Privacy Policy

Last updated 18 August 2026.

1. Who this policy covers

This policy applies to the ClockHub web application at clockhub.io, the ClockHub mobile app for iOS and Android, and this marketing website.

ClockHub is a product of HeyJay Technologies LLC ("HeyJay Technologies", "we", "us"), a Wyoming limited liability company of 30 N Gould St, Ste R, Sheridan, WY 82801, United States. Where this policy says "we", it means HeyJay Technologies LLC acting through its ClockHub product.

ClockHub is workforce software bought by employers. That creates two different relationships, and your rights depend on which one applies to you.

• You use ClockHub because your employer provides it. Your employer decides what is collected about you and why. Your employer is the data controller. We run the software on their behalf as a data processor. Questions about why something is collected, and requests to see, correct or delete your records, go to your employer first. We act on their instructions and will help them respond.
• You created your own account. That covers a workspace administrator who signed the organization up, a job seeker who registered through the job marketplace, and a learner who enrolled in a course directly. For those accounts we are the controller and you can contact us at privacy@clockhub.io.

Visitors to this website are covered by section 11.

2. What we collect

2.1 Workspace and account data

When an organization signs up: company name, business address, contact name, email address, phone number, the plan chosen, and billing details. Card details are entered directly with our payment processor and are not stored on our servers.

2.2 Employee records entered by your employer

Name, work and personal email, mobile number, home address, date of birth, gender, marital status, emergency contacts, employee ID, job title, department, designation, reporting line, employment and probation dates, salary or hourly rate, and a profile photo. Some of this you can edit yourself, depending on what your employer allows.

2.3 Time and attendance, including location

This is the most sensitive category, so it is set out in full. When a clock in or clock out is recorded, whether from the web app, the mobile app or a QR code, we store:

• the exact time of the punch and the time zone it was taken in;
• the work location selected from the list your employer configured;
• GPS coordinates, where your employer has enabled location capture or geofencing, and where the device or browser grants permission;
• the street address derived from those coordinates, where address lookup is enabled;
• the network IP address the punch arrived from;
• any note typed on clock in or clock out;
• whether the punch was recorded as working from home, and whether it was captured offline and synchronized later;
• the resulting worked hours, breaks, overtime, late and early flags, and how the punch reconciles against the shift you were rostered for.

Location is read only at the moment of a punch. Neither the web app nor the mobile app tracks you in the background, records your position between punches, or runs continuous location monitoring of any kind. If a browser or device refuses the location permission the punch still records, and your employer decides whether that is acceptable.

2.4 Schedules and availability

Shifts assigned to you, open shifts you claim, shift swap and change requests, availability and time off you submit, leave requests and their approval history, and call-outs.

2.5 Documents and credentials

Files uploaded by you or your employer: identity documents, licenses, certifications and qualifications, along with their issue and expiry dates and renewal submissions. The system flags documents that are missing, expiring or expired so your employer can chase renewals and keep unqualified staff off the schedule.

2.6 Expenses, mileage and claims

Claim amounts, dates, mileage, descriptions, receipt images, and the approval or rejection decision with the reviewer and any note they leave.

2.7 Pay and banking

Timesheets, approved hours, pay runs, payslips, deductions, allowances and year to date totals. Where direct deposit details are collected, the account, routing, institution and transit numbers are encrypted at rest and are visible only to users your employer has granted the specific permission to.

2.8 Messages and files

Messages you send through the platform, including attachments, and support conversations between learners and instructors. These are stored in your employer's workspace and are not private from your employer.

2.9 Training records

Course enrollments, progress, quiz answers and scores, completion dates and certificates, where your employer uses the training module.

2.10 Signed documents

Documents sent to you for signature, the values you enter into their fields, your typed or drawn signature image, and the completed PDF together with a certificate page recording who signed and when.

2.11 Recruitment, onboarding and the job marketplace

For applicants: the application and its answers, resume and attachments, interview notes, scorecards and ratings, and the hiring decision. For job seekers who register with us directly through the marketplace: name, email, phone number, password, marketplace profile and the applications submitted. For new hires: onboarding tasks, forms completed, and documents collected before the first day, which may be promoted onto the employee record.

2.12 Technical and security data

Session cookies, sign-in times, the IP address and browser or app version a session came from, a device identifier and push notification token for each mobile device you register, and an audit trail of changes made to records, recording who changed what and when. Server logs capture request metadata and errors.

3. What we do not do

Stated explicitly, because people reasonably assume otherwise.

