Privacy Policy
This policy explains what personal information ClockMate collects, why, who we share it with and what choices you have. ClockMate is operated by [COMPANY LEGAL NAME], [MAILING ADDRESS].
1. Two roles we play
- For our customers' employee data, the employer is in charge. When a business uses ClockMate to manage its workforce, that business decides what employee data to collect and why. We process it only on the employer's instructions, under our Data Processing Agreement. Employees with a request about their data should contact their employer first. We will help the employer respond.
- For our own customers and visitors, we are in charge. This covers account owners, billing contacts and people who visit our website.
2. What we collect
| Category | Examples | Source |
|---|---|---|
| Account | Name, email, password (stored hashed), role | You, or your employer |
| Company and billing | Business name, EIN, tax IDs, address, plan; card brand and last 4 digits (full card data stays with Stripe) | The account owner |
| Employee records | Contact details, date of birth, SSN, driver's license, emergency contact, job and pay details, tax elections, direct-deposit bank details | The employer, or the employee in their profile |
| Time and attendance | Punch times, schedules, time off, timesheet edits and approvals | Created as you use the Service |
| Location | GPS coordinates at punch time, only when the employer turns on location tracking for that employee or site | Your device, with browser permission |
| Biometric | We do not receive or store fingerprints. The employer's fingerprint clock keeps templates on the device and sends us only a device user ID and punch time. | Employer's device |
| Technical | IP address, browser and device info, login attempts, pages used | Automatically |
3. How we use it
- To provide the Service: tracking time, calculating pay and taxes, producing forms and reports, sending notifications and reminders
- To secure the Service: preventing fraud and account takeover, locking accounts after repeated failed logins, keeping audit history of payroll changes
- To bill customers and send account and service emails
- To give support, including signing in as a user with the customer's request or permission (support mode is shown by an on-screen banner)
- To meet legal obligations and enforce our Terms
We do not sell personal information, share it for targeted advertising, or use employee data to market to employees.
4. Who we share it with
- Service providers that help us run ClockMate, under contracts that limit their use of the data: DigitalOcean (hosting and database), Stripe (payments), Postmark (email) and Cloudflare (content delivery). We will update this list before adding a provider that handles Customer Data.
- Within your organization, based on the roles your employer sets. For example, managers see their teams' time, and payroll admins see pay data.
- When the law requires it, such as a valid subpoena or court order. Where allowed, we will tell the affected customer first.
- In a business transfer, such as a merger or acquisition, subject to this policy.
5. How long we keep it
We keep data while the customer's account is active. After cancellation, the customer has 30 days to export data. We then delete it within [90] days, except records we or the employer must keep by law. Payroll and tax records often must be kept for at least [4] years. Backups are overwritten on a rolling [30]-day schedule.
6. Security
We use HTTPS for all traffic, hashed passwords, login lockouts, role-based access and audit history for payroll changes. Our database is hosted by DigitalOcean in the United States. [ADD ONCE TRUE: Social Security and bank account numbers are encrypted in our database.] No system is perfectly secure. If a breach affects your personal information, we will notify the affected customer, and people or agencies as the law requires, without undue delay.
7. Your choices and rights
- Access and correction: employees can view and update much of their own profile in the app. For anything else, ask your employer.
- Deletion: ask your employer, or email us if you are our direct customer. Some payroll and tax records must be kept by law even after a request.
- Location: your browser asks before sharing GPS. If you decline and your employer requires location, you may not be able to punch from that device.
- Email: you can turn off optional notifications in your profile. Account and security emails cannot be turned off.
8. Children
The Service is not for children. Employers must follow child-labor rules for any minors they employ, and we do not knowingly collect data from children under 13.
9. Changes and contact
We will post updates here and email account owners about material changes before they take effect. Questions or requests: [PRIVACY EMAIL], [MAILING ADDRESS].