Telephone Timesheets Privacy Policy
Last modified: October 22, 2026
Effective upon publication of this version.
1. Introduction and our role
Telephone Timesheets, LLC, a Florida limited liability company ("Telephone Timesheets," "we," "us," or "our"), provides workforce operations software, websites, mobile applications, telephone and text messaging tools, integrations, and related services (the "Platform"). This Privacy Policy explains the personal information we collect, how and why we process it, the circumstances in which it is disclosed, and the choices available to you.
This Policy applies to people who visit our websites, contact us, administer customer accounts, or use the Platform as workers, supervisors, clients, contacts, or other authorized users. Personal information means information that identifies, relates to, or can reasonably be linked to an individual. Device identifiers, IP addresses, location information, and combinations of seemingly anonymous information may be personal information.
An organization that subscribes to or administers a Platform account is our customer. For workforce and operational information our customers submit or direct us to collect, we generally process information to provide the services for that customer. The customer determines its workforce purposes, authorized users, settings, and connected systems, subject to applicable law and its agreements with us. For our own website administration, account management, billing, security, and business communications, we determine the purposes of processing. The parties' specific legal roles depend on the processing and applicable law; an applicable data processing agreement may provide additional terms.
"Worker" includes people a customer treats as employees, independent contractors, or other workforce members. This wording does not determine anyone's employment status. Telephone Timesheets provides software; it does not employ a customer's workers or make the customer's employment, payroll, tax, supervision, or legal-compliance decisions.
Read this Policy with our User Terms and Additional Terms for Subscribers and applicable feature notices. This Policy does not replace notices or consents a customer must provide or obtain. Accepting the Platform terms or this Policy does not by itself provide SMS consent, permission to record a call, or consent to collect sensitive information where a separate legal basis is required. The Mobile information and SMS consent protections in section 4 apply to every section of this Policy and prevail over any conflicting general permission, license, disclosure, assignment, or transfer provision.
2. Information we collect and its sources
The information processed depends on the services used, customer settings, device permissions, and information submitted to us. We receive information directly from individuals; from customers and their authorized users; through use of the Platform and communications with us; and from payment, communications, identity, or integration providers involved in the services.
2.1 Account, contact, and billing information
This may include names, business and contact details, email addresses, telephone numbers, company and account identifiers, account roles, authentication-related information, account preferences, subscription information, billing contacts, transaction references, and payment status. Third-party payment processors handle payment transactions. We may receive associated billing records and limited payment-method information needed to administer the account; this does not mean that every item of billing information is held only by the payment processor.
2.2 Workforce and operational records
Customers and users may provide worker identifiers and contact information, employment-status labels, job and site assignments, schedules and shift offers, availability and time-off information, time entries, breaks and confirmations, checkpoints and tours, pay-rate or payroll-related fields, supervisor and client details, announcements, work orders, tickets, notes, and other operational records. The customer chooses which supported fields and features to use. Information can also be supplied on a worker's behalf by an authorized customer representative or a connected system.
The Platform may maintain related activity and audit records, including who created or changed a record, the time and context of the action, and the relevant record or account identifiers. Reports and exports may contain personal information drawn from these records.
2.3 Location information
Location-related features may collect precise GPS coordinates, location timestamps and accuracy information, device or network location, and proximity to customer job sites or checkpoints. Collection depends on the feature, customer configuration, app state, and device permissions. Enabled mobile features may collect location in the background while a worker is clocked in, including when the app is closed or not in use, as described in the app's location notice.
Location records support customer timekeeping, site proximity, checkpoints, and operational review. Customers and their authorized users may view location information through enabled Platform features. Location signals may be incomplete or inaccurate and do not guarantee a person's identity, safety, presence, or performance. Ask the customer administering your account about its settings, purposes, recipients, and retention practices. Device settings can limit location permissions, which may affect location-dependent functions.
