Security & data

Your own workspace

Every company gets its own private Worklynq workspace at its own address (for example yourcompany.worklynq.net), with its own database and its own private file storage. Your data is kept separate from every other customer’s.

Encryption

• Every connection to Worklynq is encrypted (HTTPS).
• Data is encrypted at rest by our cloud providers.
• Uploaded files are kept in private storage.
• The access you grant to connected tools — like API keys and app tokens — is stored encrypted, with an encryption key that belongs to your workspace alone.
• Passwords are never stored, only secure hashes of them.

Who can see what

Your System Admin decides who joins your workspace and what each person can do. Roles and permissions control what everyone can see and change, and Worklynq’s AI follows the same rules: it only answers a person with what that person is allowed to see.

TV screens need no sign-in: each one shows a single store and only the views a manager chose, from a secret link or a code only a signed-in manager can enter. Turning a screen off stops it at once. See TV screens.

Pages in someone’s own My Space stay private to them and the people they share with directly. A page shared with a few people doesn’t become visible to the rest of the company.

On our side, access to production systems is restricted to the people who need it to run and support Worklynq, and it’s logged. Everyone with access is bound by confidentiality.

Signing in and accounts

• Sign-up codes are 6 digits and last 10 minutes. Only the newest code works, and after 5 wrong tries it stops working — ask for a new one.
• Password reset links work once and last 30 minutes. Using one changes your password; it can never create a new account.
• Each sign-up stays with the browser that confirmed the email. Nobody else can finish it, and a workspace is only switched on after Stripe confirms the payment. Card details go to Stripe and never reach Worklynq.
• Sign-in tokens are signed with a private key. Worklynq refuses to start without one, so a token can’t be made up from a publicly known default.
• Your System Admin manages your workspace only. The tools that look after every company’s workspace are limited to a short, named list of Worklynq staff.
• A suspended workspace is closed, not deleted. While it’s suspended nobody can sign in or use it; your data is kept and everything is back when it’s resumed.

More on signing in: Signing in.

AI and your data

• We don’t use your content to train AI models. The AI providers we use process it only to give you results.
• The built-in AI assistant sends only the content needed for an answer to AI models hosted on Amazon Bedrock, and gets the answer back. If your company sets up its own Claude or OpenAI key, the features you point at that model use your account with that provider instead.
• AI works with your access, never more. Whether it’s Worklynq’s AI, Assist, a scheduled report, or your own Claude or ChatGPT connected to Worklynq, AI acts as the person it works for, with their permissions. On top of that, AI never opens other people’s personal pages unless they were shared with that person directly — this applies to System Admins too.
• Connected AI apps are under your control. You approve each app and choose whether it may make changes; your System Admin can make AI read-only or turn connected apps off for the whole company. Everything they do is logged, and disconnecting one stops it within two minutes.
• AI coding agents (Claude, Cursor) run under your account with those providers, on the tickets you hand them and the repositories you connect. Their changes come back as pull requests your team reviews.
• AI output can be wrong, so answers link to their sources and agents never merge their own work.

Connected tools

When you connect a tool, Worklynq can only do what you allow — for GitHub, only the repositories and permissions you grant; for Square, reading sales and orders and clocking people in and out of their own shifts. Your own software connects through a read-only custom app feed over https, with its key stored encrypted. Connected services run under your own account with them, and your System Admin can disconnect any of them at any time.

Where your data lives

Worklynq data is stored in the United States. We use a small number of providers to run Worklynq:

Tools you choose to connect — like GitHub, Claude, or Cursor — work under your own account with them. We give at least 30 days’ notice before adding or replacing a provider that processes your data.

Backups, export, and deletion

• Production databases are backed up automatically.
• Your data belongs to your company. Your administrators can export it.
• If you close your workspace, you have 30 days to export your content. After that we delete it from our systems within 30 days, and from backups within a further 90 days, unless the law requires us to keep something.

If something goes wrong

If there’s ever a breach affecting your data, we’ll tell you without undue delay — and within 72 hours of finding out — with what happened, what’s affected, and what we’re doing about it.

Found a security issue? Please email info@cohesync.com and we’ll look into it right away.

Legal documents

• Privacy Policy — what we collect and why
• Terms of Use
• Data Processing Agreement — for business customers, including EU and UK transfer terms. Need a countersigned copy? Email info@cohesync.com.