Privacy Policy

Last Updated: June 25, 2025

1. Introduction

At WinLog ("we," "us," or "our"), we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our achievement tracking service.

We encourage you to read this Privacy Policy carefully to understand our practices regarding your personal data. By accessing or using WinLog, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

2.1 Personal Data

We may collect the following types of personal data:

  • Account Information: Name, email address, password, profile picture, and other information you provide when creating an account.
  • Professional Information: Job title, company name, department, skills, and other professional details you choose to provide.
  • Achievement Data: Information about your professional achievements, including descriptions, dates, impact levels, categories, and any supporting evidence you upload.
  • Usage Data: Information about how you use WinLog, including features accessed, time spent, and interactions with the platform.
  • Communication Data: Information from your communications with us, including customer support inquiries and feedback.

2.2 Automatically Collected Information

When you use WinLog, we automatically collect certain information, including:

  • Device Information: IP address, browser type, operating system, device type, and other technical information.
  • Log Data: Access times, pages viewed, features used, and other system activities.
  • Cookies and Similar Technologies: Information collected through cookies, web beacons, and similar technologies. For more information, please see our Cookie Policy section below.

2A. Browser Extension Data Collection

2A.1 Extension Permissions and Data Access

Our WinLog browser extension requires specific permissions to provide its functionality. We are committed to transparency about what data our extension accesses and how it's used:

  • Active Tab Access: The extension can access the URL and selected text of your current browser tab, but only when you explicitly choose to use our context menu features ("Log to WinLog" or "Generate Achievement with AI").
  • Local Storage: We store authentication tokens, user preferences, and temporary data (such as selected text before logging) locally in your browser to provide a seamless experience.
  • Cookies Access: The extension accesses cookies only for our own domain (api.winlog.ai) to maintain your login session and authenticate API requests.
  • Context Menus: We add options to your browser's right-click menu to allow quick achievement logging from selected text on any webpage.

2A.2 Content Scripts and Background Processing

Our browser extension includes:

  • Content Scripts: Run on all websites you visit but remain completely passive unless you explicitly interact with WinLog features. They do not automatically collect, analyze, or transmit any data from web pages.
  • Background Service Worker: Handles context menu creation and temporarily stores selected text when you choose to use our achievement logging features. This worker only processes data when you explicitly trigger WinLog functionality.

2A.3 What We Do NOT Collect Through the Extension

It's important to note what our extension does NOT do:

  • We do not track your browsing history or monitor websites you visit
  • We do not automatically read or collect content from web pages
  • We do not inject advertisements or modify website content
  • We do not collect data from web pages unless you explicitly select text and choose to log it as an achievement
  • We do not share selected text with third parties other than our own API for achievement processing

2A.4 Extension Data Processing

When you use the extension's context menu features:

  • Selected text is temporarily stored locally in your browser
  • When you open the WinLog popup, this text is used to pre-populate achievement forms or AI generation prompts
  • Text is only sent to our servers when you explicitly choose to save an achievement or request AI processing
  • Temporary storage is cleared after processing or when you close the extension popup

3. Cookies and Tracking Technologies

3.1 What Are Cookies

Cookies are small text files that are placed on your device when you visit a website. They are widely used to make websites work more efficiently and provide information to website owners.

3.2 How We Use Cookies

We use cookies for the following purposes:

  • Essential Cookies: Necessary for the website to function properly.
  • Preference Cookies: Enable us to remember your preferences and settings.
  • Analytics Cookies: Help us understand how visitors interact with our website.
  • Marketing Cookies: Used to track visitors across websites to display relevant advertisements.

3.3 Third-Party Analytics

We use Google Analytics, a web analytics service provided by Google LLC ("Google"). Google Analytics uses cookies to help us analyze how users use our website. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States.

Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators, and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf.

We have activated IP anonymization, which means your IP address will be truncated within EU/EEA member states before being transferred to the US. Only in exceptional cases will the full IP address be transferred to a Google server in the US and truncated there.