2.4 Communications, recordings, and submitted content
We may process inbound and outbound telephone numbers, call and message timestamps and status, message contents, communications-routing details, support correspondence, and related delivery or diagnostic records. Where enabled, features may process voicemail, call recordings, spoken-name recordings, transcripts, and content submitted through photos, files, signatures, checklists, reports, forms, or tickets.
Some features are labeled "Voice Fingerprints" or "voiceprints" in the product and collect a spoken-name recording during telephone clock-in or clock-out. A feature name alone does not determine whether particular processing is biometric processing under applicable law. Customers must assess the actual feature and intended use and obtain required notices, permissions, and consents before enabling recording or other sensitive processing. This Policy is not a substitute for any required recording or biometric notice, consent, or retention policy.
2.5 Integration and external-system information
When a customer connects an external system, we may receive, send, synchronize, or transform information within the enabled integration's scope. This includes supported payroll, workforce, scheduling, accounting, calendar, communications, billing, and other operational systems; customer or vendor API clients; webhooks; and file imports and exports. Data may include the relevant workforce and operational records, external identifiers, synchronization status, and information needed to authenticate and administer the connection.
Customers are responsible for authorizing the connection, choosing its settings and users, obtaining appropriate rights to the data, and reviewing information received from or sent to their systems. A connection does not authorize unrelated uses of personal information or transfer SMS opt-in data or consent in violation of section 4.
2.6 Website, device, and usage information
We may collect browser and operating-system information, device and online identifiers, IP address, referring pages, pages or features visited, interaction and diagnostic information, and approximate location derived from network information. Cookies, local storage, tags, and similar technologies may be involved, as explained in section 7. We treat this information as personal information when it identifies or can reasonably be linked to a person.
2.7 Legal acceptance and consent information
We may process records of legal-document acceptance, feature acknowledgements, communication preferences, opt-in and opt-out actions, and the text, version, time, method, or context associated with them where captured by the relevant workflow. This description does not mean that every historical workflow captured every type of evidence. SMS opt-in data and messaging consent receive the specific protections in section 4.
3. How we use information
Subject to section 4 and applicable law, we use information for the following purposes:
- Provide and administer the Platform, accounts, subscriptions, and customer support.
- Carry out customer-directed timekeeping, scheduling, communications, reporting, and other enabled workforce operations.
- Deliver authorized notifications, respond to requests, and communicate about account, service, security, and billing matters.
- Process payments and maintain related business and transaction records.
- Operate customer-authorized integrations, APIs, webhooks, imports, and exports.
- Diagnose problems, protect the Platform and users, investigate misuse, and maintain operational and audit records.
- Understand use of the Platform and maintain, evaluate, and improve relevant services, subject to the limits in this Policy.
- Meet applicable legal obligations, address disputes, and establish, exercise, or defend legal claims.
- Send our own business or product information by permitted channels, subject to applicable communication choices. Contact details or general Platform acceptance are not SMS opt-in.
The Platform may display information to the customer administering the account and to users or recipients within the workflows that customer enables. Customers determine who receives their reports, alerts, exports, and other communications and must use supported permissions appropriately. A display filter is not a promise that the underlying information is subject to a separate security or access restriction.
Customer-configured settings may calculate, flag, round, adjust, or summarize time and other records. AI-assisted or transcription features, where offered and used, may process information submitted to the feature and produce text or other outputs. Customers must review outputs and remain responsible for decisions about their workforce, payable time, payroll, dispatch, and other operations. Outputs are not a determination of legal compliance or a substitute for human review.
These purposes do not grant a blanket license to sell personal information, use workforce records for another organization's unrelated advertising, or treat all customer content as unrestricted training material. Service-provider processing remains limited as described in section 8. Any additional processing purpose must have the notices, permissions, and other legal basis required for that processing. Section 4 cannot be overridden by a general permission or another processing purpose.
