TimeExacto is designed to help organizations manage workforce information responsibly. The organization using TimeExacto may also have its own privacy notices, employment policies, and data-handling responsibilities.
1. Overview
This Privacy Policy describes the personal information that may be processed through TimeExacto and explains the purposes for which that information may be used.
Depending on how TimeExacto is used, the subscribing organization may act as the primary controller or decision-maker for employee and workforce data, while TimeExacto may process information on the organization’s behalf.
2. Scope
This policy applies to personal information processed through:
- The TimeExacto website
- TimeExacto web applications
- TimeExacto mobile applications
- Employee self-service features
- Attendance and timekeeping tools
- Payroll-related functions
- Customer support and service inquiries
- Related integrations and services
This policy does not replace the privacy policies or employment notices issued by the organization that provides your TimeExacto account.
3. Information We Collect
The information collected depends on the features used, the organization’s configuration, and your role within the system.
Account and identity information
- Name
- Email address
- Username
- Employee number
- Profile photograph
- Authentication and account information
Personal and contact information
- Residential address
- Telephone number
- Date of birth
- Emergency contact information
- Other information provided by the organization
Employment information
- Job title and position
- Department
- Employment status
- Hire and separation dates
- Supervisor and reporting relationships
- Work location
- Schedules and assignments
Attendance and timekeeping information
- Clock-in and clock-out times
- Break records
- Work hours
- Late arrivals and early departures
- Absences
- Overtime
- Attendance corrections
- Approval history
Payroll and compensation information
- Salary or wage information
- Earnings and allowances
- Deductions
- Taxes and payroll classifications
- Benefits-related information
- Payroll adjustments
- Payslip information
Technical information
- IP address
- Browser type
- Device type
- Operating system
- Application version
- Login activity
- Security and audit logs
- Error and diagnostic information
4. Location Information
TimeExacto may collect device location information when location-enabled attendance features are used.
Location information may include:
- GPS coordinates
- Approximate device location
- Clock-in or clock-out location
- Assigned workplace or job-site location
- Geofence verification results
- Date and time of the location event
- Device-related verification information
Location data should only be collected when necessary for an authorized workforce management purpose and when the required device or application permission has been granted.
Organizations using location-enabled attendance should inform employees what location information is collected, when collection occurs, why it is needed, and who may access it.
5. How We Use Information
Personal information may be used to:
- Create and manage user accounts
- Maintain employee records
- Record and review attendance
- Manage schedules and assignments
- Process leave and workforce requests
- Support payroll preparation and reporting
- Verify attendance locations
- Provide employee self-service features
- Generate reports and approved exports
- Respond to support inquiries
- Protect accounts and prevent unauthorized access
- Investigate technical and security issues
- Improve system performance and functionality
- Comply with legal and contractual obligations
6. Legal Bases for Processing
Depending on the applicable jurisdiction and the nature of the information, personal data may be processed because:
- It is necessary to provide contracted services
- It is required for employment administration
- It is needed to comply with legal obligations
- It supports legitimate business interests
- The individual has provided consent
- It is necessary to protect legal rights or security
The subscribing organization is responsible for identifying the appropriate lawful basis for employee and workforce data submitted to TimeExacto.
7. How Information May Be Shared
Personal information may be shared only when necessary for legitimate operational, contractual, security, or legal purposes.
Information may be shared with:
- Authorized administrators
- Human resources personnel
- Payroll personnel
- Managers and supervisors
- Approved service providers
- Hosting and infrastructure providers
- Email, mapping, and notification providers
- Auditors, advisers, and legal representatives
- Government or regulatory authorities when required
TimeExacto does not sell personal information to advertisers.
8. Data Retention
Personal information may be retained for as long as necessary to:
- Provide TimeExacto services
- Maintain employment and attendance records
- Support payroll and accounting requirements
- Meet contractual obligations
- Resolve disputes
- Maintain security and audit records
- Comply with applicable laws
Retention periods may vary depending on the type of information, the organization’s policies, and legal or regulatory requirements.
9. Data Security
Reasonable administrative, technical, and organizational safeguards are used to protect information against unauthorized access, alteration, disclosure, loss, or misuse.
Security measures may include:
- Authentication controls
- Role-based access restrictions
- Secure transmission of information
- Logging and audit records
- Account monitoring
- Backup and recovery procedures
- Restricted administrator access
No online platform can guarantee absolute security. Users are responsible for keeping passwords and account credentials confidential.
10. Your Privacy Rights
Depending on applicable law, you may have the right to:
- Request access to your personal information
- Request correction of inaccurate information
- Request deletion of certain information
- Object to or restrict certain processing
- Withdraw consent where consent is relied upon
- Request a copy of certain information
- Submit a complaint to an appropriate authority
Employees should generally submit privacy requests to their employer or the organization that created their TimeExacto account.
Some requests may be limited by employment, payroll, tax, recordkeeping, security, or other legal requirements.
12. Third-Party Services
TimeExacto may use third-party services for hosting, email delivery, mapping, location verification, analytics, payments, file storage, or other business functions.
These providers may process limited information necessary to perform their services. Their handling of personal information may also be governed by their own privacy policies and service agreements.
13. International Data Transfers
Personal information may be stored or processed in a country different from the country in which the user is located.
Where required, reasonable safeguards should be used to protect information transferred across national borders.
14. Children’s Privacy
TimeExacto is intended for organizations and authorized workforce users. It is not directed to children for personal or consumer use.
Organizations must ensure that any information involving minors is collected and processed only when permitted by applicable law and supported by appropriate authorization.
15. Employment and Workplace Data
Employers and subscribing organizations are responsible for determining what employee information is collected through TimeExacto and how it is used.
Organizations should provide employees with clear notices regarding:
- Attendance monitoring
- Location-enabled clock-in and clock-out
- Payroll and compensation processing
- Document collection
- Employee performance or activity records
- Data retention
- Access by managers and administrators
16. Changes to This Privacy Policy
This Privacy Policy may be updated to reflect changes in TimeExacto features, technology, business practices, or legal requirements.
The updated policy will be posted on this page with a revised effective date.
17. Contact Information
Questions, concerns, or privacy requests relating to TimeExacto may be sent to:
Employees may also contact the human resources or privacy representative of the organization that provided their TimeExacto account.
This Privacy Policy is a general template. It should be reviewed by a qualified privacy professional or attorney before publication, particularly for employee monitoring, precise GPS tracking, background location, payroll information, retention periods, international transfers, and applicable Guam, United States, or Philippine privacy requirements.