Privacy Policy​

Last Updated: 31 August 2025.

This Privacy Policy describes how Timesheet Tracker (“we,” “us,” or “our”) collects, uses, and discloses your personal information when you use our website and services. We are committed to protecting your privacy and handling your data transparently.

1. Information We Collect

We collect information to provide and improve our services to you.

1.1. Personal Information You Provide

When you create an account, subscribe to a service, or contact us, we may collect the following personal information:

  • Identity and Contact Information: Your name, email address, username, and other communication details.
  • Organizational Information: Details about your organization, such as its name and domain, provided during setup.
  • Employment Details: Your role (e.g., Admin, Manager, Employee), job title, hire date, and manager ID.
  • Billing Information: Credit card details or other payment information, billing address (processed securely by third-party payment processors, we do not store full card details).

1.2. Service Usage and Log Data

We automatically collect certain information when you access and use our services, including:

  • Device and Connection Information: Your IP address, browser type, operating system, and device identifiers.
  • Usage Data: Information about how you interact with our services, such as pages visited, features used, time spent, and dates/times of access.
  • Service-Specific Data:
    • Timesheet Data: Time entries, project and task assignments, and descriptions.
    • Leave Management Data: Leave requests (start/end dates, type, reason, status), leave balances, and holiday schedules.
    • Audit Logs: Records of significant user and system actions for security, integrity, and compliance purposes.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • To Provide and Maintain Services: To manage your account, process your subscriptions, deliver the core timesheet and leave management functionalities, and ensure the service operates effectively.
  • To Process Payments: To process transactions for your subscription plans through secure third-party payment processors.
  • To Communicate: To send you service updates, essential account-related information, and, with your consent, promotional materials.
  • To Improve Our Services: To analyze usage trends, troubleshoot technical issues, and enhance the functionality, performance, and user experience of our platform.
  • To Personalize Your Experience: To provide you with tailored content and features based on your usage patterns and preferences.
  • For Security and Compliance: To monitor for unauthorized access, maintain system integrity, detect and prevent fraud, and fulfill our legal and regulatory obligations.

3. How We Share Your Information

We do not sell your personal information. We may share your information with third parties only in the following circumstances:

  • Service Providers: We may share your data with trusted third-party vendors who perform services on our behalf, such as payment processors (e.g., Stripe, PayPal), cloud hosting providers, and analytics providers. These third parties are obligated to protect your information and use it only for the specific purposes for which we disclose it to them.
  • Within Your Organization: Data related to your time entries, leave requests, and project assignments is accessible to authorized users within your own organization (e.g., managers, administrators) as per your organization’s settings and roles.
  • Legal Requirements: We may disclose your information if required to do so by law or in response to a valid legal request (e.g., court order, subpoena).
  • Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

4. Data Security

We implement robust security measures to protect your information from unauthorized access, use, alteration, or disclosure. These measures include:

  • Access Controls: Strict role-based access controls ensure that users and our personnel can only access data relevant to their permissions within their organization.
  • Data Separation: Your organization’s data is logically separated from other organizations’ data within our secure multi-tenant environment.
  • Encryption: Data is encrypted in transit (e.g., using SSL/TLS) to protect it during communication. We continuously review and update our security practices to include appropriate encryption for data at rest where feasible.
  • Regular Upgrades: We conduct regular security reviews and updates to our systems and practices to guard against vulnerabilities and ensure ongoing protection of your data.

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

5. Data Retention

We retain your personal information for as long as necessary to provide our services, manage your account, and fulfill the purposes outlined in this Privacy Policy.

  • Account Data: We retain your account information as long as your account is active. If you close your account, we will delete or anonymize your personal information within a reasonable timeframe, unless retention is required for legal, accounting, or compliance purposes.
  • Audit Logs: Audit logs of significant user and system actions are retained for a period of 6 months, after which older entries are automatically purged to optimize database performance.

6. Your Rights and Choices

We retain your personal information for as long as necessary to provide our services, manage your account, and fulfill the purposes outlined in this Privacy Policy.

  • Access and Correction: You may access and update your account information through your account settings. You can also request a copy of the personal data we hold about you.
  • Erasure: You may request the deletion of your personal information, subject to certain legal obligations or legitimate business interests.
  • Restriction of Processing: You may request that we restrict the processing of your personal information in certain circumstances.
  • Data Portability: You may request to receive your personal information in a structured, commonly used, and machine-readable format.
  • Objection to Processing: You may object to the processing of your personal information in certain circumstances, including for direct marketing.
  • Opt-Out of Marketing: You can opt out of receiving promotional emails from us by following the unsubscribe instructions provided in those emails.

To exercise any of these rights, please contact us using the details provided in contact section. We will respond to your request in accordance with applicable laws.

7. Children’s Privacy

Our services are not intended for individuals under the age of 18, and we do not knowingly collect personal information from children under this age. If we become aware that a child under 18 has provided us with personal information, we will take steps to delete such information.

8. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new policy on our website and updating the “Last Updated” date. Your continued use of the services after such changes constitutes your acceptance of the updated Privacy Policy.

9. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact.

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