TimeRewards Software, Inc. (“TimeRewards”, “we”, “our”, or “us”) operates the www.timerewards.com website and the TimeRewards web and mobile application (together, the “Service”). This Privacy Policy explains how we collect, use, and protect your information, and the choices and rights you have.
Read it together with our Terms and Conditions and our Cookies Policy. If you are in the European Economic Area, the United Kingdom, or Switzerland, our GDPR Privacy Notice adds to this policy. If you are a California resident, so does our California Privacy Notice.
1. Definitions
- Service: the TimeRewards website and the TimeRewards web and mobile application.
- Personal Data: information that identifies you, such as your name, email address, or phone number.
- Usage Data: information collected automatically when you use the Service, such as the pages you visit and the time you spend on them.
- Cookies: small files stored on your device. Our Cookies Policy lists the ones we use.
- Customer Data: the time entries, timesheets, expenses, approvals, projects, and other records that our customers (“Subscribers”) and their staff enter into the Service.
- Data Controller: the party that decides how and why Personal Data is used.
- Data Processor: a party that processes Personal Data on behalf of a Data Controller.
2. Our Role
We are the Data Controller for Personal Data about visitors to our website, people who request a trial or contact us, and the people who manage TimeRewards accounts, such as account administrators and billing contacts.
For Customer Data, the Subscriber that holds the account is the Data Controller, and we are its Data Processor. We process Customer Data on the Subscriber’s behalf to provide the Service, under our Terms and Conditions and, where it applies, our Data Processing Agreement. If you use TimeRewards as a member of a Subscriber’s staff, your employer or organization decides what it records about you in the Service and how it uses that information, so please direct questions and requests about it to them. We will help the Subscriber respond.
3. Information We Collect
3.1 Account information. When you create or manage an account, we collect your first and last name, email address, phone number, company name, and address (city, state, ZIP code, and country).
3.2 Trial requests and messages. When you request a free trial, we collect your name, work email address, company, team size, industry, and the systems you would like to connect. When you contact us, we collect your name, email address, company, phone number, the topic you choose, and your message.
3.3 Usage Data. When you use the Service, we and our service providers automatically collect your IP address, browser type and version, device information, the pages you visit, the time you spend on them, and the page that referred you. Section 5 and our Cookies Policy describe how.
3.4 Customer Data. Subscribers and their staff enter Customer Data into the Service, such as time entries, timesheets and their approvals, expense reports and receipts, projects and tasks, billing and pay rates, notes, and comments. Where a Subscriber turns on location-based features, the Service also processes location information from the devices its staff use.
3.5 Payment information. We use third-party payment processors, and we do not store your card details.
3.6 Connected systems. When a Subscriber connects the Service to another system, such as an accounting, payroll, or HR system, we exchange data with that system at the Subscriber’s direction, as described in Section 25 of our Terms.
4. How We Use Your Data
We use the information we collect to:
- provide and maintain the Service, including your account and billing;
- improve the Service and your experience of it;
- send you service notices, updates, and notifications;
- provide customer support and respond to your requests;
- analyze the performance and usage of our website and the Service;
- measure our advertising and understand which businesses are interested in TimeRewards;
- detect and prevent fraud, abuse, and technical issues; and
- comply with our legal obligations and enforce our Terms.
You can unsubscribe from marketing emails at any time using the link in any marketing email. We never send newsletters, marketing, or promotional materials to a Subscriber’s staff directly.
We process Customer Data to provide, maintain, secure, support, and improve the Service for the Subscriber, as described in Sections 7 and 10 of our Terms, and we do not sell it.
5. Cookies and Tracking
We and our service providers use cookies and similar technologies on our website to keep it working and secure, to understand how it is used, and to measure our advertising. Our Cookies Policy lists each one, what it does, and how long it lasts. Our website uses:
- Google Analytics, to understand how visitors find and use our website;
- Google Ads, to measure which of our ads lead to trial requests and to show our ads to people who have visited our website;
- Microsoft Clarity, which records how visitors move through, click, and scroll our pages, so we can find and fix problems with them;
- Vector, which helps us understand which businesses visit our website by matching visits with business contact information from its own sources;
- LiveChat, which runs our chat window; and
- YouTube, which plays the videos on some of our pages.
