Privacy Policy

This policy explains how Remote Workmate (“we”, “us”) handles personal information in the RWM Code of Conduct portal (the “Portal”), which workmates use to review, acknowledge and sign the Remote Workmate Code of Conduct.

What we collect

• From Google sign-in: your Google account email address and name. We use these only to identify you and to match you to the acknowledgment issued to you. We do not access your Gmail, Drive, contacts, calendar or any other Google data.
• What is entered about you: your name, client account, role/position, and your CSM/team lead’s name and company email address.
• Your acknowledgment record: your answers to the comprehension questions (and how many attempts you made), your typed name, your drawn signature, and the date and time you signed.
• Evidence of signing: your IP address and browser type, recorded when you sign.
• Staff actions: the name, company email and time of the administrator who marks the acknowledgment as received and approved.

Why we use it

To keep a compliance record that you read and understood the Code of Conduct and agreed to follow it, and to produce a signed PDF for Remote Workmate’s HR file. We do not use this information for advertising and we do not sell it.

Who can see it

• You can see your own acknowledgment and download your signed copy once it has been filed.
• Remote Workmate Portal administrators can see all acknowledgments.
• Your CSM receives an email notification with your name, client account and company email when your form is sent and when you sign it. They do not receive your answers or signature.
• Only @remoteworkmate.com Google accounts can sign in. No one else can access the records through the Portal.

Service providers

We use trusted providers to run the Portal: Supabase (database, sign-in handling and file storage), Cloudflare (website hosting),Google (sign-in) and Resend (sending the notification emails). Signed PDFs may also be copied to Remote Workmate’s company file storage (such as Google Drive or Amazon S3) used for HR records. These providers process data on our behalf to operate the Portal.

Google user data

The Portal’s use of information received from Google is limited to identifying you at sign-in (email address and name). We do not share Google user data with third parties except the service providers above as needed to operate the Portal, and we do not use it for advertising or to train AI models.

How long we keep it

We keep signed acknowledgments for as long as they are needed for HR and compliance purposes during and after your engagement with Remote Workmate, and as required by law, then delete them securely.

Security

Access requires Google sign-in. Data is stored in access-controlled, private storage, transferred over encrypted connections, and the signed PDF is generated on the server from the stored record. No system is perfectly secure, but we take reasonable steps to protect your information.

Your rights

Subject to applicable law (including the Philippine Data Privacy Act of 2012 where it applies), you may ask to access, correct or request deletion of your personal information, or raise a concern about how it is handled. Contact us at privacy@remoteworkmate.com.

Changes

We may update this policy. The effective date above shows when it last changed.