Privacy Policy

Last updated: July 15, 2025

Thank you for using our healthcare shift-tracking application (the "App"). We are committed to protecting the privacy of all users, including healthcare professionals and administrators. This Privacy Policy outlines what data we collect, how we use it, and the rights you have under applicable U.S. privacy laws.

1. Scope

This Privacy Policy applies to:

  • The mobile and web applications used by healthcare workers to track shifts
  • The admin panel and reporting dashboard accessed by authorized facility administrators

This policy does not apply to third-party services or integrations. Their use is governed by separate privacy policies.

2. Information We Collect

Category Examples Purpose
User Account Info Name, email, role, employer, employee ID User identification, login access
Shift Data Clock-in/out times, breaks, total shift duration Timesheet generation, analytics
Device Info IP address, OS version, browser, app activity logs Security, debugging, performance tracking
Optional Data Geolocation (if enabled), user notes Prevent fraud, support context in reporting

The App does not collect, store, or process patient health information or other Protected Health Information (PHI) as defined under HIPAA.

3. How We Use Your Information

We use the information we collect to:

  • Provide Core Services – tracking shifts, calculating work hours, and making data visible to users and their assigned administrators
  • Support HR & Compliance – help employers comply with labor and payroll regulations
  • Improve Performance – identify usage trends and improve the app experience
  • Prevent Abuse – monitor for unauthorized access or suspicious behavior
  • Fulfill Legal Obligations – where applicable under employment or labor laws

4. Data Sharing and Disclosure

We do not sell your personal information.

We may share your information with:

  • Your employer or authorized facility administrator (to support workforce oversight)
  • Service providers under strict confidentiality agreements (e.g., cloud hosting, analytics)
  • Law enforcement or legal authorities, if required by law
  • New owners, in the event of a merger or acquisition (with notice provided)

We only share the minimum data necessary for the stated purpose.

5. HIPAA Notice

Our App is not intended to collect or store PHI as defined by the Health Insurance Portability and Accountability Act (HIPAA). We do not act as a covered entity or business associate under HIPAA. Users and employers are responsible for ensuring that no patient data is entered into the system.

6. Data Retention

Data Type Retention Period
Shift records 7 years (for auditing, payroll, or regulatory purposes)
Account information As long as your account is active + 1 year
System logs 12 months (for diagnostics and security purposes)

Data is securely deleted or anonymized once the retention period ends.

7. Security

We use industry-standard security practices to protect your data, including:

  • Encrypted data transmission (TLS)
  • Secure user authentication and access controls
  • Role-based access for admin panels
  • Regular vulnerability scans and audits

Despite these measures, no system can be 100% secure. Please notify us immediately of any suspected breach.

8. Your Rights and Choices

Depending on your state of residence (e.g., California, Virginia, Colorado), you may have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion of data, subject to legal obligations
  • Opt out of certain data uses
  • Non-discrimination for exercising your rights

To exercise any of these rights, please email blakerive@timecare.care. We may need to verify your identity before fulfilling your request.

9. Children's Privacy

This App is not intended for children under the age of 16. We do not knowingly collect data from minors.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect operational, legal, or regulatory changes. If material changes are made, we will notify you in-app or via email before they take effect.

11. Contact Us

TimeCare LLC.

Email: blakerive@timecare.care

If you have any concerns about your privacy, please contact us directly.

By using the App, you agree to the practices described in this Privacy Policy.