Privacy Policy

1. Introduction

YouClockIn ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our workforce management platform and services.

By accessing or using YouClockIn, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please do not access the platform.

2. Information We Collect

2.1 Personal Information

• Account Information: Name, email address, phone number, company details
• Employee Data: Work schedules, time records, attendance data, position titles
• Payment Information: Billing address, payment method details (processed by secure payment processors)
• Communication Data: Support tickets, chat logs, email correspondence

2.2 Technical Information

• Device Information: IP address, browser type, operating system, device type
• Usage Data: Login times, feature usage, platform interactions
• Location Data: For time tracking and geofencing features (with explicit consent)
• Cookies and Tracking: Session cookies, authentication tokens, analytics data

3. How We Use Your Information

• Provide and maintain workforce management services
• Process payroll and generate timesheets
• Send important notifications and updates
• Improve platform functionality and user experience
• Ensure platform security and prevent fraud
• Comply with legal obligations and employment regulations
• Provide customer support and training
• Conduct analytics and business intelligence

4. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), we process personal data based on:

• Contractual Necessity: To provide the services you've requested
• Legal Obligation: To comply with employment and tax regulations
• Consent: For marketing communications and optional features
• Legitimate Interests: To improve our services and ensure security

5. Data Sharing and Disclosure

5.1 Service Providers

We may share information with trusted third-party providers for:

• Payment processing (Stripe, PayPal)
• Cloud hosting and infrastructure (AWS, Google Cloud)
• Customer support and communication tools
• Analytics and performance monitoring

5.2 Legal Requirements

We may disclose information when required by law, such as:

• Compliance with court orders or legal processes
• Protection of our rights, property, or safety
• Enforcement of our Terms of Service
• Investigation of fraud or security issues

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as a business asset.

6. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy:

• Active Accounts: Data retained while account is active
• Inactive Accounts: Data deleted after 24 months of inactivity
• Financial Records: Retained for 7 years for tax purposes
• Employee Time Records: Retained as required by employment laws

7. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption of data in transit and at rest (SSL/TLS, AES-256)
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Employee training on data protection
• Regular backups and disaster recovery procedures

8. Your Rights

Depending on your location, you may have the following rights:

• Access: Request copies of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your personal data
• Restriction: Limit processing of your data
• Portability: Receive your data in a structured format
• Objection: Object to certain processing activities
• Withdraw Consent: Withdraw previously given consent

To exercise these rights, contact us at privacy@youclockin.com

9. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:

• EU-US Data Privacy Framework compliance
• Standard Contractual Clauses (SCCs)
• Adequacy decisions where applicable

10. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies: Required for platform functionality
• Analytics Cookies: Help us understand how users interact with our platform
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used for advertising and promotional purposes

You can manage your cookie preferences through our cookie settings tool.

11. Children's Privacy

YouClockIn is not intended for users under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of any material changes by:

• Posting the updated policy on our platform
• Sending email notifications to registered users
• Displaying prominent notices within the application

Continued use of YouClockIn after changes constitutes acceptance of the updated policy.

13. Contact Information

If you have any questions about this Privacy Policy, please contact us:

14. Complaints

If you have concerns about our data practices, you have the right to lodge a complaint with your local data protection authority.