Privacy Policy

Coll Timeclock — last updated July 2026

Coll Timeclock is a work-hours tracking service used by employers ("companies") and their employees. This page explains what information we collect through the employee app and the employer (admin) app, and how it's used.

Information we collect

• Account info: employee name, email address, and a PIN (stored as a one-way hash — we never store or can see your actual PIN). Company admins provide a business email and password (also stored as a one-way hash).
• Time records: clock-in and clock-out timestamps, break times, job/location labels, and hours submitted for payroll.
• Location data: if an employee's company has location-based auto clock-in/out enabled, the app checks the device's GPS location against the company's registered shop address to detect arrival and departure. This check only runs while the app is open or in the background as permitted by your device, and only for employees whose company has turned this feature on.
• Payroll contact info: each company sets its own payroll inbox address, used only to email that company's submitted timesheets.

How we use this information

• To record and report hours worked, for the employee and their employer.
• To optionally automate clock-in/out based on arrival at a company's job site.
• To send account-related emails: password/PIN reset links and submitted timesheets.
• To let a company's admin view their own employees' time records and overview dashboard.

What we don't do

• We don't sell or share your data with advertisers or unrelated third parties.
• We don't track location outside of the clock-in/out check described above.
• Each company's data (employees, time records, settings) is only visible to that company's own admin account — never to other companies using Coll Timeclock.

How data is stored and secured

Data is stored in a managed Postgres database and transmitted over encrypted (HTTPS) connections. Passwords and PINs are hashed before storage. Access to admin and employee accounts is controlled through authenticated, time-limited login sessions.

Data retention and deletion

We retain account and time-record data for as long as a company's account is active, since historical hours are part of payroll recordkeeping. An employee or admin can request that their account or company data be deleted by contacting us at the address below.

Children's privacy

Coll Timeclock is a workplace tool intended for employees of subscribing companies and is not directed at children.

Changes to this policy

If this policy changes, the updated version will be posted on this page with a new "last updated" date.

Contact

Questions about this policy or your data can be sent to jeremymcollins89@gmail.com.