Privacy Policy
Last updated: January 15, 2025
At ClockPlan, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our time tracking application and services.
Table of Contents
1. Information We Collect
Personal Information You Provide
When you create an account or use ClockPlan, we collect information you voluntarily provide, including:
- Account Information: Name, email address, password, and profile information
- Time Tracking Data: Project names, task descriptions, time entries, and work categories
- Billing Information: Payment details, billing address, and subscription preferences (processed securely by our payment processors)
- Communication Data: Messages you send to our support team or feedback you provide
- Team Information: If you use team features, information about team members and their roles
Information Automatically Collected
We automatically collect certain information when you use ClockPlan:
- Usage Data: Features used, time spent in the application, and interaction patterns
- Device Information: Device type, operating system, browser type, and unique device identifiers
- Location Data: General location information (if you enable location-based features)
- Log Data: IP address, access times, pages viewed, and referring URLs
- Application Activity: For desktop applications, app usage tracking (only when explicitly enabled)
Information from Third Parties
We may receive information from third-party services you connect to ClockPlan:
- Calendar Integration: Event information from connected calendar services
- Project Management Tools: Project and task data from integrated services
- Authentication Services: Profile information when you sign in with third-party accounts
2. How We Use Your Information
We use your information for the following purposes:
Service Provision
- Provide, maintain, and improve ClockPlan's time tracking functionality
- Synchronize your data across devices and platforms
- Generate reports, analytics, and insights about your time usage
- Process payments and manage your subscription
Communication
- Send you service-related notifications and updates
- Respond to your inquiries and provide customer support
- Send marketing communications (with your consent, where required)
- Notify you about new features, updates, and promotional offers
Security and Compliance
- Protect against fraud, abuse, and security threats
- Comply with legal obligations and regulatory requirements
- Enforce our Terms of Service and other policies
- Conduct security monitoring and incident response
Product Improvement
- Analyze usage patterns to improve our services
- Develop new features and functionality
- Conduct research and analytics (using aggregated, anonymized data)
- Personalize your experience within the application
3. Information Sharing and Disclosure
We do not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:
Service Providers
We work with trusted third-party service providers who assist us in operating ClockPlan:
- Cloud Infrastructure: Hosting and data storage services
- Payment Processing: Secure payment and billing services
- Analytics: Usage analytics and performance monitoring
- Communication: Email delivery and customer support tools
These providers are contractually bound to protect your information and use it only for specified purposes.
Team Members
If you use ClockPlan's team features, certain information may be shared with your team members and administrators as necessary for collaboration and management purposes.
Legal Requirements
We may disclose your information if required by law or in response to:
- Valid legal process (subpoenas, court orders, search warrants)
- Government investigations or regulatory inquiries
- Threats to public safety or security
- Protection of our rights, property, or safety
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction, subject to equivalent privacy protections.
4. Data Security
We implement comprehensive security measures to protect your information:
Technical Safeguards
- Encryption: All data is encrypted in transit using TLS and at rest using AES-256
- Access Controls: Multi-factor authentication and role-based access controls
- Infrastructure Security: Secure cloud infrastructure with regular security updates
- Monitoring: Continuous security monitoring and threat detection
Organizational Safeguards
- Employee Training: Regular security and privacy training for all staff
- Access Limitation: Strict need-to-know access to personal information
- Incident Response: Comprehensive security incident response procedures
- Regular Audits: Periodic security assessments and vulnerability testing
While we implement strong security measures, no system is completely secure. We encourage you to use strong passwords and keep your account credentials confidential.
5. Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations:
Active Accounts
- Time Tracking Data: Retained for the duration of your subscription plus 90 days
- Account Information: Maintained while your account is active
- Billing Records: Kept for 7 years for tax and accounting purposes
Inactive Accounts
- Free Accounts: Data deleted after 2 years of inactivity
- Paid Accounts: Data retained for 1 year after subscription ends
- Deleted Accounts: Most data deleted within 30 days, with some information retained for legal compliance
Legal Requirements
Some information may be retained longer to comply with legal obligations, resolve disputes, or enforce our agreements.
6. Your Privacy Rights
Depending on your location, you may have the following rights regarding your personal information:
Universal Rights
- Access: Request a copy of the personal information we hold about you
- Correction: Update or correct inaccurate personal information
- Deletion: Request deletion of your personal information (subject to legal requirements)
- Data Portability: Receive your data in a machine-readable format
Additional Rights (GDPR, CCPA, and Similar Laws)
- Opt-Out: Opt out of the sale or sharing of personal information (we don't sell data)
- Restrict Processing: Limit how we process your information
- Object to Processing: Object to processing based on legitimate interests
- Withdraw Consent: Withdraw consent for processing where consent is the legal basis
Exercising Your Rights
To exercise these rights:
- Use the privacy controls in your ClockPlan account settings
- Contact us at privacy@clockplan.com
- We will respond to requests within 30 days (or as required by applicable law)
7. International Data Transfers
ClockPlan operates globally, and your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place:
Transfer Mechanisms
- Adequacy Decisions: Transfers to countries with adequate data protection laws
- Standard Contractual Clauses: EU-approved contractual protections for international transfers
- Certification Programs: Participation in recognized privacy frameworks
Data Localization
Where required by local law, we maintain data within specific geographic regions and comply with data residency requirements.
9. Third-Party Services
ClockPlan integrates with various third-party services. When you connect these services:
Integration Partners
- Calendar Services: Google Calendar, Outlook, Apple Calendar
- Project Management: Asana, Trello, Jira, Monday.com
- Accounting Software: QuickBooks, Xero, FreshBooks
- Communication Tools: Slack, Microsoft Teams
Data Sharing
We only share the minimum information necessary for integration functionality. Each integration requires your explicit consent and can be disconnected at any time.
Third-Party Privacy Policies
Integrated services have their own privacy policies. We encourage you to review their practices when connecting external services.
10. Children's Privacy
ClockPlan is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected information from a child under 16, we will take steps to delete such information promptly.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@clockplan.com.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. When we make changes:
- We will update the "Last updated" date at the top of this policy
- For material changes, we will provide notice through email or in-app notifications
- Your continued use of ClockPlan after changes become effective constitutes acceptance of the updated policy
- We will maintain previous versions of this policy for your reference
12. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Support
Mailing Address
ClockPlan Privacy Team
[Company Address]
[City, State, ZIP Code]
[Country]
We are committed to resolving privacy concerns promptly and will respond to your inquiry within 30 days.