Privacy Policy

About this policy

This Privacy Policy explains how TimoDesk ("we," "us," or "our") collects, uses, stores, and protects your information. It covers this website, the TimoDesk desktop app, the dashboard, the client portal at client.timodesk.com, and the partner portal at partner.timodesk.com. Together we call these "the Service."

Using TimoDesk means you accept the practices described here. If you do not accept them, please stop using the Service.

Information we collect

We collect information to run the Service, keep it secure, and make it better. It comes from three places.

When you or your organization sets up an account in the dashboard:

• Name
• Email address
• Password
• Organization details, such as its name, country, address and time zone
• Phone number
• Profile photo or logo, if you add one
• Projects, tasks, comments and files you add
• Billing records, such as invoices and payments

When you pay, your card or wallet details go to our payment gateway. We do not store them.

If an organization invites you to the client portal, we keep your name, email address and password. If you apply to our partner program, we keep your name, email address, password and country, plus anything else you add to your application, such as your company, website, phone number, social links and how you plan to promote TimoDesk. When you ask for a payout, we keep the PayPal or bank details you enter for it.

If you contact us through the website form, by email, or with a support request, we keep what you send us: your name, email address, messages and attachments.

When you sign in to the dashboard or a portal, or use the desktop app:

• IP address
• Approximate location (city and country) worked out from the IP address
• Browser type
• Operating system
• Device identifiers
• App version
• Sign-in times
• Which dashboard pages you open and for how long

Work information from the desktop app, recorded while the timer runs so that time tracking and reports are accurate:

• Time entries, with the project and task
• Active and idle time
• Activity level: the share of time with keyboard or mouse input, not keystrokes
• Apps used, and the time spent in each
• Websites visited: the site, page address (URL), page title and browser, never the page content
• Screenshots, taken at the interval your organization sets, from every 3 to every 60 minutes
• Manual time requests and whether they were approved
• Whether the app has the computer permissions it needs, such as screen recording

On this website, we log each page visit: the IP address, the country and internet provider that address belongs to, your device type, browser and operating system, the page, the site that sent you, and any campaign tags in the link. If you follow a partner's referral link, we also record the click: its time, the IP address, country, browser, device and the page you came from. We also use cookies and similar tools, which section 04 explains.

We may receive information from:

• Payment gateways, which tell us whether a payment went through
• Our affiliate partners: if you reach TimoDesk through a partner's referral link, the link tells us which partner sent you
• Your organization, when it adds you as a member or invites you as a client

How we use it

We use your information to:

• Provide and run the Service
• Track time, activity, attendance, and work
• Build the reports your organization sees
• Improve features and fix problems
• Remember your settings
• Send emails you need, such as invitations, sign-in codes, and daily or weekly summaries
• Answer your support requests
• Keep accounts secure and prevent fraud
• Process payments and pay our partners
• Credit sign-ups to the partner who referred them
• Meet our legal and compliance duties

How we share it

We do not sell your information. We share it in four situations and no others.

If you use TimoDesk through an organization, people in it can see your work data. This is what the product is for, so we say it clearly here. They can see:

• Your tracked work time
• Your activity levels
• Your screenshots
• The apps and websites you used while the timer ran
• Your productivity summaries
• The tasks assigned to you

What each person sees depends on their role. The organizer (the owner) and Business Managers see every member. Team managers see the members of the teams they manage. A member who leads a project sees the work tracked on that project. Staff members see their own records, and every member can always see their own.

An organization can also invite its clients to the client portal. A client sees only the projects the organization assigns to them, and only the parts the organization turns on. These can include time and activity reports, tasks, screenshots, apps, websites, and your name and photo.

Other companies that help us run TimoDesk:

• Cloud hosting and file storage
• Payment gateways
• Email providers
• Customer support tools
• An IP lookup service, which turns the IP address of a sign-in into an approximate location
• Google Analytics and Google Ads, loaded through Google Tag Manager, on this website only

Each one gets only what it needs to do its job.

