Privacy Policy
Version: 0.3 · Last updated: 2026-05-23
This page describes what data the Workjournal service (the “Service”) collects, how it’s processed, and the categories of third parties that handle it on our behalf.
The data controller is Venture Squad Limited, a company incorporated in Gibraltar. Questions or rights requests: support@workjournal.pro.
What we collect
- Account data: your email address and any journal content you create (entries, titles, contributors you invite).
- Authentication state: session identifiers and tokens issued when you sign in or connect an AI agent (Claude Desktop, ChatGPT, Perplexity, or any MCP-compatible tool).
- Legal acceptance: the version number of these Terms of Service and Privacy Policy you accepted and the time you accepted them.
- Semantic search index (all tiers): when you create or edit a journal entry, its title, summary, and body are split into chunks and converted into numeric embedding vectors by an AI inference service (see Subprocessors below). Both the original chunk text and the resulting vectors are stored in our database alongside the entry. This applies to accounts on all plans — Free, Plus, and Pro. The ability to run semantic searches is restricted to Pro, but the indexing step runs for every user so that existing history is already searchable if you upgrade.
- Operational logs: standard request logs (timestamp, IP, path, status code) from our infrastructure providers. We do not log request or response bodies.
How we use it
- To provide the journaling service you signed up for (store entries, authenticate you, sync across devices and connected agents).
- To power AI features, specifically semantic search: we convert your entry content into embedding vectors so that Pro-tier users can search their journals by meaning rather than exact keywords. The conversion is performed by Cloudflare Workers AI on our behalf (see Subprocessors).
- To operate the service securely (rate-limit abuse, investigate incidents).
- To keep a record of which version of our legal agreements you’ve accepted.
- We do not sell data or share data with advertisers. We use a privacy-respecting, self-hosted analytics tool (Umami) on the landing page and web app to count page views and aggregate visitor metrics (browser, operating system, device type, country derived from IP). Umami uses no cookies, sets no persistent identifiers, and does not collect personal data — IP addresses are not stored.
Legal bases for processing (GDPR / UK GDPR)
Where European data-protection law applies to you, the legal bases we rely on are:
- Contract: providing the Service you signed up for, including generating and storing search embeddings as part of the journaling and AI-feature functionality.
- Legitimate interest: operating the Service securely, preventing abuse, and recording legal acceptance.
- Consent: where you explicitly accept these Terms and this Privacy Policy.
- Legal obligation: responding to lawful requests from courts and regulators.
Subprocessors
We use third-party infrastructure providers to run the service. Categories and purposes:
| Category | Provider | Purpose | Data accessed |
|---|---|---|---|
| Database and authentication provider | Supabase | Stores journal content, embedding vectors, and chunk text; handles sign-in | Account email, journal content, entry chunks and embeddings |
| Edge compute, CDN, and AI inference | Cloudflare (Workers, CDN, and Workers AI) | Serves our API and web app; runs the embedding model (@cf/baai/bge-small-en-v1.5) on entry content and search queries | Entry title, summary, and body (in chunks) on every write/edit; raw search query string on Pro semantic search. Cloudflare’s published terms for Workers AI state that inputs are processed only to return the inference result, are not retained, and are not used to train models. We rely on Cloudflare’s representation; we do not have independent telemetry into what Cloudflare does internally. |
| Email delivery provider | (available on request) | Sends transactional email (sign-in links, invitations) | Your email address and the contents of those emails |
| Payments and merchant of record | Paddle | Processes subscription payments for paid plans | Billing details and email address for paid subscribers |
Cloudflare Workers AI may route inference requests to the nearest available GPU region. We do not pin a specific geographic region for inference, which means entry content sent for embedding may be processed at any Cloudflare data centre worldwide. Embeddings (the resulting numeric vectors) are stored in Supabase in the region we configured at provisioning.
A current list of specific named providers is available on request. We review subprocessor changes and update this page if the categories themselves change.
Data retention
- Journal content (entries, journals, workspace data) persists until you delete it or delete your account. On account deletion we remove content within 30 days, subject to backup retention cycles.
- Semantic search index (
entry_chunksrows — chunk text and embedding vectors): these are stored alongside your entries and deleted automatically when the parent entry is deleted (via database cascade). Deleting an entry, a journal, or your entire account removes the associated chunks and embeddings within the same 30-day window as the parent content. - Authentication tokens expire within hours of issuance and are not retained afterward.
- Legal-acceptance records (version + timestamp) are retained for as long as your account exists and for 6 years after account deletion, as evidence of the agreement in force when you used the Service.
- Request logs follow our infrastructure providers’ default retention periods (typically 30 days for edge logs).
- Cloudflare Workers AI does not retain input data after returning the inference result, per Cloudflare’s published terms. We do not have independent verification of this beyond Cloudflare’s representation.
Your rights
You have the right to access, export, correct, restrict, or delete your data, and to withdraw consent. You can request any of these by emailing support@workjournal.pro. We respond within 7 days.
If you are in the UK or EEA and believe we’ve mishandled your data, you can complain to your local data-protection authority.
International transfers
Data may be processed outside your country of residence by our subprocessors. This includes entry content sent to Cloudflare Workers AI for embedding, which may be processed at any Cloudflare data centre globally. Where transfers are made from the UK or EEA, they rely on the UK International Data Transfer Addendum or EU Standard Contractual Clauses as applicable.
Cookies
The web app uses first-party cookies only, for authentication session management (Supabase Auth). We do not use analytics, marketing, or tracking cookies. The landing page and docs use no cookies.
Changes to this policy
Material changes raise the version number. When the version increases we will prompt you to re-accept on your next sign-in. The “Last updated” date above reflects the most recent revision.
What changed in version 0.3 (2026-05-23): Added disclosure of the semantic search (RAG) feature — specifically the all-tier entry embedding process, Cloudflare Workers AI as a new subprocessor for ML inference, storage of entry_chunks (chunk text + embedding vectors) in Supabase, and the associated retention and international transfer implications.
Contact
Privacy questions or rights requests: support@workjournal.pro.
Venture Squad Limited — Gibraltar.