4. Mobile information and SMS consent
We never sell, rent, disclose, or transfer mobile contact information to affiliates or other organizations for advertising or promotions. Text messaging originator opt-in data and consent will not be shared with any third parties. All other permissions in this Privacy Policy to use, disclose, sell, or transfer information exclude text messaging originator opt-in data and consent. Neither acceptance of our Platform terms nor permission to share other personal information overrides these protections. SMS consent is specific to the sender and messaging program for which it was obtained and cannot be reassigned to another sender or program.
5. Aggregated and deidentified information
We may prepare aggregated or deidentified information for purposes such as service analysis, reliability, and product improvement. Removing a name alone does not necessarily make information anonymous. Information that can reasonably be linked back to an individual remains subject to the protections applicable to personal information. We do not use aggregation or deidentification as a way to sell, share, or transfer SMS opt-in data or messaging consent prohibited by section 4.
6. Access, correction, retention, and deletion
6.1 Access and requests
Contact support@telephonetimesheets.com to ask about personal information or request access, correction, or deletion. Where supported, you may also update information through your account. For workforce records managed by a customer, contact that customer first; we may need its instructions to act on records processed on its behalf. You may still contact us directly about our own processing or rights that applicable law allows you to exercise directly with us.
We may need to verify identity and authority before disclosing personal information or carrying out requests that require verification. Verification is proportionate to the request and applicable law. It is not required for a straightforward SMS STOP request, and we do not require identity verification for an opt-out request where applicable law prohibits doing so. We may explain lawful limits or exceptions to a request and the available next steps. We do not require you to waive a nonwaivable privacy right to contact us or use a request process.
6.2 Retention
Retention depends on the data category, customer configuration where available, the purpose for which information is held, applicable agreements, and legal requirements. Relevant considerations include providing the service, customer recordkeeping instructions, account administration, tax and transaction records, security and fraud prevention, dispute resolution, legal holds, and communication-consent or suppression records. Customer-selected settings may not control every billing, security, support, backup, or legally required record.
Cancelling an account, making a record inactive, or removing access is not the same as deleting every copy of its information. Information may remain in backups, archives, logs, or records retained for a permitted purpose. Deletion from active systems and expiry of backup copies may occur on different schedules. Ask us about the retention that applies to a particular category or account rather than assuming immediate erasure or unlimited retention.
6.3 After access ends
Access and export options depend on the service and applicable agreement, so customers should address their recordkeeping needs before account closure. We handle deletion requests and retained records subject to applicable law and legitimate retention requirements. We may retain limited suppression or consent-related evidence needed to respect communication choices or document compliance; retention does not authorize further messages after opt-out or a transfer of messaging consent. Section 4 continues to apply.
7. Cookies, analytics, and advertising technologies
Our websites and applications may use cookies, local storage, tags, and similar technologies for functions such as sign-in, preferences, reliability, website analytics, campaign measurement, and understanding how visitors reach and interact with our pages. A technology used for website analytics or advertising is not permission to use workforce records or SMS consent for another organization's marketing.
Depending on the website, technology, and applicable law, third-party analytics or advertising providers may receive online identifiers and interaction information. Their processing and your available choices depend on their role and the applicable settings and notices. This description does not expand the mobile-information protections in section 4 or authorize sending SMS opt-in data or consent to an advertising or analytics provider.
You can use browser or device controls to restrict cookies or local storage. Disabling some technologies may affect sign-in or other functionality. Contact us about applicable privacy choices, including requests relating to targeted advertising or the sale or sharing of personal information as those terms are defined by applicable law. A legal definition of sale or sharing may cover certain advertising-technology activity even where no money is paid for information.
"Do Not Track" signals and legally recognized opt-out preference signals are different mechanisms. We do not represent that a browser's Do Not Track setting disables all tracking. Where applicable law requires recognition of an opt-out preference signal, the corresponding legal requirements apply; this Policy does not waive them.
