Privacy notice
Who we are
[HOURCLOSE LEGAL ENTITY], of [HOURCLOSE REGISTERED ADDRESS], runs Hourclose. Write to us at [HELPDESK ADDRESS].
Your employer's records
If your employer uses Hourclose, your hours, leave and the rest of your work record belong to your employer, and Hourclose keeps them for your employer. Ask your employer to see, correct or erase them. You can export your own record yourself in Hourclose at any time. If you write to us about it, we pass your request to your employer within 2 working days.
What we collect and why
| What | Why | Kept |
|---|---|---|
| Your name, email, mobile number and how you sign in (Google, Microsoft, an email link, a code to your mobile number or your company's single sign-on) | to sign you in and keep your account | while you have an account |
| Your language, timezone and notification choices | to run your account as you set it | while you have an account |
| The billing name, address and tax number of whoever pays | to invoice the subscription | for the life of the Company |
| Whether you agreed to marketing email, when, and the words you agreed to | to email you only if you agreed | while the agreement stands |
| Addresses that bounced, complained or unsubscribed | so we do not email them again | [TO SET] |
| What you write to support | to answer you | [TO SET] |
| On our site: pages visited, and the ad click that brought you | to measure our site and our Google ads | as below |
Card details go to Polar, which sells our subscriptions as merchant of record. We never see them.
Ads and measurement
When you reach our site from a Google ad, we keep the ad's click identifier and your consent choices, and when you sign up and use Hourclose we tell Google which click led to it. We drop the identifier 90 days after the click. We send Google your email, hashed, only if you allowed ad user data.
- UK visitors: ad cookies stay off until you accept them, and rejecting is as easy as accepting. Analytics runs only through a provider that works for us alone and does not link to ads, and you can switch it off.
- US, Australian and Indian visitors: ads and analytics run. A Global Privacy Control signal from your browser turns off ad cookies and ad user data. "Your privacy choices", in the footer, lets you do the same.
We send email about your account and your work (sign-in links, reminders, approvals, invoices) without asking, and it never promotes anything. We send news and offers only if you ticked the box for them. Every such email says it is from Hourclose, gives our postal address and has an unsubscribe link that takes effect within 5 working days.
Who we share it with
The vendors on our sub-processor list, to run Hourclose; Google, for ads as above; and anyone the law requires. We do not sell personal data.
Where it is kept
[HOSTING REGION]. Where UK data leaves the UK, it is protected by the UK International Data Transfer Addendum.
Your rights
You can ask to see, correct or delete what we hold about you, and to stop marketing email at any time. We answer within the time your country's law sets. In the UK you can complain to the Information Commissioner's Office, in Australia to the Office of the Australian Information Commissioner, and in India to the Data Protection Board once its process is open to you. In India, write to our grievance officer, [GRIEVANCE OFFICER NAME AND CONTACT].
When an account closes
When a company's account is closed, it can be restored for 30 days and is then deleted from our live systems. Backups are beyond use from deletion and gone within 90 days. For an account in India, our log of acts is kept one year after deletion, as Indian law requires.
Changes
We post each version of this notice on our trust page with the date it takes effect.