Privacy policy
worksorder.ai · effective 28 September 2026
worksorder.ai is a works-order management platform for trade contractors, operated by Agent Integration Ltd, a company registered in England and Wales (“we”, “us”). This policy covers the worksorder.ai portal, the engineer and tenant mobile apps, and our Gmail and Outlook add-ins.
What we collect
- Account data — names, email addresses and phone numbers of contractor staff and engineers who use the platform.
- Operational data — works orders, appointments, certificates, quotes, invoices, and messages processed on behalf of the contractor firm that holds the account. The firm is the data controller for this content; we process it to run the service.
- Location data — engineers on an active job may share their position to power arrival-time updates. Sharing is controlled from the engineer’s device. Journey tracking can include travel between jobs and stops when the engineer switches it off or signs out.
The mail add-ins (Gmail and Outlook)
Our add-ins run beside an email you have opened. When you open a message, the add-in sends the sender’s email address — and, if you ask for a drafted reply, the message subject and body text — to your firm’s worksorder account so it can look up related jobs and draft a response from your firm’s own data. Specifically:
- We only read the message you currently have open, when you have the add-in open. We never scan your mailbox.
- Drafts are placed in your mail client for you to review; the add-in never sends email on your behalf.
- Your Google or Microsoft identity is used only to connect the add-in to your firm’s account. We do not receive your password.
- Message content is processed to produce the reply and is not used to train machine-learning models.
Use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
How we use and share data
We use data solely to provide the service: scheduling, compliance tracking, invoicing, messaging and reporting for the contractor firm you work with. We do not sell personal data. We share it only with the sub-processors that run the service — hosting (Vercel), database and storage (Supabase, EU region), email (Resend), telephony and messaging (Twilio, ElevenLabs), payments and accounting integrations the firm has connected, and AI drafting (Anthropic) and engineer Support chat (OpenAI). Each processes data under contract and only on our instructions.
Engineer AI Support
When you choose to use AI Support, we ask for permission before sending your messages and recent conversation to OpenAI to generate a response. Job records, location, photos and certificates are not automatically attached to this chat. Avoid including unnecessary personal information. We store conversations in your WorksOrder account so you can reopen them, together with usage records to enforce your monthly allowance. You can use the rest of the engineer app without using AI Support. Contact us to request deletion of your support history.
Retention and your rights
Operational records are kept for as long as the firm’s account is active and as required for legal, tax and electrical-compliance obligations. Under UK GDPR you may request access to, correction of, or deletion of your personal data — contact the firm you deal with, or us directly, and we will respond within one month. You may also complain to the ICO (ico.org.uk).