You can prevent Google's collection and use of data by downloading and installing the browser plugin available from the Google Analytics Opt-out Browser Add-on page.

3.4 Your Cookie Choices

You can control and manage cookies in various ways. You can:

  • Accept or decline cookies through our cookie consent banner
  • Modify your browser settings to accept, block, or notify you about cookies
  • Delete cookies from your device at any time

Please note that if you choose to block or delete cookies, some features of our website may not function properly.

4. How We Use Your Information

We use your personal data for the following purposes:

  • Provide and Improve Services: To deliver WinLog's features, personalize your experience, and enhance our services.
  • AI-Powered Features: To power our AI suggestions for achievement descriptions, pattern recognition, and skill development insights.
  • Communication: To respond to your inquiries, send service-related announcements, and provide customer support.
  • Marketing: With your consent, to send promotional materials about new features, offers, and updates.
  • Analytics: To analyze usage patterns, monitor performance, and improve our platform.
  • Security: To detect, prevent, and address technical issues, fraud, and security breaches.
  • Legal Compliance: To comply with applicable laws, regulations, and legal processes.

5. Data Sharing and Disclosure

We may share your information in the following circumstances:

  • With Your Consent: When you explicitly authorize us to share your achievements or other information.
  • Service Providers: With third-party vendors who provide services on our behalf, such as hosting, analytics, and customer support.
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, where your data may be transferred as a business asset.
  • Legal Requirements: When required by law, regulation, legal process, or governmental request.
  • Protection of Rights: To protect our rights, privacy, safety, or property, and that of our users or others.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, access controls, regular security assessments, and employee training.

While we strive to protect your personal data, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

6A. Data Protection and Compliance

WinLog adheres to internationally recognised principles of data protection, including those set out in the EU General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). In practice, this means:

  • Lawfulness, Fairness & Transparency: We only process personal data where we have a lawful basis and always explain our processing activities in clear language.
  • Purpose Limitation: Data is collected for specified, explicit, and legitimate purposes and is not further processed in a manner incompatible with those purposes.
  • Data Minimisation: We collect and retain only the data that is necessary to deliver and improve our services.
  • Accuracy: We take reasonable steps to ensure personal data is accurate and up to date, offering easy mechanisms for users to correct or delete inaccurate data.
  • Storage Limitation: Personal data is kept no longer than necessary, as described in Section 7 (Data Retention).
  • Integrity & Confidentiality: We apply appropriate technical and organisational security measures, conduct regular penetration tests, and maintain an ISO-27001-aligned information security programme.
  • Accountability: We maintain detailed records of our data processing activities and regularly train employees on privacy best practices.

7. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When determining retention periods, we consider:

  • The amount, nature, and sensitivity of the personal data
  • The potential risk of harm from unauthorized use or disclosure
  • The purposes for which we process the data
  • Whether we can achieve those purposes through other means
  • Legal, regulatory, and contractual requirements

8. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal data:

  • Access: Request access to your personal data.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request deletion of your personal data in certain circumstances.
  • Restriction: Request restriction of processing of your personal data.
  • Data Portability: Request transfer of your personal data to you or a third party.
  • Objection: Object to processing of your personal data in certain circumstances.
  • Withdraw Consent: Withdraw consent where we rely on consent to process your data.

To exercise these rights, please contact us at [email protected]. We will respond to your request within the timeframe required by applicable law.

9. International Data Transfers

Your personal data may be transferred to, and processed in, countries other than the country in which you reside. These countries may have data protection laws that differ from your country.

When we transfer your personal data internationally, we implement appropriate safeguards in accordance with applicable law, including standard contractual clauses approved by relevant authorities.

10. Children's Privacy

WinLog is not intended for children under the age of 16. We do not knowingly collect personal data from children under 16. If you become aware that a child has provided us with personal data without parental consent, please contact us, and we will take steps to delete such information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated Privacy Policy on our website and updating the "Last Updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about our data practices.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: [email protected]
Address: WinLog Privacy Office, 182-184 High Street North, East Ham, London E6 2JA, United Kingdom