Privacy Policy

Who this notice covers

This notice describes personal information handled through Workniva, including visitors, account holders, customer contacts and workers whose organization uses the service. The service operator’s legal identity and contact details are published on the Contact page. For workplace records, your employer or workspace administrator normally determines why information is collected and who may access it; Workniva processes those records to provide the service on the customer’s instructions. Workniva also handles account, billing, support and security information for operating its own business.

Accounts, enquiries and technical information

We handle account identifiers, email addresses, password hashes, organization memberships, roles, authentication and recovery information, and subscription records. Contact enquiries may include your name, company, email, optional phone number and message. Website and security logs may contain IP addresses, request URLs, timestamps, browser details and errors. The contact form also stores a hashed IP value for abuse handling. Do not include passwords, payment credentials or unnecessary employee records in an enquiry.

Workplace information

Depending on enabled features, a customer supplies employee profiles and contact details, branch and shift assignments, attendance events and device identifiers, leave and overtime requests, balances, approvals, expense receipts, asset records, documents, acknowledgements, salary agreements and preparation statements. Documents, receipts and free-text notes may contain personal or sensitive information. Customers must limit uploads to what is necessary and must not upload biometric templates or unnecessary government identity documents.

Field attendance: location and selfies

When you choose Capture location, the browser requests a location reading and accuracy estimate. When you open the selfie camera and take a photo, the image can accompany your submission. Workniva stores capture and receipt times, assigned site, coordinates, accuracy, distance and review flags when available. Authorized reviewers use this evidence to assess attendance. GPS and selfies are not proof of identity or presence. Workniva does not perform facial recognition or continuously track your location; it does not collect fingerprint or facial templates from attendance terminals. Your employer must explain its site policy and any lawful alternative when evidence is unavailable.

Payroll, statutory and banking details

When a customer enables salary preparation, it may record salary structures, statutory profiles (PF/UAN, ESI numbers, professional-tax state, date of birth and gender where a rule depends on them), loans and advances, and employee bank account numbers and IFSC codes. Bank details are stored encrypted and shown in full only to users with payroll access, for generating bank upload files the customer executes through its own bank. Payslips and salary statements are private to the employee and to authorized payroll users; a signed download link expires and is logged. Statutory figures are estimates based on published rules and customer inputs; they are not certified filings. These records are retained for the customer’s statutory record-keeping period and deleted or exported on the customer’s instruction.

Kiosk and shared-device attendance

A kiosk tablet holds only an enrolment credential; employees identify themselves with their employee ID and a personal PIN (stored as a hash), optionally with a selfie the customer requires. Failed PIN attempts are rate-limited and recorded. Kiosk punches are attendance events like any other and are reviewed under the same rules; no biometric templates are read or stored.

Offline field workspace

The field app stores an encrypted copy of employee/workspace details, assigned sites and unsent events, including photos, in your browser. A separate local passphrase unlocks it; that passphrase is not sent to Workniva. The workspace expires 24 hours after setup. Expired local data is removed when the page next runs or its active timer runs; deletion cannot be guaranteed while the browser is closed. Lock the workspace on shared devices. Clearing browser storage or forgetting the passphrase can permanently lose unsent events.

AI and Premium Voice

When you ask the assistant, the configured AI provider receives your question and relevant information your account is permitted to access, which can include workplace records and policy excerpts. Receipt extraction sends the selected receipt to a configured vision-capable provider. Premium Voice sends the recording you choose to submit to Sarvam for transcription; Azure Speech receives speech-friendly answer text for audio generation. You can review a transcript before asking a question. Generated audio is temporarily stored and played through an authenticated route. These are optional features that require configuration and, for voice, separate activation. Do not submit information you are not authorized to share. Provider processing, retention and international transfers depend on the configured provider and its contract; this notice does not promise zero provider retention or exclude provider model training without a verified agreement.

Why information is used

Information is used to authenticate users, provide customer-selected HR and office workflows, process subscriptions, deliver requested communications, investigate support requests, prevent abuse, maintain service security and meet applicable obligations. The relevant lawful basis depends on the processing and applicable law, including consent where required, employment-related lawful purposes where permitted, contractual administration and legal obligations. Agreeing to service terms is not blanket consent for employee monitoring or unrelated marketing.

Sharing and service providers

Authorized people in your organization see information according to their configured role and branch access. Providers may process information for hosting, private storage, email, optional WhatsApp, error monitoring, optional Google login, AI, speech and subscription payments (UPI reference verification today; Cashfree when enabled). Workniva stores payment references, payment status and amounts; bank, card and UPI authorization details are submitted through the payment provider. Do not send card numbers, CVV, UPI PINs or OTPs to Workniva support. Information may also be disclosed when legally required or necessary to investigate misuse, subject to applicable safeguards. See Service Providers for the feature-specific list.

International processing

Hosting and provider configurations can involve processing outside India. We do not promise that all information stays in India. Ask the privacy contact for the current hosting region, enabled providers and transfer arrangements before submitting data subject to location restrictions. Customers must review their own contractual and legal transfer requirements.

Retention and deletion

Account, workplace, billing, support and audit records are retained for service delivery, customer instructions, dispute handling and applicable recordkeeping obligations. The application does not automatically delete all records when a subscription ends. Ask for an export or deletion review. Retention must take account of employer instructions, legal holds and financial records. Field photos and recorded event coordinates have a per-site retention setting of 1–90 days (30 days by default); event times, notes, review decisions and site-policy snapshots remain. Voice answers, transcripts and generated audio normally expire after 30 minutes, configurable from 5 minutes to 24 hours; usage and replay-prevention metadata remain. The application does not persist the original voice recording as a stored file. Expired private evidence is removed by scheduled jobs; failures are queued for retry. Backups and provider copies follow their separate retention schedules and may not disappear immediately with a primary-record deletion.

Your choices, requests and complaints

You can decline browser microphone/camera/location permission, stop recording, delete the local field workspace, and change available notification preferences. Some features will then be unavailable or need manual review. For workplace-record access or correction, contact your employer/workspace administrator first; you may also contact support@workniva.com for help routing a request or for Workniva account, privacy and deletion enquiries. Include the account/workspace and request, not passwords or identity documents unless securely requested. We verify identity and authority before releasing or changing records. Requests to access, correct, delete, withdraw consent or raise a grievance are handled as applicable law requires. Withdrawal affects future consent-based processing, not valid prior processing or legally required retention. You may use available statutory complaint mechanisms; this notice does not restrict them.

Security, children and updates

Workniva uses access controls, HTTPS, private file routes and available MFA to reduce risk. No service can guarantee absolute security. Report suspected unauthorized access promptly to the privacy contact. Workniva is intended for authorized adult business users; it is not a service directed at children. Customers must contact us before using it for workers under 18 so any applicable safeguards can be assessed. We may update this notice as practices change; the version date identifies this text, and material changes should be brought to affected users’ attention. This notice does not claim a security or legal-compliance certification.