Privacy policy

1. Who is responsible

Wise Minds provides Clock-it. If you use Clock-it through a company workspace, that company decides which employees are invited and how time tracking is used. Wise Minds stores and processes the data needed to run the service.

2. Data we collect

Depending on how you use Clock-it, we may process:

• Account details: name, email address, an optional profile photo, role, a hashed password when you create one, and whether the account is active. If you continue with Google, we receive the name and verified email address from that Google account.
• Company workspace details: company name and related settings.
• Work data: clients, projects, project membership, hourly rates, budgets, tags, time entries, descriptions, and billable status.
• Timesheet submissions, approvals, rejections, and related notes.
• Administrative audit records of important actions in the workspace.
• Invitation and password-setup tokens used to create an account password.
• Technical data needed to keep you signed in and to show times in the correct timezone.

3. How we use data

We use this data to:

• Create and manage company workspaces and user accounts.
• Authenticate users and protect access to the service.
• Track time, prepare timesheets, reports, and billing information.
• Send service emails such as welcome messages and team invites.
• Keep an audit trail of administrative actions.
• Operate, secure, and improve Clock-it.

4. Legal bases

Where data protection law requires a legal basis, we process personal data to provide the Clock-it service, to perform a contract with the company that uses the workspace, to meet legal obligations, and where needed for legitimate interests such as securing the service and keeping historical time records.

5. Sharing

Time and account data stay inside the company workspace. Employees see their own time. Admins can see company data needed to manage projects, people, timesheets, and reports. We do not sell personal data. Data may be processed by infrastructure and email providers that Wise Minds uses to host Clock-it and send service messages. If you choose Google sign-in, Google processes that sign-in and shares the verified account details above with Clock-it. We may also disclose data if required by law.

6. Cookies and local data

Clock-it uses a session cookie so you can stay signed in until you sign out. The cookie can last up to 400 days of inactivity, and is refreshed while you use the app. Clock-it also uses a timezone cookie named clock-it-timezone so dates and hours are shown in your local timezone, and an appearance cookie named clock-it-theme so the light or dark theme can load with the page, and a sidebar cookie named clock-it-sidebar so the navigation can stay collapsed or expanded. These are needed for the service to work. Clock-it does not use advertising or analytics cookies.

7. Retention

We keep account, time, billing, timesheet, and audit records for as long as the company workspace needs them to track work history. Deactivating an employee revokes access but does not delete historical time entries, timesheets, billing data, or audit records. A company admin can permanently delete the entire company workspace from Account, which removes every user and all related time, billing, and audit data. Password-setup invitations expire and are not kept for ongoing use after they are used or expire. Database backups may retain data for a limited period for disaster recovery.

8. Security

Passwords are stored as hashes, not in plain text. Access to workspace data is limited to the signed-in user and the company they belong to. You should keep your password confidential and sign out on shared devices.

9. Your rights

Depending on applicable law, you may have the right to access, correct, or delete personal data, restrict or object to certain processing, and receive a copy of data you provided. Because Clock-it is used for company time tracking, some records cannot be removed if they are needed for work history. To exercise your rights, contact your Clock-it administrator or Wise Minds.

10. Children

Clock-it is intended for company and employee use. It is not directed at children.

11. Changes

We may update this policy when Clock-it or our practices change. The latest version will always be available on this page.

12. Contact

For privacy questions, contact your Clock-it workspace administrator or Wise Minds.