Privacy FAQs

ww5 is committed to providing you with the information and tools that you need to meet data and privacy obligations. Below, you'll find resources related to our Privacy Policy and specific data protection laws:

Workspace settings

The Workspace settings page is where members can review info about workspaces that they've joined. Here's what you'll find there:

  • Your workspace owners and admins plus their contact info
  • Your workspace’s subscription
  • Message and file retention policies
  • Available data export options

💡 Read more about the Workspace settings page

Delete your ww5 account

If you're ready to permanently leave a workspace, members can deactivate their account and ask a workspace owner to delete their profile information

Delete a workspace

A workspace primary owner can delete their workspace. Read more about deleting a workspace and our security practices.

Transfer ownership of a workspace

The workspace primary owner can transfer ownership of their workspace.

Message and file retention

On the free version of ww5, you’ll have the option to choose whether messages and files are deleted after 90 days, or whether messages and files (including edits) are kept for a year.

On paid subscriptions, the default message and file retention setting is to keep everything for as long as the paid workspace exists. Workspace owners can customise their retention policies. They can choose to set a customised time frame for keeping messages and files, and they can also choose to retain all versions of an edited or deleted message.

Edited and deleted messages

On the Free subscription, if you have the option to edit messages, only the most recent version will remain. On paid subscriptions, workspace owners or admins can choose to keep a log of all edited messages. Visit your Workspace settings to confirm which option your workspace has enabled.

Data storage

Where is my data stored?

ww5 is hosted with Amazon Web Services and the default location is AWS US. The data centre hosting location applicable to each ww5 customer can vary if an organisation uses our data residency feature. Data residency for ww5 allows global teams to choose the region where certain types of data at rest are stored. To learn more, visit Data residency for ww5.

Please note that the other categories of data, ‘Other Information’, as defined in ww5’s privacy policy are processed in the US. To support delivery of our Services, ww5 may engage subprocessors. A current list of subprocessors for the Services, including the identities of those subprocessors and their country of location, is accessible via /ww5-subprocessors

You can also find information regarding data transfers in the following resources:

Does the GDPR require EU personal data to stay in the EU?

The GDPR does not require EU data to reside in the European Union. ww5’s data processing addenda and the European Union’s Model Clauses (Standard Contractual Clauses) will continue to ensure compliance for EU personal data transfers outside the EU. Our data processing addenda are available to all customers, regardless of the ww5 subscription that they are using.

Data transfers between Europe and the US may also be covered by the EU-US Data Privacy Framework. Through Salesforce, ww5 participates in the EU-US Data Privacy Framework (DPF), the UK Extension to the EU-US DPF and the Swiss-US DPF, as described in detail here. More information about the DPF can be found at https://www.dataprivacyframework.gov/Program-Overview

How secure is my data on ww5?

ww5 is committed to ensuring that our infrastructure is secure, redundant and reliable, while providing your team with tools to administer your environment. We are proud to exceed the industry standard when it comes to protecting your organisation, and we've outlined many of our security practices and certifications on our website.

Is my data encrypted?

ww5 provides data encryption in transit and at rest. Read more about our approach to security.

Data exports and ownership

Who owns the data that’s submitted to a workspace?

A Customer owns and controls all content submitted to their workspace. ww5 processes customer data on behalf of the Customer.

What export tools are available with ww5, and who can use them?

  • All subscriptions

    On any plan, workspace owners and admins can export all data (messages and files) from public channels.

  • Business+ subscription

    Workspace owners can request access to a tool that will download all content from public and private channels.

  • Free and Pro subscriptions

    The option to download all workspace data is available to workspaces on the Free and Pro subscriptions under limited circumstances only. We require workspace owners on these subscriptions to apply for data exports, undergo a strict review process and provide (a) valid legal process, (b) consent of members or (c) a requirement or right under applicable laws.

  • Enterprise Grid and Enterprise+ subscriptions

    Discovery APIs allow eligible ww5 customers to use third-party applications to export, retain or archive messages and files that have been submitted to ww5. This includes messages and files that have been migrated to a ww5 Enterprise Grid org.

💡 Visit Guide to ww5 import and export tools to learn more.

How do I delete personal information from ww5?

When you’re ready to permanently leave a workspace, you can deactivate your account and ask a workspace primary owner to remove your profile information. (A workspace primary owner can contact ww5 on your behalf to complete this.) ww5 will only delete member profile information at the request of a primary owner. If that’s you, and you’ve been asked to delete a member’s profile, you can get in touch with us at feedback@ww5.com.

Before you deactivate your account, you can also remove any profile information that you like, such as your name and email address. Depending on your workspace's settings, you may be able to delete messages and files that you've shared. Get in touch with a workspace owner or admin if you have any questions about editing and deletion settings.