• We do not sell or rent personal data, and we do not share it with advertisers or data brokers.
• We do not use customer data to train artificial intelligence models, our own or anyone else's.
• No background location tracking. Location is read only when a punch is taken.
• No biometric data. If you unlock the mobile app with Face ID or a fingerprint, that check happens entirely on your device and we receive only a yes or no result. Your face or fingerprint never leaves your phone. An app lock PIN stays on the device and is never transmitted.
• No advertising or behavioral tracking software in the product. The mobile app contains no analytics or advertising SDK. Google Firebase is present only to deliver push notifications.
• No clinical or health records. ClockHub is workforce software for employment data. It is not built for protected health information, and our terms prohibit customers from putting patient or clinical data into it.

4. Why we use it, and our legal bases

Where the UK or EU GDPR applies, we and our customers rely on the following.

• Performance of a contract: creating and running your account, delivering the service, processing subscription payments.
• Legitimate interests: securing the platform, preventing fraud and time theft, diagnosing faults, maintaining an audit trail, improving the product, and communicating about service changes. For employer use of the product, the employer's legitimate interest in verifying attendance, managing schedules and running payroll.
• Legal obligation: keeping payroll, tax and wage records for the periods the law requires, and responding to lawful requests.
• Consent: non-essential cookies, marketing email, and device permissions such as location, camera and notifications, which you can withdraw at any time in your browser or device settings.

5. Who we share it with

5.1 Your employer

Everything in section 2 is visible to your employer through their administration tools, subject to the permissions they set internally. That is the purpose of the product.

5.2 Service providers

We use a small number of providers to run the platform. Each is bound by contract to process data only on our instructions.

• Hosting and backups: [HOSTING PROVIDER], servers located in [HOSTING REGION]. All application data and uploaded files.
• Email delivery: [EMAIL PROVIDER]. Notification, invitation and password emails. Where a customer configures their own mail server, their email passes through their provider instead of ours.
• Push notifications: Google Firebase Cloud Messaging, and Apple Push Notification service on iOS. A device token and the notification content pass through them in order to reach your handset.
• Address lookup: where reverse geocoding is enabled, punch coordinates are sent to the OpenStreetMap Foundation's Nominatim service to convert them into a readable street address. Only the coordinates are sent, with no name, account identifier or employer. If the lookup fails, the punch still records with the coordinates alone.
• Payments: [PAYMENT PROCESSOR, e.g. Stripe] for subscription billing. They receive the billing contact and card details directly. We receive a confirmation and the last four digits.

We also share data with professional advisers under confidentiality obligations, and with law enforcement or regulators where we are legally required to. If we are ever involved in a merger or acquisition, data may transfer to the successor entity under this same policy, and we will notify affected customers.

5.3 Changes to this list

We will update this section before adding a new provider that processes personal data. Customers on an active subscription can ask to be notified of changes in advance.

6. International transfers

Our infrastructure is located in [HOSTING REGION]. Where personal data is transferred out of the UK or the European Economic Area, we rely on the European Commission's Standard Contractual Clauses and the UK Addendum, together with additional safeguards where they are needed. A copy of the relevant clauses is available on request.

7. How we protect it

• Every workspace is isolated. Records are scoped to the company that owns them, and users of one workspace cannot query another.
• Access inside a workspace is controlled by role and permission, set by your employer.
• Sensitive fields, including bank account and routing numbers, are encrypted at rest.
• Traffic is encrypted in transit with TLS. Passwords are stored hashed, never in plain text.
• Changes to records are written to an audit trail showing who made them and when.
• The mobile app supports an app lock, biometric re-authentication, session expiry, and per-device revocation, so a lost handset can be signed out remotely.

No system is perfectly secure. If a breach affects your personal data we will notify affected customers without undue delay, and notify individuals and regulators where the law requires it, including under the Maryland Personal Information Protection Act and, where applicable, Article 33 of the GDPR.

8. How long we keep it

Where your employer controls the data, they set the retention period and we hold it for as long as their subscription runs and their instructions require. The defaults below apply where nothing else is agreed.

