Privacy Policy for Timeclock.Kiwi

Effective Date: November 14, 2025

This Privacy Policy describes how Timeclock.Kiwi ("the Service," "we," "us," or "our") collects, uses, and shares your Personal Data when you use our website and time clock application (the "Service").

By using the Service, you consent to the data practices described in this policy.

1. Data Controller and Processor Relationship

For the purpose of this policy, it is important to distinguish between the data roles:

We are the Data Controller for data we collect from Website Visitors and Account Owners (the company administrators) regarding their account information and billing.
We are the Data Processor for the time and attendance data ("Time Tracking Data") you enter on behalf of your employer. In this case, your employer is the Data Controller and determines the purpose and means of processing your personal data.

If you are an Employee/End User, please direct any requests regarding access, correction, or deletion of your Time Tracking Data to your Employer first.

2. Information We Collect

We collect information directly from you, automatically when you use the Service, and sometimes from third parties.

A. Information You Provide (Account Data)

When you or your employer registers an account, purchases a subscription, or contacts us, you may provide:

Identification and Contact Data: Name, email address, phone number, company name, and billing address.
Financial Data: Payment information (which is processed by our third-party payment processor, not stored directly on our servers).
Communication Data: Information you provide when you contact our support team or send us feedback.

B. Information Collected on Behalf of Your Employer (Time Tracking Data)

When you use the timeclock service to clock in or out, we collect and process the following data on behalf of your employer:

Employee/End User Identification: Your name and employee ID/PIN.
Time & Attendance Records: Clock-in and clock-out times, total hours worked, and break times.
Location Data (if enabled by your employer):
- GPS Location: Precise geolocation data from your device at the moment of clock-in/out, if you have granted the mobile application permission and your employer has enabled this feature.
- IP Address Location: The approximate geographical location derived from your IP address.
Work Details: Project, task, or client associated with the time entry.

C. Information Collected Automatically (Usage Data)

When you visit our website or use our Service, we automatically collect:

Log Data: IP address, device type, operating system, browser type, referring/exit pages, and dates/times of access.
Usage Information: Details about how you use the Service, such as the pages or features you access, and the time spent on them.

3. How We Use Your Information

For Account Owners & Visitors (Where we are the Data Controller):

Purpose of Use	Legal Basis (e.g., GDPR)
To Provide and Maintain the Service	Performance of a Contract
To Process Payments	Performance of a Contract
To Communicate with You (e.g., service updates, billing issues)	Performance of a Contract and/or Legitimate Interests
For Auditing and Security (e.g., detecting fraudulent clock-ins, security breaches)	Legitimate Interests and Compliance with Legal Obligations
For Marketing and Promotions (with opt-out)	Consent (for direct marketing) or Legitimate Interests

For Employees/End Users (Where we are the Data Processor):

We process your Time Tracking Data solely to provide the Service to your employer as per our contractual agreement with them. This includes:

Recording, calculating, and presenting time entries and attendance to your employer.
Generating reports and payroll data for your employer.
Verifying clock-in/out locations if the location-tracking feature is enabled by your employer.

4. How We Share Your Information

We do not sell your personal data. We may share your information in the following limited circumstances:

Recipient	Purpose of Sharing
Your Employer (The Account Owner)	All Time Tracking Data is collected for and shared with the employer who controls your account. They are solely responsible for how they use this data.
Third-Party Service Providers	We use vendors for essential services like web hosting, payment processing, email delivery, and cloud storage. These third parties are obligated to protect your data and use it only for the purposes we define.
Legal Compliance and Protection	We may disclose data if required by law, regulation, or legal process (e.g., a court order), or to protect the rights, property, or safety of Timeclock.Kiwi, our users, or the public.
Business Transfers	In connection with or during negotiations of any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company.

5. Data Security

We implement commercially reasonable technical and organizational measures to protect your Personal Data against accidental loss, unauthorized access, disclosure, alteration, or destruction. These measures may include data encryption, firewalls, and secure server hosting.

However, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

6. Data Retention

Account Data: We retain your account and billing information for as long as your account is active and for a reasonable period thereafter in case you decide to reactivate the Service or for compliance with our legal obligations.
Time Tracking Data (Employee Data): We retain this data as specified in our contract with your employer. Your employer determines the retention period for your Time Tracking Data. Upon account termination, we will delete or anonymize all Time Tracking Data within a reasonable timeframe, unless otherwise required by law or instructed by your employer.

7. Your Data Rights

Depending on your location and applicable law, you may have the following rights regarding your personal data:

Right of Access: The right to request a copy of the personal data we hold about you.
Right to Rectification: The right to request that we correct any inaccurate or incomplete personal data.
Right to Erasure ("Right to be Forgotten"): The right to request that we delete your personal data.
Right to Restrict Processing: The right to request that we limit the way we process your personal data.
Right to Data Portability: The right to receive your personal data in a structured, commonly used, and machine-readable format.
Right to Object: The right to object to the processing of your personal data for certain purposes, such as direct marketing.

How to Exercise Your Rights:

For Time Tracking Data (as an Employee): Please contact your Employer (the Data Controller) as they control this data. We can only act on their written instructions.
For Account Data (as an Account Owner/Website Visitor): Please use the Contact Information section below. We will respond to your request within the legally required timeframe.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (like web beacons and pixels) to track activity on our Service and hold certain information.

Necessary Cookies: Required for the operation of the Service (e.g., maintaining your login session).
Preference Cookies: Used to remember your settings and preferences.
Analytics Cookies: Used to gather statistics on how the Service is used to measure and improve performance.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time to reflect changes to our practices or for other operational, legal, or regulatory reasons. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically.

10. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy, our data practices, or if you wish to exercise your data rights, please contact us at:

TIMECLOCK.KIWI LIMITED
151 Belford Street, Waverley, Dunedin, 9013 , New Zealand
Email: [email protected]

Privacy Policy