This policy explains what Workestra collects, why, where it goes and what you can ask us to do with it. It covers this website (workestra.my) and the Workestra offices that Penxel Studio runs for its customers.
1. Who we are
Workestra is made and run by Penxel Studio, Malaysia ("we", "us"). For questions about this policy or your data, write to hello@workestra.my.
When we run an office for a company, that company decides what its office is used for, and we handle the office's data on its behalf. When a company runs Workestra on its own server, that company is responsible for the data in it, and this policy applies only to what reaches us.
2. What we collect
- Account details: your name, email address and a scrambled (hashed) copy of your password, plus two-factor and passkey details if you turn them on.
- What you put in your office: the agents, roles and skills you set up, your chats with agents, tasks and their threads, files you attach, your projects, the office's memory and the short profile agents keep about you and your business.
- Data from apps you connect: only after you press Connect and agree on Google's own screen. Section 3 describes this in full.
- AI usage records: which agent ran, on which AI engine and model, how many tokens it used and what it cost, so you can see your usage.
- Technical records: server logs with IP addresses, browser details and errors, which we keep to run the service safely and fix problems.
- Messages you send us: if you write to hello@workestra.my, we keep the email to answer it.
This website has no analytics, no advertising and no tracking cookies. It loads fonts from Google Fonts and scripts from public code libraries (cdnjs, jsDelivr and unpkg), which receive your IP address as part of delivering them.
3. Google user data
An office owner can connect one Google account per app. Workestra asks Google only for these permissions:
| App | Permission requested | What agents do with it |
|---|---|---|
| Gmail | gmail.readonly, gmail.compose, gmail.modify | Search and read your email to do the tasks you give them, save draft replies, mark email read, add your labels, and propose emails to send or messages to archive or move to Trash. An email is sent, and a message archived or moved to Trash, only after you approve it in Workestra. Workestra never deletes email permanently. |
| Google Calendar | calendar.events, calendar.calendarlist.readonly | Read your calendars, events and free time, and add events that invite nobody else. An event with guests, or a change to one of your own events, waits for your approval. |
| Google Drive | drive.readonly, drive.file | Find and read your files to do the tasks you give them, and create new Google Docs in a folder named Workestra. Agents never change, share or delete your existing files. |
We also receive your Google account's email address (openid, email) to show which account is connected.
Limited Use. Workestra's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:
- We use Google data only to provide the features you use in your office, as described above.
- We transfer Google data only to the AI engine your office uses, and only the part an agent needs for the task you gave it (Section 4), or where the law requires it.
- We never use Google data for advertising, never sell it, and never use it to train or improve AI models, ours or anyone else's.
- No person at Penxel Studio reads your Google data unless you ask us to (for example, to help with a problem), it is needed for security or to investigate abuse, or the law requires it.
Keeping and removing access. Google's access and refresh tokens are stored encrypted and are never shown to agents, written to logs or put into AI prompts. Press Disconnect on the Apps page and Workestra withdraws the access at Google and deletes the stored tokens. You can also remove access from your Google Account at any time under Security, Third-party apps.
4. AI engines
Agents do their work by sending instructions and the relevant content (for example, the email an agent was asked to answer) to the AI engine your office is connected to. Depending on your setup, that is Anthropic's Claude (through your own Claude plan or an API key), OpenAI or DeepSeek. Each provider processes that content under its own terms and privacy policy, and under the account or key you connected. Where a provider lets us ask, we ask it not to keep the requests. API keys you add are stored encrypted, shown only in shortened form and never put into a prompt.
5. How we use information
- To run your office: carry out the tasks you and your agents create, keep the board, chats and memory, and send you the alerts you set up.
- To keep the service secure and working, and to fix problems.
- To answer your messages and tell you about important changes to the service.
We do not sell personal data, and we do not use your office's content to train AI models.
6. Who we share it with
We share data only with the services needed to run Workestra: our server host, Cloudflare (for this website, DNS and service monitoring), our email provider (for account and alert emails), the AI engines your office uses (Section 4), and the apps you connect, such as Google and Telegram. We may also disclose data where Malaysian law requires it.
7. How we protect it
Traffic is encrypted with HTTPS. Passwords are hashed, and connection tokens, API keys and other secrets are stored encrypted. Agents work inside limits set in the software: what they may do alone, what needs your approval and what they can never do. Only the people who run the service at Penxel Studio can reach the servers.
8. How long we keep it
We keep your office's data while your office is active. You can delete tasks, files, memories and skills yourself at any time. When an office closes, or when you ask us to delete your data, we delete it within 30 days. Server backups are kept for 30 days and then overwritten. Data an agent already used in a task (for example, a summary of an email) stays in that task until you delete it or the office closes, even after you disconnect the app.
9. Your rights
Under Malaysia's Personal Data Protection Act 2010 you can ask to see the personal data we hold about you, have it corrected, withdraw your consent, or have it deleted. Write to hello@workestra.my and we will answer within 21 days. If your office is run by your employer or another company, you may also contact them.
10. Children
Workestra is a business tool for adults. It is not meant for anyone under 18, and we do not knowingly collect data from children.
11. Changes to this policy
If we change this policy, we will update the date at the top of the page and, for important changes, tell office owners by email before they take effect.