Plain-language summary: We collect what we need to run your hosting account and provide support. We do not sell your data. Your prompts to AI-assisted tools are processed through your own AI provider API key. You can request access to, correction of, or deletion of your personal information at any time.
Introduction
EasWrk ("EasWrk," "we," "our," or "us") operates easwrk.com, my.easwrk.com, and associated subdomains. This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with our services.
This policy applies to all visitors to our websites, registered customers, and users of EasWrk services. It does not apply to third-party websites linked from our pages.
By using EasWrk services, you consent to the practices described in this policy. If you do not agree, please do not use our services.
Who We Are
EasWrk is a managed web hosting provider operating in Canada. Our services are delivered from Canadian-based infrastructure. We are subject to the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, provincial privacy legislation including Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25).
For privacy questions or to exercise your rights, contact our privacy officer at admin@easwrk.com.
What We Collect
Account and Billing Information
When you register or purchase services, we collect:
- Name, email address, and billing address
- Payment information — processed through PayPal or wire transfer; EasWrk does not store credit card numbers directly
- Company name (optional)
- Account username and hashed password
- IP address at registration and login
Service and Usage Data
As part of providing hosting services, we collect or generate:
- Domain names and hosting configuration associated with your account
- Support ticket content and communication history
- Server resource usage data (disk, bandwidth, CPU) for billing and capacity purposes
- Server-side access logs and error logs associated with your hosting account
- Technical configuration data (PHP version, SSL status, DNS records) as required to deliver services
Website Visitor Data
When you visit easwrk.com or my.easwrk.com, we may collect:
- IP address and approximate geographic location
- Browser type, operating system, and device type
- Pages visited, time on site, and referral source
- Cookie identifiers (see Section 8)
Communications
If you contact us by email, live chat, or support ticket, we retain records of that communication including its content, timestamp, and your contact details.
How We Collect It
We collect personal information directly from you when you:
- Create an account or purchase a service
- Submit a support ticket or contact us
- Use our client portal at my.easwrk.com
- Use any AI-assisted features within your account (see Section 7)
- Sign up for marketing communications
We also collect information automatically through server logs, cookies, and web analytics when you visit our websites.
We do not purchase personal data from third-party data brokers.
How We Use It
We use the information we collect for the following purposes:
| Purpose | Lawful Basis |
|---|---|
| Provision of hosting services, domain registration, and related services you have purchased | Contract performance |
| Billing, invoicing, and payment processing | Contract performance; legal obligation |
| Responding to support requests and live chat enquiries | Contract performance; legitimate interest |
| Account security, fraud prevention, and abuse detection | Legitimate interest; legal obligation |
| Sending transactional emails (invoices, service notices, password resets) | Contract performance |
| Sending promotional emails about EasWrk products and services (opt-out available) | Legitimate interest / consent |
| Improving our services and website | Legitimate interest |
| Complying with legal obligations and responding to lawful requests from authorities | Legal obligation |
We do not sell your personal information to third parties. We do not use your data for automated profiling that produces legal or similarly significant effects.
Third-Party Services
We share personal information with third parties only as necessary to provide our services or as required by law. The key third parties we work with are described below.
Payment Processors
Payments are processed by PayPal. When you pay by PayPal, you are subject to PayPal's privacy policy and terms. EasWrk receives confirmation of payment but does not store full payment credentials on our servers.
Live Chat
Live chat support on our website is provided by a third-party live chat service. Chat conversations and your IP address may be processed by that service under its own privacy policy.
Email Delivery
Transactional emails (invoices, tickets, password resets) are sent through our WHMCS installation operating on our own infrastructure. No third-party email marketing platform has access to your account data unless you opt in to EasMail marketing services.
AI Providers
If you use AI-assisted features in your hosting account (WrkPilot), your instructions are sent to AI inference providers. See Section 7 for a full description of this data flow.
Hosting Infrastructure
Your hosted content and account data resides on servers operated by EasWrk's infrastructure partner. All servers are located in Canada. Infrastructure staff have access to server-level data only as required for maintenance, security response, and capacity management.
