Privacy & legal
15 questions
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Yes. Personal data is processed under the GDPR (Regulation (EU) 2016/679) and the French Data Protection Act of 6 January 1978, as our terms of use state.
- Who is responsible for what. For your world, you are the data controller: you decide who can register, and what their data is used for and why. WorkAdventure is your data processor for everything it does on your instructions: hosting the world, storing the accounts, running the chat server, relaying video streams. For a few platform-wide activities that are our own decision (security, abuse prevention, infrastructure monitoring and platform analytics), WorkAdventure acts as an independent data controller.
- A Data Processing Agreement. Where WorkAdventure processes personal data on your behalf, a Data Processing Agreement forms part of the contract.
- Hosting in the EU. The platform and the data it stores for regular operation are hosted by OVHcloud in Gravelines, France. Our hosting providers and sub-processors are listed on our sub-processors page.
- A privacy notice for your users. Every world gets a privacy policy generated from its configuration, on every plan. Choosing the purposes for which you use your members’ and visitors’ data is a premium feature. See Configuring your privacy policy.
- Privacy by design. Audio and video are not recorded unless a user explicitly starts a recording, and WorkAdventure does not use or analyse the content of your communications.
The rights your users have under the GDPR, and how to exercise them, are described in our privacy policy.
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WorkAdventure’s privacy policy is at workadventu.re/privacy-policy. It describes the data we process, where it is hosted, the technical and organisational measures that protect it, and your rights under the GDPR. Our hosting providers and sub-processors are listed on the sub-processors page.
Each world also has its own privacy policy, generated from the world’s settings. It names the organisation that runs the world as data controller, and it is shown to visitors when they register. See Configuring your privacy policy.
For any request about privacy, write to [email protected] or use our contact page.
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Our cookie policy lists the cookies and similar technologies (web beacons, tracking pixels) that the workadventu.re website may use: analytics cookies, the first-party cookies the site needs to work, and personalisation, security, site management and third-party cookies.
On the website, your consent is collected by Sirdata, our consent management platform, which lets you accept or refuse data collection. You can also remove or block cookies in your browser settings; some features of the site may then stop working.
In the WorkAdventure application, usage analytics are stored on WorkAdventure’s own servers in France and are not shared with any third party (see our privacy policy).
For any request about cookies, contact us.
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No. Audio and video streams in WorkAdventure are relayed in real time between participants and are never written to disk by WorkAdventure. When the conversation ends, no audio or video remains on our servers.
The only exception is an explicit recording, available on premium plans: when a participant starts a recording in a bubble or a meeting room, the resulting file is stored by WorkAdventure, in an encrypted storage bucket in Gravelines, France. Every participant is notified when a recording starts and when it stops. Only the user who started the recording can view it, download it and delete it. A recording is kept for 3 months, or until that user deletes it, whichever comes first. Administrators can disable recording for a whole world. See Recording meetings.
Video quality statistics (for instance connection quality and packet loss) are collected to help us diagnose issues; they contain no media and are kept for three months.
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Yes, and without asking us.
- Members and visitors: each list can be exported as a CSV file directly from the dashboard (members, visitors). The members file can be edited and imported back.
- Chat messages: WorkAdventure’s chat is built on the open Matrix protocol. Each user can connect a standard Matrix client such as Element to their WorkAdventure account and export their conversations from there.
- Recordings: the user who made a recording can download it from the Recordings section of the app, until it is deleted after 3 months (Recording meetings).
- Maps and assets: maps built with Tiled are files (maps, images, scripts) that you upload, so you already hold the source. Changes made with the built-in map editor are stored in WorkAdventure’s map storage. The map storage API can be used to download the map customization file (WAM file).
If you need an export in another form, contact us.
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Yes, on paid plans. WorkAdventure commits to a Service availability of at least 99.9% measured over each calendar month. The commitment is part of our terms of use — there is no separate contract to sign.
Two things are excluded from the measurement: scheduled maintenance, and events beyond our reasonable control — in particular your own network, third-party infrastructure and force majeure.
Scheduled maintenance is announced four (4) calendar days in advance. We keep it outside business hours (9 a.m. to 6 p.m. Paris time) as far as possible, and it never exceeds four consecutive hours during business days and hours. Routine backups and updates do not, as a rule, require an interruption.
You can check availability yourself, at any time, on our live status page.
The Free plan is provided without any availability commitment or service level. It is the same platform, but we give no guarantee as to its availability or continuity, and we may suspend or change it at any time.
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Thank you for looking. Please report vulnerabilities privately, so that we can fix them before they are disclosed.
Send the details by e-mail to [email protected]. You may also ping us in a GitHub issue to say that you have sent a report, but please put no details in the issue: anything posted there is public.
We assess every report as soon as possible, on a best-effort basis, and give you an estimate of when a fix and a release will be available, ahead of any public disclosure. Security patches are applied to the latest tagged release (which is what runs on play.workadventu.re) and to the
masterbranch; we do not patch past releases. We do not run a bug bounty program.The full policy is in the SECURITY.md file of the WorkAdventure repository.
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WorkAdventure backs up its database every day. Backups are kept for 30 days in a bucket encrypted at rest, hosted with a different provider than the database itself, so that an incident at one provider cannot take both the data and its backup.
Backups are only useful if they restore. Our CI/CD pipeline restores the latest backup on every deployment, automatically, so a broken backup is detected within a working day rather than on the day we need it.