8. Service providers, customer-authorized recipients, and integrations
We use service providers to help host, operate, secure, bill for, and support the Platform, including communications delivery, payment processing, and enabled technical functions. We limit provider access to information appropriate to the service they perform, subject to the applicable contractual confidentiality, security, purpose, and onward-disclosure restrictions. An operational provider is not given a general right to use personal information for its own marketing or unrelated purposes.
Routing an authorized text message does not give a communications provider an independent right to sell mobile information, advertise to recipients, or reuse or transfer their messaging consent. All provider processing remains subject to section 4. A provider does not inherit every permission granted to Telephone Timesheets elsewhere in this Policy.
Customers may direct disclosures to their authorized users, clients, vendors, or connected systems through Platform features. Customers are responsible for the instructions, recipient choices, and necessary rights and notices for these workflows. Once information is lawfully exported to a separately operated system, that system's operator controls its subsequent processing under the applicable relationship. This does not authorize disclosure or transfer of SMS opt-in data or messaging consent prohibited by section 4.
Where AI-assisted, transcription, or similar services use a provider, the relevant information may be processed by that provider for the enabled function. This paragraph does not authorize a provider to independently market to people, transfer messaging consent, or use customer information for unrelated purposes. Ask us for information about providers relevant to your service and any applicable data processing agreement.
9. Legal requirements, safety, and protection of rights
We may process or disclose information when required by applicable law or valid legal process, or when permitted by law and reasonably necessary to address fraud, unlawful activity, a security incident, a threat to safety, or the establishment, exercise, or defense of legal claims. We assess requests in light of the law and the circumstances. Notice of a request may be limited by law or by the circumstances; we do not promise that notice will always be possible.
This section does not authorize marketing use of mobile information or the sharing or transfer of SMS opt-in data or messaging consent prohibited by section 4. Nothing in this Policy requires conduct prohibited by applicable law or waives a nonwaivable privacy right.
10. Communication choices
Providing contact details, using the Platform, or accepting this Privacy Policy does not by itself constitute consent to receive text messages. Text messages are sent only within the scope of the consent obtained for the identified sender and program. You may withdraw SMS consent by replying STOP to the sending number. Contact support@telephonetimesheets.com for assistance or to request changes to other communication preferences.
The Telephone Timesheets SMS Notifications program is described in the SMS section of our Terms of Service. Message frequency varies, and message and data rates may apply. For help, contact support@telephonetimesheets.com. We do not treat consent for one sender, subject, or program as consent for another. An unsubscribe confirmation does not grant permission to resume recurring messages; renewed messaging requires the consent applicable to that sender and program.
For marketing email from Telephone Timesheets, use the unsubscribe option in the message or contact support. We may still send permitted account, security, billing, and service communications by other appropriate channels. That distinction does not create an exception to an SMS opt-out. For customer-configured workforce communications, contact the customer about available non-SMS alternatives and its notification settings.
11. Other websites, customer content, and independent services
Links, embedded content, integrations, or customer-submitted materials may lead to services operated by others. Their notices and terms describe their independent processing. Review those notices before supplying information directly to another service. The presence of a link or integration does not mean that Telephone Timesheets controls every action of its operator.
Customers are responsible for the rights and lawfulness of content and instructions they supply, including information about workers and other individuals. They should not submit information unnecessary for the selected workflow or sensitive or regulated information without the appropriate legal basis and agreed service arrangements. This Policy does not create a business associate agreement, certify suitability for a regulated use, or excuse any party from its own legal responsibilities. Section 4 continues to govern any relevant mobile information and SMS consent.
12. Security and incident handling
We use administrative, technical, and organizational measures intended to protect personal information in light of the services and information involved. No internet, telephone, storage, or communications system can be guaranteed completely secure. This Policy is not a guarantee of uninterrupted service, perfect security, or prevention of every incident.