• Live workspace data (employee records, attendance, schedules, documents, messages, training and pay records): for as long as the subscription is active.
• After a subscription ends: the workspace stays available for export for 30 days, is then deactivated, and is permanently deleted 60 days after termination unless the customer asks for deletion sooner or the law requires us to keep it longer.
• Backups: encrypted backups roll on a 30 day cycle. Data deleted from the live system disappears from backups within that window.
• Payroll, wage and hour records: retained for the subscription term and, where we are required to keep them, for the statutory period. In the United States that is generally three years under the Fair Labor Standards Act, and three years for wage records under Maryland law. Employers remain responsible for their own record keeping obligations.
• Job applications and interview records: 12 months from the hiring decision by default, longer where the employer sets a longer period to meet equal opportunity record keeping rules.
• Job seeker and self-registered learner accounts: until you delete the account. Accounts with no sign-in for 24 months are deleted after we email you a warning.
• Push notification tokens: removed when you sign out, revoke the device or uninstall the app, and purged after 90 days without use.
• Audit trail and security logs: 24 months.
• Website cookie consent records: the retention window configured in our cookie settings, 365 days by default, pruned automatically each night.
• Marketing and sales enquiries: 24 months from the last contact.

Where we are required to keep something for longer, for example under a legal hold, an unresolved dispute or a tax obligation, we keep only what is needed for that purpose and delete the rest. Anonymized and aggregated statistics that can no longer identify anyone may be kept indefinitely.

9. Your rights, and how to delete your data

Depending on where you live, you may have the right to access your data, correct it, delete it, receive a portable copy, object to or restrict processing, withdraw consent, and not be discriminated against for exercising any of them. These rights come from the UK and EU GDPR, the Maryland Online Data Privacy Act, and comparable state laws.

9.1 If your employer gave you your account

Contact your employer, who decides these matters as the controller. If you contact us instead, we will forward your request to them within five business days and tell you we have done so. We will not delete or alter an employment record on your instruction alone, because it is not ours to change, but we will act as soon as your employer instructs us to.

9.2 If you created your own account

You can act directly.

• Email us at privacy@clockhub.io with the subject "Data deletion request" and the email address on the account. This works for every account type.
• Or use the product where it offers a delete account control in your profile or account settings.

We verify that the request comes from you, normally by confirming control of the account email. An authorized agent may act for you with written proof.

What happens next. We acknowledge within 10 days and complete the request within 30 days. Where a request is complex we may extend once, by up to 60 days for state law requests and two months under the GDPR, and we will tell you why before the first deadline passes. There is no charge unless a request is manifestly unfounded or repetitive.

What deletion removes. Your profile, credentials, applications, marketplace profile, uploaded files, messages you sent, saved sessions and device tokens. Your account cannot be recovered afterwards.

What survives deletion, and why. Records we are required by law to keep, such as completed payroll, tax and wage records. Data that belongs to an employer's workspace rather than to your self-created account, which follows section 9.1. Anonymized statistics that no longer identify you. Copies inside encrypted backups, which are overwritten within the 30 day backup cycle. Records subject to a legal hold, for as long as the hold lasts.

9.3 Getting a copy of your data

Email the same address. We provide a machine readable export within the same timescales. Workspace administrators can export employee, attendance, timesheet and payroll data themselves at any time from the reports and export tools in the product.

9.4 If you are not satisfied

Reply to our decision and ask for it to be reviewed. We answer appeals within 45 days. You can also complain to your data protection authority: in the UK the Information Commissioner's Office, in the EU your national supervisory authority, and in Maryland the Office of the Attorney General, Consumer Protection Division.

10. Automated decisions

ClockHub does not make decisions producing legal or similarly significant effects about you by automated means alone. The product flags things for a person to act on, for example an expiring credential, a scheduling conflict or a late punch. Whether anything follows from a flag is your employer's decision, made by a human.

11. This website and cookies

This marketing site sets a small number of cookies. Strictly necessary cookies keep the site working and remember your cookie choice. Analytics and marketing cookies are set only if you accept them in the banner, and nothing in those categories loads before you do. You can change or withdraw your choice at any time from the cookie preferences link in the footer.

When you make a choice we record the date, the categories you accepted, the page you were on, your IP address and your browser, so we can show that consent was given. If you fill in the contact or demo form we receive what you type, and use it only to respond to you.

12. Children

ClockHub is a workplace product and is not directed at children. We do not knowingly collect data from anyone under 16 other than through an employer who lawfully employs young workers and enters their records. If you believe a child's data has reached us in error, contact privacy@clockhub.io and we will delete it.

13. Changes to this policy

We update this page when the product changes what it collects or who it shares data with, and we revise the date at the top. Where a change is material we will notify workspace administrators by email and in the product before it takes effect.

14. Contact

HEYJAY TECHNOLOGIES LLC (ClockHub)
30 N Gould St, Ste R
Sheridan, WY 82801
United States
Privacy: privacy@clockhub.io
General: hello@clockhub.io
[DATA PROTECTION OFFICER OR UK AND EU REPRESENTATIVE, IF REQUIRED]