Files uploaded to the map storage (maps, images) are stored in redundant object storage at the hosting provider. Since you own your maps, we also recommend keeping your map sources in your own version control, as most of our customers do.
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WorkAdventure is a multi-tenant platform. Each customer’s data belongs to a world, and separation is enforced at two levels.
In the database, every table holding world data carries a world identifier, and the filter on that identifier is applied automatically by the data access layer rather than by each individual query. A query cannot forget to scope itself to your world.
Files (maps, uploaded assets, recordings) are stored in separate object storage buckets, each accessed through its own domain name, so a file from one world is never served under another world’s address.
If logical separation is not enough for your context, WorkAdventure can also be self-hosted on infrastructure that is entirely yours.
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World data (members, visitors, configuration, uploaded files) is kept for as long as it is needed to provide the service. When a paid subscription ends, the world is not deleted: it falls back to the free plan, so that you do not lose your data by letting a subscription lapse.
Deleting a world is self-service. A world administrator can delete the world at any time from the dashboard, and this permanently deletes all the data attached to it. If you want your data removed at the end of a contract, this is the way to do it, and no request to our support is needed.
Individual users can update their personal data at any time from their profile screen, and world administrators can remove a member from their world.
Recordings are deleted automatically after 3 months, and analytics data is kept for 3 months. Logs are deleted automatically at the end of their retention period, between one week and one year depending on the log (see What does WorkAdventure log?). How we handle personal data is described in our privacy policy.
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In transit, every connection to WorkAdventure is encrypted. Web traffic uses HTTPS with HSTS. Audio and video use WebRTC, which encrypts media with DTLS and SRTP, whether the stream goes peer-to-peer or through our media servers.
Chat messages in a private chat room can additionally be end-to-end encrypted, when encryption is turned on for that room. WorkAdventure’s chat is built on the Matrix protocol and supports its end-to-end encryption, so that encrypted messages are readable only on the participants’ devices and by no one else (including WorkAdventure’s administrators). Once turned on, encryption cannot be turned off for that room. See Using the chat.
At rest, stored files are encrypted with AES-256 server-side encryption, using keys managed by the hosting provider (OVHcloud or AWS, depending on where the file lives). Database backups are stored in an encrypted bucket at a different hosting provider than the database itself.
The full list of measures is in the security section of our privacy policy.
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WorkAdventure does not hold an ISO 27001 or SOC 2 certification itself. We are a small company, and we have chosen to invest in the measures rather than in the audit of them.
Our hosting providers do hold these certifications. OVHcloud, which hosts the platform and the data it stores for regular operation, is ISO 27001 and ISO 27017 certified and SOC 1/2/3 audited. AWS, which hosts our TURN servers and part of the map storage, and Hetzner, which hosts our LiveKit server, are ISO 27001 certified. Their certificates are linked from our sub-processors page. LiveKit Cloud, which relays some real-time traffic through its SFU servers, is SOC 2 Type II certified.
The technical and organisational measures WorkAdventure applies on top of that infrastructure are described in the security section of our privacy policy.
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WorkAdventure keeps two kinds of logs.
- Technical logs (server and infrastructure logs) are kept between one week and three months, depending on their nature. Those logs are centralised in a logging platform hosted outside the production cluster (OVHcloud Logs Data Platform). Once written, a log entry cannot be modified or deleted by anyone at WorkAdventure, which is what makes it usable as an audit trail. Read access is limited to the infrastructure team. Logs are deleted automatically at the end of their retention period.
- Application logs (access logs, activity logs) are kept between three months and one year: three months for video quality statistics, one year for access logs.
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The WorkAdventure platform and all the data it stores for regular operation (user accounts, list of members, world configuration, analytics) are hosted by OVHcloud in the Gravelines data center, France. Files you upload through the map storage (maps, images) are stored in object storage buckets, either at OVHcloud or at AWS in Ireland, depending on the type of file. Recordings are stored in an encrypted bucket in Gravelines, France.
Audio and video are relayed in real time and are never written to disk, unless a user explicitly starts a recording (see Are calls recorded?). Depending on the world, the streams go through either a LiveKit server that WorkAdventure operates at Hetzner in Falkenstein, Germany, or through LiveKit Cloud. Peer-to-peer connections are relayed, when needed, by our TURN servers at AWS in Ireland or by TURN servers hosted by Cloudflare (see Preparing your network).
The complete and current list of our hosting providers and sub-processors, with the certifications each one holds, is on our sub-processors page. If your requirements exclude any hosting by WorkAdventure, the platform can also be self-hosted entirely on your own infrastructure.
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Access to production systems is limited to the engineers who operate the platform. There are no shared accounts: every engineer connects with a personal account, using either a personal private key or a login and password with multi-factor authentication.
Some data is out of reach even for them. Audio and video are relayed in real time and never stored unless a user explicitly starts a recording, and messages in a private chat room can be end-to-end encrypted with the Matrix protocol, in which case they are readable only on the participants’ devices: no one at WorkAdventure, with or without production access, can read them (see Is my data encrypted?).
Every employee and contractor is bound by a confidentiality clause in their contract, and is made aware of data protection obligations when they join. When someone leaves, their credentials are removed following a documented leaver checklist.
Data protection at WorkAdventure is owned by David Négrier, CTO and co-founder, who is your point of contact for any privacy or security question. You can reach him through our contact page.
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