Privacy Policy

1. Who we are

StaffTiming is operated by StaffTiming (“we”, “us”). This policy explains how we collect, use and protect personal information when you visit stafftiming.com, contact us, or use the StaffTiming service. You can reach us about privacy at hello@stafftiming.com or at the contact details on our Contact page.

2. Who this policy covers

• Website visitors — anyone browsing our website.
• People who contact us — by WhatsApp, phone or email.
• Customers — businesses that sign up, and the people who manage their account.
• Users of a customer’s account — employees and contractors whose time and attendance a customer tracks with StaffTiming. For this data the customer (usually the employer) decides what is collected and why; see section 6.

3. Information we collect

When you visit the website

Our web server records standard technical information such as your IP address, browser type, the pages you request and the time of the request. This is used to run, secure and fix the website.

When you contact us

The enquiry forms on our website do not store your details on our website. They open WhatsApp with your message ready to send, and nothing is sent until you press send in WhatsApp. When you message, call or email us we receive your name, phone number or email address and what you tell us. WhatsApp is operated by Meta and processes messages under its own privacy policy.

When you become a customer

We collect account details such as your name, work email, company name, phone number, billing details and the settings you choose. Where payments are handled by a payment provider, that provider processes your payment details under its own terms.

Data inside the service (“Customer Data”)

Depending on the features a customer switches on, the service processes:

• Time entries, clock-in and clock-out times, breaks, leave, timesheets and approvals.
• Projects, tasks, notes and voice notes attached to tasks.
• Pay rates and payroll or invoice figures.
• Only if the customer enables them for a role: screenshots, keyboard and mouse activity levels (counts, not the content of what is typed), live screen views, and location at clock-in or during work sessions.

4. How we use information

• To provide, maintain and support the service and your account.
• To answer your questions and set up trials and demos.
• To bill customers and keep business and tax records.
• To keep the website and service secure, prevent misuse and fix problems.
• To tell customers about changes to the service or these policies.
• To meet legal obligations and enforce our terms.

We do not sell personal information, and we do not use Customer Data for advertising.

Legal bases (EU and UK visitors and customers)

Where the GDPR or UK GDPR applies, we rely on: performance of a contract (providing the service), our legitimate interests (running and securing the website, answering enquiries, improving the service), legal obligations (tax and accounting), and consent where we ask for it, which you can withdraw at any time.

5. Cookies

The public website does not set advertising or analytics cookies. WordPress sets essential cookies only when you log in or use features that need them, such as an account area. If we add analytics or other non-essential cookies in future, we will update this policy first and ask for your consent where the law requires it. You can also block or delete cookies in your browser settings.

6. Employee time and monitoring data

When a business uses StaffTiming to track its staff, that business is the controller of its staff’s data and we act as its processor (service provider). This means:

• The employer decides which features are switched on, for which roles, and how long data is kept.
• The employer is responsible for telling its staff what is collected, having a lawful basis, and getting consent where the law requires it.
• We process Customer Data only to provide the service on the customer’s instructions, and not for our own purposes.
• If you are an employee and want to access, correct or delete your data, please contact your employer first. If you contact us, we will pass your request to them and help them respond.

7. Who we share information with

• Service providers who help us run the website and service, such as hosting, email, payment and support providers, under contracts that limit their use of the data.
• Integrations a customer connects, such as accounting, chat or project management tools. Data is sent only when the customer turns an integration on.
• Meta (WhatsApp), when you choose to contact us on WhatsApp.
• Authorities or other parties when the law requires it, or to protect our rights, users or the public.
• A buyer or successor if our business is sold or reorganised, under the same protections.

8. International transfers

We and our service providers may process information in countries other than yours. Where the law requires it, we use appropriate safeguards for these transfers, such as standard contractual clauses.

9. How long we keep information

• Enquiries: for as long as needed to answer you and follow up, and then deleted unless you become a customer.
• Account and billing records: for as long as the account is active and afterwards for as long as tax and accounting laws require.
• Customer Data: for as long as the customer keeps it in the service. After cancellation we keep it for 30 days so the account can be reactivated, then delete it, as set out in our Terms of Service. Customers can export their data before cancelling.

10. Security

We use reasonable technical and organisational measures to protect personal information against loss, misuse and unauthorised access. No website or online service is completely secure, so we cannot guarantee absolute security. If you believe your account has been compromised, contact us straight away.

11. Your rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you and receive a copy.
• Correct information that is wrong or incomplete.
• Ask us to delete information, or restrict or object to how we use it.
• Receive information you gave us in a portable format.
• Withdraw consent where we rely on it.
• Complain to your local data protection authority.

California residents have the right to know, delete and correct personal information, and to opt out of its sale or sharing for cross-context behavioural advertising. We do not sell or share personal information for those purposes, and we will not treat you differently for using your rights.

To use any of these rights, email hello@stafftiming.com. We may need to confirm your identity first. We will reply within the time the law allows.

12. Children

StaffTiming is a business service and is not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child has given us information, contact us and we will delete it.

13. Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed. If a change is significant, we will tell customers by email or in the service before it takes effect.

14. Contact us

Questions or requests about privacy: hello@stafftiming.com
Post: the contact details on our Contact page
Business: StaffTiming