Privacy Policy
At TeamTrackin, we prioritise your privacy and data security. Our robust privacy policy is designed to safeguard your personal information while ensuring transparency in how it's collected, used, and shared.
Purpose and Scope of This Privacy Policy
This policy outlines how TeamTrackin collects, processes, and protects personal data. It applies to all users of the TeamTrackin platform, including employers, employees, and anyone accessing TeamTrackin Services.
Who This Applies To
If you have any questions, contact our team at support@teamtrackin.com or call us at +44 20 7946 0958.
If you're uncertain about this policy's coverage, please reach out to our team for clarification. We're happy to explain how our privacy practices apply to your specific situation.
Applicability and Eligibility
By using TeamTrackin, you consent to the data practices described in this privacy policy, provided you're at least 18 years old. This policy applies to all registered clients, their teams, and any end users interacting with our platform.
Contact Us
| Contact Method | Details |
|---|---|
| Support Email | support@teamtrackin.com |
| Phone Number | +44 20 7946 0958 |
| Mailing Address | Suite 12, Regency House, 45 Promenade, Cheltenham GL50 1PJ, UK |
| Data Protection Officer | James Mitchell — dpo@teamtrackin.com |
Personal Data We Collect
We gather information directly provided by you or automatically through your interaction with TeamTrackin.
Provided Data Includes
| Category | Examples | Legal Basis |
|---|---|---|
| Basic Information | Full name, email address, company name, job title | Contract |
| Authentication Credentials | Login IDs, hashed passwords, 2FA preferences, session tokens | Contract |
| Team or Company Details | Organisation name, team structure, user roles, project associations | Contract |
| Billing Information | Payment method (via Stripe), invoice history, subscription plan | Contract |
Information Collected Automatically
| Category | Examples | Legal Basis |
|---|---|---|
| Activity Tracking | Time logs, screenshots, workspace activity (mouse/keyboard usage), application usage | Legitimate Interest |
| Device Information | IP address, browser type, operating system, hardware details, timezone | Consent |
| Session Details | Cookies, usage logs, page views, feature interactions, error reports | Consent |
Data Minimisation: We only collect data strictly necessary for the purposes stated in this policy. We never collect data outside of tracked working hours unless explicitly configured by the organisation's administrator.
How We Use Your Information
TeamTrackin processes your data for clearly defined, legitimate purposes. We never sell, rent, or trade your personal data to third parties.
We never sell your data. TeamTrackin does not sell, rent, or trade personal data to any third party for advertising, marketing, or profiling purposes.
How TeamTrackin Shares Your Data
We only share your personal data in limited, clearly defined circumstances with appropriate safeguards.
| Recipient | Purpose | Safeguards |
|---|---|---|
| Your Employer (Admin) | Admins can view activity data, timesheets, and productivity reports for team members | RBAC Controls |
| Service Providers | Trusted sub-processors (AWS, Stripe, Cloudflare, etc.) | DPA + SCCs |
| Legal Authorities | When required by law, court order, or to protect rights and safety | Legal Obligation |
| Business Transfers | In the event of a merger, acquisition, or sale of assets | Prior Notice |
Sub-Processor Transparency: A complete list of sub-processors is on our GDPR Compliance page. We notify customers at least 30 days before adding a new sub-processor.
Your Rights and Choices
Under the UK GDPR, EU GDPR, and the Data Protection Act 2018, you have the following rights:
| Right | Description | How to Exercise |
|---|---|---|
| Access | Request a copy of all personal data we hold about you | Download it in TeamTrackin: Settings → Profile → Your data & privacy (web), Profile → My data & privacy (mobile app), or Settings → Your data (client portal). Can't sign in? Email dpo@teamtrackin.com |
| Rectification | Correct inaccurate or incomplete personal data | Account settings or email DPO |
| Erasure | Request deletion ("Right to be Forgotten") | Request deletion from the same Your data screen; your employer (or the company, for client portal users) approves it. Can't sign in? Email dpo@teamtrackin.com |
| Restrict Processing | Limit how we process your data in specific situations | Email dpo@teamtrackin.com |
| Data Portability | Receive data in machine-readable format (JSON/CSV) | Settings → Your data → Download a copy |
| Object | Object to processing based on legitimate interests | Email dpo@teamtrackin.com |
| Withdraw Consent | Withdraw consent for optional processing at any time | Account settings or email DPO |
We acknowledge requests within 72 hours and fulfil within 30 calendar days.
Client portal users (customers of a company that uses TeamTrackin) can download a copy of their data and ask for it to be deleted in the portal under Settings → Your data. That company is the data controller for its clients and decides deletion requests; TeamTrackin processes the data on its behalf.
No cost: Exercising your data rights is free of charge.
Data Security Measures
We implement industry-leading measures to protect your data against unauthorised access, alteration, or destruction.
Breach Notification: We notify the ICO within 72 hours and affected individuals without undue delay, per GDPR Article 33 and 34.
Data Integrity and Retention
We retain data only as long as necessary. When no longer needed, it is permanently deleted.
| Data Type | Retention Period | After Expiry |
|---|---|---|
| Account profile data | Duration of account + 30 days | Permanently deleted |
| Hours, activity & productivity history | Set by plan: 2 years (Basic, trial or no plan), 4 years (Standard), 6 years (Shift plan), 7 years (Premium & Enterprise) | Permanently deleted |
| Screenshots | 6 months default (employer can choose 3–12 months) | Images permanently deleted |
| App & website details (window titles, full web addresses, page titles) | 6 months default (employer can choose 3–12 months) | Details removed, totals kept |
| Location (desktop app & shift GPS) | 6 months default (employer can choose 6–12 months) | Permanently deleted |
| Shift selfies | 6 months default (employer can choose 6–12 months) | Permanently deleted |
| Pay, timesheets, shift hours, time off, expenses & HR records | 8 years | Permanently deleted |
| Sickness reasons (free text) | 12 months | Reason text removed, dates & hours kept |
| Billing & invoice records | 8 years | Archived, then deleted |
| Support tickets | 24 months | Permanently deleted |
| Technical / server logs | 6 months | Permanently deleted |
| Cookie & analytics data | 13 months maximum | Permanently deleted |
Your employer can choose the period for screenshots, app and website details, location and selfies within the ranges above. When screenshot images and app and website details are trimmed, your hours and totals stay for your plan's history period. A shorter period your employer chooses takes effect after 7 days.
Automated Purging: TeamTrackin runs automated retention jobs. Backup copies purged within 30 days. Deletion is irreversible.
International Data Transfers
TeamTrackin primarily stores data within the EEA and UK. For international transfers, we use:
Request a copy of the relevant transfer mechanism at dpo@teamtrackin.com.
Updates to This Policy
We may update this policy to reflect changes in practices, technology, or legal requirements.
Experience Seamless and Secure Monitoring
Whether you're an employer or employee, your trust is our top priority. TeamTrackin is built with privacy by design.
| Contact Method | Details | Response Time |
|---|---|---|
| Support Email | support@teamtrackin.com | Within 24 hours |
| DPO Email | dpo@teamtrackin.com | Within 72 hours |
| Phone | +44 20 7946 0958 | Mon–Fri, 9am–5pm GMT |
| Post | Suite 12, Regency House, 45 Promenade, Cheltenham GL50 1PJ, UK | 5–7 business days |
Supervisory Authority: Lodge a complaint with the ICO at ico.org.uk, or your local EU data protection authority.
Your Privacy, Our Promise
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