You can disable cookies in your browser settings, and our Cookies Policy describes the other choices you have. Some parts of the Service may not work without cookies. Our website does not currently respond to browser “Do Not Track” signals.
6. Legal Basis (GDPR)
If you are in the European Economic Area, the United Kingdom, or Switzerland, we process your Personal Data on these legal bases:
- Contract: to provide the Service you or your organization signed up for, and to manage accounts and billing;
- Legitimate interests: to secure and improve the Service, understand how our website is used, measure our advertising, and tell account administrators about our products, where those interests are not overridden by your rights;
- Legal obligations: to keep tax and accounting records and to respond to lawful requests; and
- Consent: where we ask for it, such as for text messages. You can withdraw consent at any time.
Our GDPR Privacy Notice explains your rights and how to exercise them.
7. Sharing Your Data
We share Personal Data only as described here:
- With service providers that help us run the Service and our business, such as hosting, payment processing, email, customer support, and the website tools named in Section 5;
- Within your organization: information in a Subscriber’s account is visible to that Subscriber’s administrators and to the other users the Subscriber authorizes;
- With connected systems that a Subscriber chooses to integrate, at its direction;
- During business transfers: if we are involved in a merger, acquisition, financing, or sale of assets, Personal Data may be transferred as part of that transaction;
- When required by law, or to protect the rights, property, or safety of TimeRewards, our customers, or others; and
- With your consent, or at your direction.
We do not sell Personal Data for money. Our California Privacy Notice explains how California law treats the website tools in Section 5.
8. SMS Consent
SMS consent is not shared with third parties. We do not share mobile phone numbers collected for text messaging with third parties or affiliates for marketing or promotional purposes.
9. Data Retention
We retain your data only as long as necessary for the functionality of the Service, for legal compliance, and for dispute resolution.
When a Subscription ends, we preserve the account’s timesheets and other account information for one (1) year, during which the Subscriber may request a free copy in Excel format. After that, we may delete it. Payment information is deleted after the final Billing Cycle. Section 13.4 of our Terms describes this in full.
Subscribers are responsible for exporting and keeping any records they are required to retain under law or contract.
10. Data Transfer
We are based in the United States. Your data may be transferred to and stored in countries outside your own, including the United States, with proper safeguards. Our GDPR Privacy Notice describes the safeguards for data from the European Economic Area, the United Kingdom, and Switzerland.
11. Security
We use industry-standard security measures, including administrative, technical, and physical safeguards designed to protect your data against unauthorized access, use, alteration, or disclosure. Information you send to our website and to the app travels over encrypted (HTTPS) connections. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.
If we confirm unauthorized access to Customer Data in our systems, we will notify the affected Subscriber as described in Section 11 of our Terms.
12. Your Rights
Depending on where you live, you may have the right to:
- access your data;
- update or correct it;
- delete it;
- restrict or object to our processing of it;
- receive it in a portable format; and
- withdraw your consent, where we rely on consent.
To make a request, email support@timerewards.com. We may need to verify your identity before we act on it, and we will respond within the time the law allows. If your request concerns Customer Data, we will refer it to the Subscriber that controls it.
Our GDPR Privacy Notice and California Privacy Notice describe the rights that apply in those places and how to use them.
13. Third-Party Services
Our website and the Service link to services we do not operate, such as our help center (hosted by Zendesk), the page where you book a demo (Calendly), and the systems you can connect to TimeRewards. Their own privacy policies govern the information you give them.
Google describes how it uses information from sites that use Google Analytics and Google Ads in How Google uses information from sites or apps that use our services.
14. Children’s Privacy
Our Service is not intended for users under 18 years of age, and we do not knowingly collect Personal Data from them. If you believe someone under 18 has given us Personal Data, contact us and we will delete it.
15. Updates to This Policy
We may update this policy from time to time. Changes will be posted on this page, with a new “Last updated” date at the top.
16. Contact Us
If you have questions about this policy or your data, contact us at support@timerewards.com, by phone at 1-800-631-1365 (Ext 144), or by mail at TimeRewards Software, Inc., 9600 Great Hills Trail, Suite 150W, Austin, TX 78759.