Legal Disclosure
We may disclose personal information to law enforcement, regulators, or other parties when required to do so by law, court order, or when we believe in good faith that disclosure is necessary to prevent harm or illegal activity.
AI-Assisted Tools (WrkPilot)
WrkPilot is an optional AI-assisted account management feature available on qualifying hosting plans. This section explains how data flows when you use WrkPilot.
Your API Key
WrkPilot requires you to connect your own API key from a supported AI provider (Anthropic, OpenAI, or xAI). Your API key is stored encrypted in our WHMCS database and is used exclusively to process your instructions through the corresponding AI provider's API. You are the account holder with the AI provider — your API key usage is governed by that provider's terms and privacy policy.
What We Send to AI Providers
When you submit an instruction in WrkPilot, we send the following to your chosen AI provider:
- Your natural-language instruction text
- Relevant account context such as domain names, CMS type, file paths, and subdomain names
- A system prompt describing the permitted actions and constraints
- Conversation history from the current session (last several exchanges, where applicable)
We do not send your database passwords, email account passwords, or payment information to AI providers.
Audit Logs
We retain a log of WrkPilot activity associated with your account. This includes a truncated version of your instructions (limited to 500 characters), the action type that was executed, and the outcome. Full instruction text is stored separately in a restricted evidence table accessible only to EasWrk administrators for security review. Audit logs are retained for ninety days.
Session Data on Your Hosting Account
When a WrkPilot session is active, a session file is written to a private directory on your own hosting account (not publicly accessible). This file contains account scan data including database names and credentials, email account names, subdomain paths, PHP version, and disk usage. This data is stored on your account for the duration of the active session and is deleted when you disconnect. If a session is not cleanly terminated, stale session data is automatically cleared on your next connection.
Persistent Memory on Your Hosting Account
WrkPilot maintains a small set of memory files in a private directory on your hosting account. These files record your CMS type, primary domain, recent prompt summaries (not full text), and notes discovered about your account. This data is stored on your own hosting infrastructure and is under your control. It does not leave EasWrk's infrastructure except as noted in the AI provider data flow above.
Optional Chat History
WrkPilot offers an optional chat history feature that is disabled by default. If you choose to enable it, full conversation threads are stored in EasWrk's WHMCS database associated with your account. Before enabling this feature, you will be presented with a security notice explaining that, in the extraordinarily unlikely event of a server security incident, stored conversation content could be exposed to unauthorized parties. Enabling chat history requires your explicit confirmation of this notice. If you later disable chat history, all stored conversation data for your account is immediately and permanently deleted.
Optional Web Search
Some WrkPilot skills can optionally use a web search capability to retrieve current information from the internet. To use this feature you must provide your own API key from a supported search provider (such as Perplexity, Tavily, or Brave). When web search is triggered, a search query derived from your instruction is sent to the search provider using your key. EasWrk does not store search queries beyond the standard audit log. Your use of the search provider is governed by that provider's own privacy policy.
Skill Persistence
WrkPilot allows you to pin skills to your hosting account so they load automatically on each connection. Pinned skill configuration is written as a small file to your hosting account's private WrkPilot directory. This data resides on your own hosting account and occupies a small amount of your account's disk allocation.
Cookies and Tracking
We use cookies and similar technologies on our websites for the following purposes:
Essential Cookies
Session cookies required to operate the WHMCS client portal, maintain your login state, and protect against cross-site request forgery. These cannot be disabled without breaking the portal's functionality.
Analytics
We may use anonymized analytics to understand aggregate traffic patterns on easwrk.com. Where analytics tools are used, we configure them to anonymize IP addresses and not to share data for advertising purposes.
Live Chat
The third-party live chat widget may set cookies to identify return visitors within a chat session. These are governed by the live chat provider's cookie policy.
Managing Cookies
You can control cookies through your browser settings. Blocking essential session cookies will prevent you from logging in to the client portal. Blocking analytics cookies does not affect your ability to use EasWrk services.
