Privacy Policy

1. 01Scope of this policy

   This policy explains how [Legal entity name] ("ClockAide", "we") handles personal information in the course of providing shift-reminder calls.

   It covers two groups of people. The first is the users of the service — the owners and schedule managers who sign in. The second is your staff, who receive reminder calls but never create an account, and whose information reaches us because you entered it. For your staff's information you are the controller and we act as processor on your instructions.

2. 02Information we collect

   We collect only what the service needs in order to place a call about a shift and to show you the result:

   • Account and organization details — your organization's name, its time zone, and its reminder-call settings.
   • User details — for people who sign in: name, email address, an authentication identifier from our identity provider, and role.
   • Staff details — for people who receive calls: first and last name, a mobile telephone number, and optionally an email address, a hire date, and free-text notes you choose to add.
   • Schedules and shifts — recurring weekly patterns, dated shift instances, and any skips or one-off exceptions.
   • Call and confirmation records — when each attempt was scheduled and placed, the attempt number, the outcome reported by the carrier, the carrier's call identifier, and the resulting clock-in or clock-out event with its source.
   • Billing records — your subscription status, seat quantity, price, invoice history, and identifiers from our payment processor. Card details go directly to the processor and never reach our systems.
   • Technical records — server and delivery logs, and the raw notification payloads our providers send us, retained so a repeated delivery is not processed twice.

3. 03What we have no field for

   Some absences matter more than assurances, so they are worth stating explicitly. These are properties of how the system is built, not policies you have to take on trust:

   • No information about the people your staff are sent to. There is no client record, no patient record, no matter or case number, and no visit note anywhere in the system.
   • No health or clinical information. There is no field for a diagnosis, a treatment, a medication, or a care plan.
   • No call audio. Reminder calls are not recorded. We store that a call happened and what the carrier reported about it, never a recording of it.
   • No location data. We do not use GPS, geofencing, or device location to verify attendance. Answering the telephone is the confirmation.
   • No advertising or tracking profiles. We do not sell personal information, share it with data brokers, or use it for behavioural advertising.

4. 04How we use information

   We use the information above to place reminder calls at the right time to the right number, to record and display outcomes, to operate accounts and roles, to take payment, to provide support, to keep the service secure, to diagnose faults, and to meet our legal obligations.

   We do not use your data or your staff's data to train machine-learning models, and we do not use it for any purpose unrelated to operating the service for you.

5. 05Automated calls and your staff

   Your staff receive automated calls because you instructed us to place them. They did not sign up, and in most cases have no relationship with us at all.

   That makes consent your responsibility. Before entering a telephone number you must have that person's prior express consent to receive automated shift-reminder calls at it, and you must remove or update the number when consent is withdrawn or the number changes. Our Terms of Service set this out as a binding obligation.

   If a member of your staff contacts us directly about their information, we will not act on it unilaterally. We will refer them to you as the organization responsible, and assist you in responding.

6. 06Service providers who process data

   We do not run the whole service ourselves. The following categories of provider process personal information on our behalf, under contract and only as needed:

   • Identity and authentication — manages sign-in, sessions, organizations, and invitations. Receives user names and email addresses.
   • Database hosting — stores the application's data in a managed PostgreSQL service.
   • Telephony — places the reminder calls. Receives a first name, a telephone number, and your organization's name, because those are spoken in the call or needed to dial it.
   • Payments — handles subscriptions, cards, and invoices. Card details are collected by the processor directly.
   • Application hosting and logging — serves the application and retains operational logs.

7. 07International transfers

   The service is operated for United States organizations and reminder calls are placed to United States numbers only. Our providers may nonetheless process data in more than one country. Where personal information is transferred across borders, we rely on our providers' contractual transfer mechanisms.

8. 08How long we keep information

   Account, staff, schedule, and call records are kept for as long as your account is active, because the value of a confirmation record is that it can be produced later.

   Removing a member of staff removes their record and the schedules, shifts, and call history attached to it. Closing your account removes your organization's data. Billing and invoice records are kept for as long as tax and accounting rules require. Technical logs and provider notification payloads are kept for a short operational period and then discarded.

   You should keep your own copy of anything you may need after closing your account. If you need a defined retention or deletion schedule as a condition of using the service, contact us before subscribing.

9. 09Security

   Data is encrypted in transit. Access to production systems is limited to the people who need it. Every request for your records is bound to your organization before it runs, and requests touching billing or team membership additionally require an owner. Notifications from our providers are verified as authentic before they are processed.

   No system is immune to compromise, and we do not claim otherwise. We hold no SOC 2 report and do not sign HIPAA business associate agreements — our Trust Center states plainly what we do not claim.

10. 10Your choices and rights

    Owners and schedule managers can view and correct account, staff, and schedule information directly in the application at any time, and can remove a member of staff, which removes their associated records.

    Depending on where you or your staff are located, applicable law may provide rights to access, correct, delete, or obtain a copy of personal information, and to object to certain processing. Users can exercise these rights by contacting us. Your staff should direct such requests to you; we will support you in fulfilling them.

    We do not sell personal information and do not share it for cross-context behavioural advertising, so there is nothing to opt out of in that respect.

11. 11Cookies and similar technologies

    We use only what is necessary to run the service: a session cookie set by our identity provider so you stay signed in, and functional storage needed for the application to work. We do not use advertising cookies and we do not embed third-party advertising or social tracking on our pages.

12. 12Children

    ClockAide is a workforce tool sold to organizations and is not directed at children. Do not enter information about anyone below the minimum working age in your jurisdiction. If we learn we hold information about a child collected in error, we will delete it.

13. 13Changes and contact

    We may update this policy. If a change materially affects how we handle personal information, we will give notice to account owners before it takes effect. The date at the top of this page shows when it was last revised.

    Questions, requests, or complaints can be sent to [privacy@clockaide.com], or by post to [Registered business address].

Bracketed values above — [Legal entity name], [privacy@clockaide.com], [Registered business address] — are unfilled placeholders, and the service-provider section describes each processor by role rather than by name so it can be completed accurately. This document is a starting draft written to match how ClockAide actually behaves; it has not been reviewed by a lawyer and should not be published as a binding policy until it has been.

See also our Trust Center, which states what we guarantee and how each guarantee is enforced.