Privacy Policy

Last updated 3 September 2026

1. Who is responsible for your data

There are two parties, and it matters which is which.

Your employer decides that Time Trak will be used, chooses the settings — whether screenshots are taken, how often, who may see what — and is responsible for telling you about it and for having a lawful basis to do so. Under the EU GDPR and the UK GDPR they are the data controller; under the Philippine Data Privacy Act they are the personal information controller. Questions about why you are being monitored, or requests to stop, go to them.

Time Trak builds and runs the software, and holds the data on your employer's behalf and on their instructions. We are the data processor. We do not sell data, we do not use it to train anything, and we do not look at any company's records except when they ask us to help with a specific problem.

Time Trak is operated by Northwood Investments LLC. If you are reading this as an employee of a customer, your employer's details are the ones that matter for exercising your rights.

2. What Time Trak records

Not all of this applies to everyone. Screenshots, app tracking and mobile access are each switched on or off per person by your employer, and several are off by default.

Account and employment details

• Your name, work email address and timezone.
• Your role, job title, department and who you report to.
• Employment dates, and pay or billable rates where your employer records them.
• Optional profile details your employer or you fill in: phone number, personal email, home address, date of birth, emergency contact, education notes.
• A password, stored only as a cryptographic hash — nobody at Time Trak or at your employer can read it.

Time records

• When you clock in and out, and every break, to the second.
• How each session ended: by you, by the idle timeout, or because your computer went offline.
• Which project you attributed time to, if your employer uses projects.
• Corrections made to your timesheet, who made them and the reason given.
• Time-off requests, balances and approvals.

Activity, while you are clocked in

• The name of the application in the foreground — for example “Google Chrome” or “Slack” — and how long it was in front.
• The window title of that application, where the operating system allows it. In a browser this is usually the page title, and it can include the address of the page.
• Periods of inactivity, measured as time since the last keyboard or mouse input.
• Whether input appears to be simulated by a mouse-jiggler or similar tool. Time recorded this way is held back from totals for a human to review rather than silently counted or silently discarded.

Screenshots — only if your employer enables them

• An image of your screen, captured at a random moment within each interval your employer sets (every 5, 10, 15 or 30 minutes).
• Images are scaled down and compressed. They are stored to show what work was in progress, not to be read closely.
• Nothing is captured while you are on a break, while you are idle, or while you are clocked out.

Wellbeing check-ins — only if your employer enables them

• A one-to-five rating you choose when clocking out, optional factors such as “health” or “family”, and a free-text comment if you write one.
• You can decline these unless your employer has made them mandatory.

Device and technical information

• The computer name you sign in from, its operating system, and the version of Time Trak it runs.
• Diagnostic reports the desktop app sends about itself: failed uploads, missing permissions, clock drift, crashes.
• IP addresses recorded with sign-in sessions and with failed sign-in attempts, used to detect and slow down password guessing.
• A record of changes made in the app — who changed a setting or a timesheet, when, and what it was before.

3. What Time Trak never records

These are not settings your employer can switch on. The software has no ability to do them at all:

• Keystrokes. There is no keylogger. We record that input happened, never what was typed.
• Your camera or microphone. Never accessed, on any platform.
• The contents of your files, email or messages. We see the name of the app and the title of the window, not what is inside it.
• Anything at all outside working time. See the next section.
• Continuous location. There is no background location tracking and no movement history. See section 5.
• Personal browsing on your own devices, unless you install and sign in to Time Trak on them and clock in.

4. When recording happens

Activity and screenshot recording runs only while you are clocked in and not on a break. Clocking out stops it. Starting a break stops it. Closing the app stops it.

The desktop app shows its state at all times in the menu bar or system tray: green while tracking, yellow on a break, grey when clocked out. There is no hidden mode, and the app cannot be made invisible.

If your computer is asleep or offline, nothing is recorded. Work done offline is held on your own machine and uploaded when you reconnect.

5. Location, and the mobile app

The Time Trak mobile app can be used to clock in and out. Because a phone records none of the activity information a computer does, an employer may choose to record where a phone clock-in happened.

• Location is captured at two moments only: when you clock in and when you clock out. Never between them, never in the background, never while the app is closed.
• It is stored as a coarse position and a place name — enough to say which town or district — not a precise address or a route.
• It is only ever requested if you have separately agreed to it. The monitoring consent you may have given for the desktop app does not cover location, and the app will not ask your phone for a position until you have agreed specifically to this.
• If you refuse the permission, or your phone cannot get a fix, you can still clock in. The record simply notes that no location was given. Your hours are never blocked by a location setting.
• You can withdraw your agreement at any time, in the app or by asking your employer. Nothing further is recorded from that point.

