Privacy Notice
1. Who We Are
TimeTraq is an HR and workforce management platform operated by TimeTraq Ltd. Our platform enables organisations to manage time tracking, payroll workflows, employee records, contracts, and related HR processes.
2. Our Role: Data Controller and Data Processor
TimeTraq operates in two distinct capacities depending on the type of data involved.
2.1 When TimeTraq is the Data Controller
TimeTraq acts as a data controller when we collect and use personal data for our own purposes. This includes:
- Personal data of individuals who contact us, sign up for early access, or book a demonstration
- Account and billing data for client organisations and their nominated administrators
- Usage and analytics data collected when people visit our website or use our platform
As controller, we determine the purposes and means of processing this data and are responsible for it under UK GDPR.
2.2 When TimeTraq is the Data Processor
When a client organisation (such as an employer, college, or business) uses TimeTraq to manage their workforce data, that organisation is the data controller and TimeTraq acts as their data processor. This means:
- The client organisation decides what employee data is entered into the platform and why
- TimeTraq processes that data only on the instructions of the client organisation
- The client organisation's own privacy notice will govern how their employees' data is used
In these cases, if you are an employee whose data is held in TimeTraq by your employer, you should contact your employer directly with any queries about how your personal data is used.
3. What Personal Data We Collect
3.1 Data collected when you visit our website or contact us
- Name and contact details (email address, phone number)
- Organisation name and job title
- Messages or enquiries submitted via our contact form
- Device and usage data, including IP address, browser type, pages visited, and time spent on site (collected via cookies and similar technologies)
3.2 Data processed on behalf of client organisations
When an organisation uses TimeTraq to manage their workforce, the platform may process the following categories of employee data on behalf of that organisation:
- Names, job titles, and contact details
- Work hours, timesheets, and attendance records
- Payroll and salary data
- Employment contract documents
- Leave and absence records
TimeTraq does not use this employee data for its own purposes. We process it solely as instructed by the client organisation.
4. Our Legal Basis for Processing
Under UK GDPR, we are required to have a lawful basis for processing personal data. Our bases are as follows:
- Contract: where processing is necessary to provide our services or to take steps at your request before entering into a contract
- Legitimate interests: for website analytics and improving our platform, where this does not override your rights and interests
- Legal obligation: where we are required to process data to comply with applicable law
- Consent: for non‑essential cookies placed on our website, where you have given your consent
For data processed on behalf of client organisations, our legal basis is the performance of a contract (our data processing agreement with that organisation).
5. How We Use Your Data
Where TimeTraq is the controller, we use personal data to:
- Respond to enquiries and manage our pilot programme and early access applications
- Provide, maintain, and improve the TimeTraq platform
- Manage accounts, billing, and contracts with client organisations
- Send relevant updates about the platform (you may opt out at any time)
- Analyse website usage to improve user experience
- Comply with legal and regulatory obligations
We do not sell personal data to third parties. We do not use personal data for automated decision‑making that produces legal or similarly significant effects without human oversight.
6. Who We Share Data With
We may share personal data with the following categories of third parties, only where necessary and under appropriate safeguards:
- Technology and infrastructure providers: cloud hosting, database, and security services used to operate the platform
- Analytics providers: to understand how our website and platform are used
- Payment processors: to manage billing for client organisations
- Professional advisers: lawyers, accountants, and insurers, where required
- Regulatory authorities: where we are legally required to disclose information
We do not share personal data with third parties for their own marketing purposes.
7. International Data Transfers
TimeTraq stores and processes data within the UK and European Economic Area (EEA). Some of our third‑party technology providers may process data outside the UK or EEA. Where this occurs, we ensure that appropriate safeguards are in place, such as:
- UK adequacy decisions or EU Standard Contractual Clauses
- Binding corporate rules where applicable
- Other lawful transfer mechanisms recognised under UK GDPR
You may request details of the specific safeguards in place for any such transfers by contacting us at privacy@timetraq.co.uk.
8. How Long We Keep Your Data
We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Our general approach is:
- Website enquiry and contact data: up to 2 years from last contact
- Account and contractual data for client organisations: for the duration of the contract, plus up to 7 years for legal and financial compliance purposes
- Employee data processed on behalf of clients: retained in line with the client organisation's instructions and data processing agreement
- Cookie and analytics data: as specified in our Cookie Policy
When data is no longer required, we securely delete or anonymise it.
9. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
- Right of access: to request a copy of the personal data we hold about you
- Right to rectification: to request correction of inaccurate or incomplete data
- Right to erasure: to request deletion of your data in certain circumstances
- Right to restrict processing: to ask us to limit how we use your data
- Right to data portability: to receive your data in a structured, machine‑readable format
- Right to object: to object to processing based on legitimate interests
- Rights in relation to automated decision‑making: to request human review of any automated decisions
To exercise any of these rights, please contact us at privacy@timetraq.co.uk. We will respond within one month. You will not be charged for making a request.
If you are an employee whose data is held in TimeTraq by your employer, please contact your employer directly, as they are the data controller for your employment data.
If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.
10. Data Security
TimeTraq takes the security of personal data seriously. We implement appropriate technical and organisational measures to protect data against unauthorised access, loss, or disclosure. These include:
- Encryption of data in transit and at rest
- Multi‑factor authentication for platform access
- Access controls limiting data access to authorised personnel only
- Regular security reviews and monitoring
In the event of a data breach that is likely to result in a risk to individuals' rights and freedoms, we will notify the ICO within 72 hours and affected individuals where required by law.
11. Cookies
Our website uses cookies and similar technologies. Essential cookies are necessary for the site to function and are placed automatically. Non‑essential cookies (such as analytics cookies) are placed only with your consent.
For full details of the cookies we use and how to manage your preferences, please see ourCookie Policy.
12. Changes to This Notice
We may update this Privacy Notice from time to time to reflect changes in our practices, technology, or legal requirements. We will post any updated version on our website with a revised date. We encourage you to review this notice periodically.
Where changes are material, we will take reasonable steps to notify affected individuals.
13. Contact Us
If you have any questions about this Privacy Notice or how we handle your personal data, please contact us:
TimeTraq Ltd | privacy@timetraq.co.uk | www.timetraq.co.uk