Privacy Policy

1. Scope and Applicability

This Privacy Policy details how Time Tracker collects, utilizes, shares, and protects personal data across our web application, desktop applications, mobile applications, and marketing website.

2. Data Controller vs. Data Processor

• Organization Data (Processor): When your employer or client adds you to an Organization, they act as the Data Controller. They determine how and why time records are used. We process this data strictly on their behalf as a Data Processor. Requests regarding work records should be directed to your Organization administrator.
• Account and Usage Data (Controller): For your fundamental account credentials, security logs, support communications, and website analytics, Milestone Apps acts as the Data Controller.

3. Data We Collect

• Account Information: Name, email address, optional contact number, preferred language, password (stored as a one-way hash), and encrypted two-factor authentication secrets/recovery codes.
• Organization Information: Business name, physical address, structural data (teams, projects, task types), and user roles.
• Time Tracking Data: Projects, task types, timestamps (start/end), descriptions, and audit logs of edits/deletions.
• Support Data: Communications, ticket categories, and attached files.
• Technical and Security Logs: IP addresses, user agents, session data, Terms of Service acceptance logs, and detailed activity logs tracking record modifications.

4. Data We Strictly Do Not Collect

Time Tracker operates on active user input. We do not collect screenshots, screen recordings, keystrokes, mouse movements, idle time metrics, webcam/microphone feeds, geolocation data, local file access, or background application/website tracking. We do not collect payment card information directly, nor do we knowingly collect data from minors under 16.

5. How We Use Your Data

We process your data to:

• Authenticate users, facilitate time tracking, and segregate organizational data.
• Ensure platform security (e.g., 2FA, session management, anomaly detection).
• Maintain immutable audit trails for time record modifications.
• Provide customer support and deliver critical administrative emails (e.g., password resets, security alerts).
• Analyze aggregate marketing site usage to improve user experience.
• Fulfill legal obligations and enforce our Terms of Service.

We do not sell personal data, share it with advertising networks, or utilize it to train machine learning models.

6. Data Sharing and Disclosure

• Within Your Organization: Administrators and privileged roles can view all time entries, descriptions, projects, and activity histories of Organization members.
• Internal Staff: A strictly limited number of authorized personnel may access production data to resolve support tickets or ensure system stability. Impersonation features used for debugging are heavily restricted and logged.
• Legal/Compliance: We may disclose data if compelled by valid legal process, to enforce our Terms, or during a corporate merger/acquisition (where the acquirer remains bound by this policy).

7. Service Providers and Sub-Processors

We share your data with trusted third-party service providers who process it strictly on our instructions to help operate, secure, and improve the Service. These providers are bound by strict data processing agreements and confidentiality obligations.

• Hosting and Infrastructure (Liquidweb): Stores our application, databases, and backups. While our data resides on their physical servers, their personnel do not have routine access to your unencrypted data, and they process it solely to provide infrastructure services.
• Content Delivery and Security (Cloudflare): Routes web traffic and protects the Service against DDoS attacks or malicious activity. This provider processes user IP addresses and network metadata.
• Email Delivery (Liquidweb): Delivers transactional emails (verifications, password resets, alerts). They process names, email addresses, and message contents.
• Analytics (Google Analytics 4): Aggregates marketing site usage statistics. They process cookie identifiers and IP addresses (see Section 8 for opt-out details).
• Uptimerobot.com Tracking: Monitors the application for crashes. They may process IP addresses, user agents, and the specific actions taken immediately before an error occurred.

We will update this list and notify Organization administrators if we engage new sub-processors that materially impact how your personal data is handled.

8. Cookies and Analytics

We utilize strictly necessary cookies for session management and CSRF protection. If opted in, a persistent cookie is used for the "remember me" function. We use Google Analytics 4 on our marketing pages to aggregate visitor statistics; you may opt out via browser settings or standard privacy extensions (we respect Global Privacy Control signals).

9. Local Device Storage

The desktop and mobile applications cache unsent time entries, project lists, and authentication tokens locally to support offline functionality. Signing out purges the authentication token.

10. Data Retention

• Active Accounts: Data is retained for the lifetime of the account/Organization.
• Deleted Records: Soft-deleted records (projects, users, organizations) are recoverable for 30 days to prevent accidental data loss, after which they are permanently purged.
• Activity Logs: Retained for 12 months for audit purposes.
• Support Tickets: Retained for 24 months post-resolution.
• Backups: Maintained on a rolling 30-day encrypted cycle.

11. Security Infrastructure

Passwords are cryptographically hashed and salted. Administrative actions require re-authentication. Production access is restricted on a strict need-to-know basis. In the event of a confirmed data breach impacting personal data, we will notify affected Organizations and relevant regulatory authorities without undue delay.

12. International Data Transfers

Our primary infrastructure is hosted in the United States. By using the Service, your data will be transferred to and processed in this region. For data originating from the EEA or the UK, we rely on Standard Contractual Clauses (SCCs) or other legally compliant transfer mechanisms.

13. Your Privacy Rights (GDPR / CCPA)

Depending on your jurisdiction, you have the right to access, rectify, delete, restrict processing of, or export your personal data. You may update your profile or export time entries directly within the application. To exercise further rights, or to permanently delete your account, contact support@timetrackersoftwarehq.com. Requests pertaining to employer-controlled Organization data will be routed to the respective Organization administrator.