Clockly ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how our workforce management system collects, uses, strictly protects, and processes your data when you use our web dashboard, mobile interfaces, and physical kiosk terminals (collectively, the "Service").

📋 1. Information We Collect

To provide accurate payroll, time-tracking, and workforce scheduling, we collect the following categories of data:

A. Employment & Identity Data

• Profile Details: Your first name, last name, employee ID number, email address, and job title.
• Contractual Data: Your employment status, contracted weekly hours, department, reporting manager, and holiday/TOIL balances.
• Hardware Identifiers: The unique UID of your assigned NFC key fob or access card, which is securely mapped to your employee profile.

B. Time, Attendance, & Location Data

• Clock Data: Exact timestamps of when you clock in, clock out, and take breaks.
• GPS Location Data (Geofencing): When clocking in or out via your personal mobile device or web browser, we temporarily request your GPS coordinates (Latitude/Longitude). This is used strictly to verify that you are within the allowed physical radius of the property. We do not continuously track your location.

C. Photographic & Biometric Data

• Photo Logs: When clocking in via the property terminal, the camera captures a momentary photograph. This photo is used by our AI system to confirm a human face is present and is stored securely in our HR audit logs for manager verification.

⚙️ 2. How We Use Your Information

Your data is processed strictly for employment and operational purposes. We use your information to:

• Calculate Payroll: Track your exact worked hours, scheduled shortfalls, and overtime to generate accurate monthly payroll exports.
• Manage Leave: Process and log your Annual Leave, Sickness, Maternity, and Unpaid Leave requests.
• Verify Identity: Ensure the correct employee is logging hours using secure PINs, NFC cards, GPS boundaries, and photographic evidence.
• Synchronize Rotas: Update the master Google Sheets Rota dynamically when you clock in, swap shifts, or take leave.

🤝 3. How We Share Your Information

We absolutely do not sell your Personal Data to third parties. Data is only shared in the following required operational circumstances:

• Internal Management: Your schedules, timesheets, and attendance photos are visible strictly to authorized Managers, HR Personnel, and System Administrators within your organization.
• Third-Party Integrations: To power our live scheduling, your shift statuses and leave days are securely transmitted and synchronized with your company's designated Google Sheets via an encrypted API connection.
• Legal Compliance: If required by law, court order, or governmental authority, we may disclose specific attendance or employment records.

🛡️ 4. Data Security and Retention

We deploy robust, industry-standard security protocols to protect your data:

• Encryption: All data transmitted between your device, the Kiosk, and our servers is secured via HTTPS/SSL encryption.
• Secure Access: Employee dashboard access is protected by personalized, hashed secure PINs.
• Retention: Your attendance logs, timesheets, and shift histories are retained as long as necessary to comply with employment, tax, and payroll auditing laws (typically 3 to 7 years, depending on local jurisdiction). Photographic logs are retained temporarily for payroll auditing and are overwritten or deleted periodically in accordance with your company's HR policy.

⚖️ 5. Your Data Protection Rights

Under applicable data protection laws (such as the GDPR and UK DPA 2018), you hold the following rights regarding your personal data:

• Right to Access: You may request a copy of the personal data we hold about you.
• Right to Rectification: You may request that we correct any inaccurate or incomplete data (such as missing clock-in times, which you can request via the 'Adjust Time' feature on your dashboard).
• Right to Erasure: You may request the deletion of your personal data, subject to our legal obligations to retain payroll and tax records.