We may share information when the law, a regulation, a court order, or a government request requires it. We may also share it when we need to protect rights, safety, or labor rights, or to prevent fraud.

If we merge with another company, are bought, or reorganize, your data may move to the new owner of the business.

Cookies and tracking

We use cookies to keep you signed in, keep forms secure, measure how this website is used, and see which of our ads bring visitors here.

On this website, Google Tag Manager loads Google Analytics and our ad tags. If you arrive through a partner's referral link, we keep the partner's code in your browser's storage for up to 60 days, so the partner gets credit if you sign up.

You can turn off cookies in your browser, but parts of TimoDesk will stop working if you do. Our Cookie Policy lists the cookies we set and how to block them.

Storage and security

We use industry-standard methods to protect your data:

• Encrypted connections over HTTPS
• Secure servers
• Regular backups, kept for our own recovery, not as a restore service for customers
• Access controls and sign-in protections

Screenshots are stored on TimoDesk's storage. If your organization connects its own S3 or FTP storage in the dashboard, new screenshots are stored there instead.

Only authorized TimoDesk staff can open customer accounts, and only when they need to, for example to give support, fix a problem, or keep the Service secure.

No online system is completely secure. We cannot be held responsible for unauthorized activity by hackers, malware, or cybercriminals. We also cannot guarantee full protection against data leaks or unauthorized access to stored screenshots or any other data.

Data breaches

We implement reasonable administrative, technical, and organizational measures to protect your personal information. However, no method of electronic transmission, storage, or security system is completely secure.

While we strive to safeguard your data, we cannot guarantee absolute security and shall not be liable for any unauthorized access, hacking, data loss, alteration, disclosure, or misuse caused by circumstances beyond our reasonable control, including cyberattacks, third-party actions, or events of force majeure.

In the event of a data breach involving your personal information, we will take appropriate steps to investigate the incident and, where required by applicable law, notify affected users and relevant authorities within a reasonable timeframe after becoming aware of the breach.

How long we keep it

We keep your information for as long as:

• Your account is active
• We need it to provide the Service
• We must keep it for legal, tax, or audit reasons

We delete the visit log of this website after 180 days and keep only the totals.

Deletion goes through the organization. If your account belongs to one, ask its owner. The owner or a Business Manager can remove you in the dashboard. This ends your access and stops tracking, and your past records stay with the organization. An owner can ask us to delete the whole organization. We then delete it, along with every member account in it.

Your rights

Depending on where you live, you may have the right to:

• See the data we hold about you
• Ask us to correct information that is wrong
• Ask for your data to be deleted, which goes through the organization's owner where the account belongs to a company (see clause 07)
• Get a copy of your data
• Object to some kinds of processing
• Withdraw consent, where consent is what we relied on

If you use TimoDesk through an organization, start with its owner. The organization decides what is collected about you, so it is the "controller" of your work data, meaning the one in charge of it. We are its "processor": we handle the data for it, on its instructions. Our Data Policy explains these roles.

For anything else, or if the owner does not help, email our support team. We respond to requests within a reasonable time.

Children

TimoDesk is not meant for anyone under 18. We do not knowingly collect information from anyone under 18. If you think someone under 18 is using TimoDesk, please contact us.

International transfers

Your data may be stored or processed in other countries, depending on where our servers and service providers are. We put appropriate safeguards in place for those transfers, but we cannot guarantee the security of data while it moves between countries or is stored in another country.

Advertising

Inside TimoDesk we may show product announcements, feature updates, and messages about your account. We do not sell ad space in the product.

We advertise TimoDesk on Google. Google sets a conversion cookie on this website, so we can see which ads brought a visitor here. Our Cookie Policy explains what those cookies do and how to block them.

Changes to this policy

We keep the right to change, add to, or delete any part of this policy at any time. If a change is significant, we will tell you by email or through the Service.

Contact us

Please send questions about this policy, or about the data we hold about you, to [email protected].