Customers and users should protect account credentials and integration secrets, use appropriate account permissions, and promptly report suspected unauthorized access to support@telephonetimesheets.com. We address security incidents and provide notifications as required by applicable law and applicable agreements. This statement does not replace a customer's independent incident-assessment or notification responsibilities or promise a notification deadline different from the one that legally applies.
13. Regional privacy rights
Depending on your location, our role, and the applicable law, you may have rights to obtain information about processing; access or receive a copy of personal information; correct it; request deletion; withdraw consent; object to or restrict certain processing; opt out of sale, sharing, or targeted advertising; limit certain uses of sensitive information; or appeal a decision about a request. These rights have legal conditions and exceptions. We do not represent that every law applies to every person, customer, or processing activity.
California residents may have rights under applicable California privacy laws, including rights relating to access, correction, deletion, sale or sharing, sensitive information, and nondiscrimination. Canadian individuals may have access, correction, consent, and complaint rights under the applicable federal or provincial framework. Additional notice or consent requirements may apply to particular sensitive information or workforce practices. This general description does not replace any supplemental notice required for processing to which those laws apply.
To make a request or ask how to exercise an applicable right, contact support@telephonetimesheets.com. Authorized agents may contact us on an individual's behalf, subject to applicable authority and verification requirements. For workforce information processed for a customer, section 6 explains the customer's role; you may also contact us about direct rights or our own processing. Where applicable, you may complain to the relevant privacy regulator. We do not retaliate for exercising a privacy right protected by applicable law.
Regional-rights language does not give permission for marketing use of mobile information or sharing or transferring SMS opt-in data or messaging consent prohibited by section 4.
14. Children and younger workers
The Platform is intended for business and workforce use and is not directed to children under 13. We do not knowingly collect personal information from children under 13 through our services. If you believe such information has been submitted, contact support@telephonetimesheets.com so we can investigate and take appropriate action.
Customers using the Platform for workers who are minors remain responsible for lawful workforce use, any required parent or guardian involvement, and applicable notices and permissions. This Policy does not decide whether a person may lawfully work or whether a customer has satisfied youth-employment or privacy obligations.
15. International processing
Telephone Timesheets is based in the United States. Depending on the service and providers involved, information may be processed or stored in the United States and in other locations relevant to the service. Laws and government-access rules may differ from those in your state, province, or country. This Policy does not promise that every category of information remains within a particular country or region.
International processing remains subject to applicable law, this Policy, and any applicable contractual safeguards. Acknowledging this Policy does not waive statutory transfer requirements or a nonwaivable privacy right. Ask us about arrangements relevant to your service where a data processing agreement, transfer safeguard, or supplemental notice is required.
This section does not authorize marketing use of mobile information or the sharing or transfer of SMS opt-in data or messaging consent prohibited by section 4. An international processing arrangement does not change the sender or messaging program for which consent was obtained.
16. Business changes
If Telephone Timesheets is involved in a proposed or completed merger, acquisition, reorganization, financing, bankruptcy, or sale of a business or assets, personal information other than the protected SMS opt-in data and consent may be involved only as permitted by applicable law, this Policy, and appropriate confidentiality and purpose restrictions. This section does not authorize disclosure of mobile information for advertising or promotions.
SMS opt-in records and messaging consent are excluded from information or assets that may be sold, assigned, disclosed, or transferred under this section, including during due diligence. A business transaction does not give a different sender or program permission to message recipients based on prior consent. Any permitted transaction remains subject to section 4 and does not remove or expand its protections.
17. Policy changes and contact information
We may update this Policy to reflect changes to services, processing, or legal requirements. The published page identifies the operative revision and effective date. Material changes will be addressed through the notices and, where required, consent or acceptance processes applicable to the change. A revised Policy does not retroactively create consent, transfer SMS consent, or authorize a previously prohibited use of information.
For questions, requests, or concerns about this Policy or our privacy practices, contact:
Telephone Timesheets, LLC
959 Parkwood Drive
Dunedin, FL 34698
support@telephonetimesheets.com
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