Data Retention
We retain personal information for as long as your account is active and for a reasonable period thereafter to meet legal, audit, and dispute resolution obligations. Specific retention periods:
| Data Type | Retention Period |
|---|---|
| Account and billing records | Duration of account plus 7 years (tax and legal obligations) |
| Support ticket history | Duration of account plus 3 years |
| Hosted content and files | Deleted within 30 days of account cancellation |
| Server access logs | 90 days rolling |
| WrkPilot audit logs | 90 days |
| WrkPilot evidence table (full prompts) | 90 days, admin access only |
| WrkPilot session files (on your hosting account) | Deleted on disconnect; auto-cleared on next connect if stale |
| WrkPilot chat history (if opted in) | Until you disable chat history or close your account |
| Marketing email opt-in records | Until you unsubscribe or request deletion |
When retention periods expire, data is securely deleted or anonymized.
Security
We implement technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, and destruction. These include:
- Encryption of sensitive data at rest (including API keys stored in WHMCS)
- TLS encryption for all data in transit
- Access controls limiting staff access to personal data on a need-to-know basis
- Multi-factor authentication requirements for administrative access to our systems
- Regular security reviews of our hosting infrastructure
- Web application firewall (WAF) and DDoS protection on our servers
No security measure is perfect. In the event of a data breach that poses a real risk of significant harm to individuals, we will notify affected customers and the relevant privacy authority as required under PIPEDA's mandatory breach reporting obligations.
Your Rights
Under PIPEDA and applicable provincial privacy law, you have the following rights with respect to your personal information:
Right to Access
You have the right to request a copy of the personal information we hold about you. We will respond within 30 days of a verified request.
Right to Correction
If you believe personal information we hold is inaccurate or incomplete, you may request that we correct it. Many account details can be updated directly through the client portal at my.easwrk.com.
Right to Withdraw Consent
Where we process your data on the basis of consent (for example, marketing emails), you may withdraw consent at any time. Withdrawal of consent to marketing does not affect your ability to use EasWrk services. Withdrawal of consent to processing necessary for service delivery may require account closure.
Right to Erasure
You may request deletion of your personal information. We will comply except where retention is required by law (for example, billing records required for tax purposes) or where retention is necessary to resolve an ongoing dispute.
Quebec Residents
If you are a resident of Quebec, you have additional rights under Law 25, including the right to data portability and the right to be informed about automated decision-making that produces legal or significant effects. To exercise these rights, contact admin@easwrk.com.
How to Exercise Your Rights
Submit a written request to admin@easwrk.com with sufficient information to verify your identity and describe the right you wish to exercise. We will acknowledge receipt within five business days and provide a substantive response within thirty days. If we are unable to fulfill your request, we will explain why.
Children
EasWrk services are not directed to children under the age of 18, or the age of majority in your jurisdiction. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, contact admin@easwrk.com and we will promptly delete it.
International Data Transfers
EasWrk's primary hosting infrastructure is located in Canada. However, when you use AI-assisted features, your instructions and account context are transmitted to AI providers whose servers may be located outside Canada, including in the United States.
When connecting to third-party AI providers, data is transmitted under the privacy policies and data processing agreements of those providers. By using WrkPilot, you consent to your instruction data being processed in the jurisdictions where your chosen AI provider operates.
Payment processing through PayPal may involve data processing in the United States and other jurisdictions. PayPal's privacy policy governs that processing.
Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where required by law or where the change significantly affects your rights, notify you by email.
Your continued use of EasWrk services after an updated policy takes effect constitutes your acceptance of the revised terms. If you object to any change, you may request account closure and deletion of your personal information.
Contact and Privacy Officer
For questions about this policy, to exercise your privacy rights, or to report a privacy concern:
- Privacy Officer email: admin@easwrk.com
- Support portal: my.easwrk.com/submitticket.php
If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca, or with the Commission d'acces a l'information du Quebec (CAI) if you are a Quebec resident.
For our Terms of Service, see easwrk.com/terms/.