Hours recorded from a phone are marked as such on the timesheet, so that everyone — including you — can see which hours were recorded without the activity information a computer provides.

6. Why we hold it, and on what basis

Time records exist so that people are paid correctly for the hours they work, and so that a disputed timesheet can be checked against something. Activity and screenshots, where enabled, exist so that recorded hours can be verified — particularly for remote and contract work billed to a client.

Your employer must have a lawful basis for this. In most cases that is the performance of your employment contract and their legitimate interest in verifying work that is billed or paid. Where consent is the basis — as it is for location — it must be freely given and can be withdrawn.

Everyone is shown what is collected and agrees to it before their first clock-in. For staff in the Philippines, written consent is obtained separately, as the Data Privacy Act requires.

7. Who can see it

• You. Your own hours, activity, screenshots and check-ins, from your own account.
• Administrators and managers at your employer, limited by the permissions your employer assigns. Seeing screenshots, activity detail and pay are each separate permissions, and not everyone with an admin login has them.
• Clients, only where your employer has deliberately granted it, and only ever hours worked — either for named people or for a specific project. A client is never shown screenshots, window titles or wellbeing check-ins. This is not a setting that can be turned on; there is no switch for it in the software.
• Time Trak staff, only when your employer asks us to investigate a specific problem, and only for as long as that takes.

Every time an administrator changes a timesheet or a setting, the change is recorded with their name against it. That record cannot be edited from within the app by anyone.

8. How long it's kept

• Screenshots: for the period your employer sets — 90 days unless they change it — then deleted automatically, both the images and their records.
• Diagnostic reports from the app: errors and warnings for 90 days, routine messages for 14 days.
• Time records, timesheets and time-off history: kept for as long as your employer needs them, because they are payroll records and employers are generally required by law to retain those for several years.
• The record of administrative changes: kept indefinitely, for the same reason — it is the evidence that a payroll figure was or was not altered.
• When someone leaves and their employer deletes them: there is a one-week grace period to catch mistakes, after which every trace — time, activity, screenshots, check-ins, devices — is permanently removed. A single line remains in the change record noting that a deletion happened, with no personal detail in it.

9. Companies that process data for us

We keep this list short deliberately. Each of these holds data only to provide its service to us, under contract, and none of them may use it for their own purposes.

• Railway — hosting for the application and the database. United States.
• Cloudflare R2 — storage for screenshot images.
• Resend — sending invitation and password-reset emails. Receives only the recipient address and the message.

Data is stored in the United States. If you work elsewhere, your information is transferred there to provide the service. We do not sell data to anyone, and we do not share it with advertisers or data brokers — there are none involved in this product.

10. How it's protected

• All traffic is encrypted in transit. Screenshot images are stored in a private bucket and are only reachable through short-lived links generated for a signed-in viewer.
• Passwords are stored as hashes, never as text. Nobody can retrieve your password; it can only be reset.
• The desktop app stores its sign-in token in the operating system keychain.
• Two-step verification is available to everyone and can be required company-wide by your employer.
• Access is checked on the server for every request. Hiding a button is never how something is kept private.

11. Your rights over your data

Depending on where you live — the Philippines, the EU or UK, and several US states all provide these — you have the right to:

• See what is held about you. Much of it is visible in your own account already: your hours, your activity, your screenshots.
• Ask for mistakes to be corrected. Timesheet corrections can be requested in the app.
• Ask for your data to be deleted, subject to your employer's legal obligation to keep payroll records.
• Object to processing, or ask that it be restricted.
• Withdraw consent where consent is the basis — location being the clearest example.
• Complain to your data-protection regulator. In the Philippines that is the National Privacy Commission.

Because your employer decides what is collected, requests are usually fastest through them. If they ask us to act on your behalf we will, and if you contact us directly we will pass your request to them and tell you that we have.

12. Children

Time Trak is a tool for workplaces and is not directed at anyone under 16. We do not knowingly hold data about children.

13. Changes to this policy

If we change what is collected, we will update this page and change the date at the top. Where a change materially affects what is recorded about you, your employer will be notified so they can tell their team. We will not begin collecting a new category of data about existing users without saying so first.

14. How to reach us

For anything about this policy, or to exercise a right described above:

support@timetrakapp.com

If you are an employee of a company that uses Time Trak, your employer is responsible for your data and is the faster route for most requests. We will always tell you who they are if you are unsure.