.4Subscription and Service Information

We may collect and process information needed to administer the WorkXel subscription and service relationship, including subscription status, selected user and resource quantities, subscription start and expiry dates, trial status, payments, invoices or billing records, cancellation information, and service-access status.

1.5Technical and Usage Information

• IP address
• Browser type and version
• Device and operating system information
• Login and access times
• Application activity and usage information
• Error reports and diagnostic information
• Security-related information
• Information necessary to maintain and improve the performance of WorkXel

We may use collected information and customer data to:

• Create and manage WorkXel accounts
• Provide, operate and maintain the WorkXel service
• Manage subscriptions, trials, resource allocations and account status
• Process subscription payments and maintain billing records
• Provide customer support
• Communicate important service, account and subscription information
• Maintain system security
• Detect and prevent fraud, abuse and unauthorized access
• Diagnose and resolve technical problems
• Improve WorkXel features, reliability and performance
• Manage service access during subscription expiry, grace periods and account restoration
• Comply with legal and regulatory obligations
• Enforce our Terms & Conditions

We may also use aggregated or anonymized information for analytics, research, service improvement and business planning.

Customers retain ownership of the business information and content that they or their authorized users enter into WorkXel. Sasri Smart Solutions does not claim ownership of Customer Data.

We process Customer Data primarily for hosting, storing, transmitting, securing, backing up, maintaining and providing the WorkXel service, and for other purposes described in this Privacy Policy or the applicable WorkXel Terms & Conditions.

We will not sell Customer Data or personal information to third parties.

We may share information with trusted third-party service providers where reasonably necessary to operate, secure and support WorkXel. These may include providers of:

• Cloud hosting and infrastructure
• Database and storage services
• Authentication services
• Email and communication services
• Payment processing
• System monitoring and analytics
• Security and fraud prevention services

We may also disclose information where required to:

• Comply with applicable laws or legal obligations
• Respond to valid legal requests or court orders
• Protect the rights, property or safety of Sasri Smart Solutions, WorkXel, our customers or others
• Investigate security incidents, fraud or misuse of the service
• Support a merger, acquisition, restructuring or transfer of business assets, where permitted by law

WorkXel may use cookies, session technologies and similar mechanisms to:

• Keep users securely signed in
• Maintain application functionality
• Remember user preferences
• Improve security
• Analyze service performance and usage

Users may control certain cookies through their browser settings. Disabling cookies may affect the availability or functionality of certain features.

We take reasonable technical and organizational measures to protect personal information and Customer Data from unauthorized access, alteration, disclosure, loss or destruction.

Security measures may include appropriate authentication, access controls, secure communication, sensitive-data encryption, system monitoring, backups and other reasonable security practices.

WorkXel uses encryption to protect sensitive information stored and handled within the Service. Depending on the type of information and functionality involved, sensitive information includes, but is not limited to:

• Project data
• Project and task chat data
• File attachments
• Organization-wide notifications
• Team-wide notifications

Certain sensitive information may be encrypted using individual user access keys associated with authorized users. Individual access keys may be required to recover access to encrypted information.

Users are responsible for securely retaining their individual access keys and applicable recovery information. Sasri Smart Solutions may not be able to recover or decrypt certain encrypted information if the required access keys are lost, destroyed or otherwise unavailable.

Users should not disclose, share or unnecessarily expose their access keys. No internet-based service, electronic storage system or security method can be guaranteed to be completely secure.

We retain customer information and data for as long as reasonably necessary to provide the WorkXel service and meet legitimate business, security and legal requirements.

When a paid subscription expires, a two (2) week grace period is provided. During the grace period, existing users may continue working with existing projects, while creation of new projects and addition of new members or guests are restricted.

After the two-week grace period, only the Organization Owner is permitted to log in until the subscription is renewed and access is restored.

Organization data is retained on WorkXel servers for 90 days from the original subscription end date. This 90 day period is measured from the subscription end date, not from the end of the two-week grace period.

If the subscription is not renewed within the 90 days retention period, Organization data may be automatically and permanently deleted from active WorkXel systems. Once permanently deleted, Sasri Smart Solutions may not be able to restore or recover the data.

Data may remain temporarily in system backups after deletion, subject to normal backup-retention, security, legal and technical requirements.

Customers are responsible for exporting or backing up information they wish to retain before the applicable deletion period expires. Because certain information may depend on individual access keys for recovery or decryption, customers and users should also retain applicable access keys securely.

The applicable WorkXel Terms & Conditions and Refund & Cancellation Policy contain additional provisions concerning subscription cancellation, renewal, grace periods, refunds and data retention.

Depending on the cloud infrastructure and third-party services used to operate WorkXel, information may be stored or processed in countries outside Sri Lanka.

Where information is processed internationally, we will take reasonable steps to use appropriate security and privacy safeguards.

Subject to applicable law, users may contact us to:

• Request access to personal information held by us
• Request correction of inaccurate personal information
• Request deletion of applicable personal information or account data
• Ask questions about how information is processed
• Raise privacy-related concerns or complaints

Requests may be subject to applicable legal requirements, contractual obligations, security considerations, and operational or technical limitations applicable to the WorkXel service.

WorkXel may use or integrate with third-party services. These services may have their own privacy policies and terms.

Sasri Smart Solutions is not responsible for the privacy practices of third-party services that are outside our control. Users are encouraged to review the applicable policies of those services.

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements or business practices.

The latest version will be published on the WorkXel website with an updated effective date. Where appropriate, material changes may also be communicated through the Service, website, email or other suitable means.