Effective Date: 05/01/2025

1. Introduction

1.1 Soft Computer Consultants, Inc. (“SCC,” “we,” “us,” or “our”) is committed to protecting the privacy and security of personal information collected through our SCC Timeclock application (the “Timeclock App”). This Privacy Policy describes how we handle personal information obtained from users of the Timeclock App.

1.2 The Timeclock App is a workplace time management and attendance tracking tool designed for use by employees of organizations that have licensed the application from SCC. This Privacy Policy applies to all users of the Timeclock App, regardless of their location, and is governed by the laws of [Insert Applicable Jurisdiction].

2. Definitions

2.1 “Personal Information” means any information relating to an identified or identifiable natural person, including but not limited to name, email address, employee ID, and clock-in/clock-out times.

2.2 “Usage Information” means non-personal information about how users interact with the Timeclock App, including device information, browser type, IP address, and usage patterns.

2.3 “Sensitive Information” means personal information that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health, or data concerning a natural person’s sex life or sexual orientation.

3. Information We Collect

3.1 Personal Information:
(a) Name
(b) Email address
(c) Employee ID
(d) Clock-in and clock-out times
(e) Work location data (if enabled)
(f) Job title or position
(g) Department or team affiliation
(h) Supervisor or manager information

3.2 Usage Information:
(a) IP address
(b) Device type and operating system
(c) Browser type and version
(d) Date and time of access
(e) Pages or features accessed within the Timeclock App
(f) Duration of use
(g) Error logs and crash reports

3.3 Sensitive Information:
We do not intentionally collect or process any Sensitive Information through the Timeclock App. If you believe that Sensitive Information has been inadvertently collected, please contact us immediately using the information provided in Section 13.

4. How We Use Your Information

4.1 To provide and improve the Timeclock App:
(a) Facilitating time tracking and attendance management
(b) Generating reports and analytics for authorized personnel
(c) Enhancing and optimizing the app based on user activity and feedback
(d) Troubleshooting technical issues and maintaining system security

4.2 To communicate with users:
(a) Responding to inquiries and support requests
(b) Sending important updates about the Timeclock App
(c) Providing training materials and user guides

4.3 For analytics and research:
(a) Analyzing usage patterns to improve user experience
(b) Identifying trends in workplace attendance and time management
(c) Developing new features and functionalities

4.4 To protect our rights and comply with legal obligations:
(a) Preventing fraud and unauthorized access
(b) Enforcing our Terms of Service and other agreements
(c) Complying with legal and regulatory requirements

5. Legal Basis for Processing

5.1 We process Personal Information on the following legal bases:
(a) Performance of a contract: To provide the Timeclock App services to our clients and their employees
(b) Legitimate interests: To improve our services, conduct business operations, and ensure the security of our systems
(c) Legal obligation: To comply with applicable laws and regulations
(d) Consent: Where required by law, we will obtain your explicit consent for specific processing activities

6. Disclosure of Information

6.1 We do not sell or rent Personal Information to third parties for their direct marketing purposes. However, we may share information in the following circumstances:

(a) With service providers: We may share information with third-party service providers that perform functions on our behalf, such as:
(i) Cloud hosting and data storage providers
(ii) Analytics and business intelligence platforms
(iii) Customer support and communication tools
(iv) Security and fraud prevention services

(b) With clients: We may share employee time and attendance data with the organization that has licensed the Timeclock App for its use.

(c) In the event of a corporate transaction: If SCC is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

(d) As required by law: We may disclose information to comply with applicable laws, regulations, or legal process, including:
(i) Responding to subpoenas or court orders
(ii) Cooperating with law enforcement investigations
(iii) Complying with regulatory audits or inquiries

6.2 Third-Party Integrations: The Timeclock App may offer integrations with third-party services, such as payroll systems or human resources management platforms. If you choose to use these integrations, your information may be shared with the third-party service provider in accordance with their privacy policies. We encourage you to review the privacy policies of any third-party services before using such integrations.

7. Data Security

7.1 SCC implements and maintains reasonable technical, administrative, and physical security measures to protect Personal Information from unauthorized access, disclosure, alteration, or destruction. These measures include:

(a) Encryption: We use industry-standard encryption protocols to protect data in transit and at rest.
(b) Access controls: We implement role-based access controls and multi-factor authentication for our systems and databases.
(c) Regular security audits: We conduct periodic security assessments and penetration testing to identify and address potential vulnerabilities.
(d) Employee training: Our staff undergoes regular privacy and security awareness training.
(e) Incident response plan: We maintain and regularly update our incident response procedures to address potential data breaches promptly.

7.2 While we strive to protect your Personal Information, no security measures are perfect or impenetrable. In the event of a data breach that affects your Personal Information, we will notify you and the relevant authorities as required by applicable law.

8. Data Retention and Deletion

8.1 We retain Personal Information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. The specific retention periods for different types of data are as follows:

(a) Time and attendance records: [Insert specific retention period, e.g., “7 years from the date of creation”]
(b) User account information: For the duration of the account’s active status, plus [Insert period, e.g., “30 days after account closure”]
(c) Usage Information: [Insert retention period, e.g., “2 years from the date of collection”]

8.2 You may request the deletion of your Personal Information by contacting us using the information provided in Section 13. We will process your request within [Insert timeframe, e.g., “30 days”], unless we are required to retain the information for legal or compliance purposes.

9. Your Rights and Choices

9.1 Depending on your jurisdiction, you may have the following rights with respect to your Personal Information:

(a) Right to access: You can request a copy of the Personal Information we hold about you.
(b) Right to rectification: You can request that we correct any inaccurate or incomplete Personal Information.
(c) Right to erasure: You can request that we delete your Personal Information, subject to certain exceptions.
(d) Right to restrict processing: You can request that we limit the processing of your Personal Information.
(e) Right to data portability: You can request a copy of your Personal Information in a structured, commonly used, and machine-readable format.
(f) Right to object: You can object to our processing of your Personal Information in certain circumstances.
(g) Right to withdraw consent: Where we rely on consent as the legal basis for processing, you can withdraw your consent at any time.

9.2 To exercise any of these rights, please contact us using the information provided in Section 13. We may need to verify your identity before fulfilling certain requests. We will respond to your request within [Insert timeframe, e.g., “30 days”], unless a longer period is permitted by law.

10. International Data Transfers

10.1 SCC is headquartered in the United States of America and may process Personal Information in various jurisdictions. If we transfer Personal Information across international borders, we will ensure that such transfers comply with applicable data protection laws, including by implementing appropriate safeguards such as Standard Contractual Clauses or obtaining your explicit consent where required.

11. Children’s Privacy

11.1 The Timeclock App is not intended for use by individuals under the age of 16. We do not knowingly collect Personal Information from children. If we become aware that we have inadvertently collected Personal Information from a child under 16, we will take steps to delete such information as soon as possible.

12. Changes to this Privacy Policy

12.1 We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the updated Policy on the Timeclock App or by other means, as appropriate.

12.2 The “Effective Date” at the top of this Privacy Policy indicates when it was last revised. We encourage you to review this Policy periodically to stay informed about our information practices.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

Soft Computer Consultants, Inc.
Attn: Privacy Officer
5400 Tech Data Drive
Clearwater, FL 33760
USA

Phone: 727.789.0100
Email: privacy@softcomputer.com

14. Dispute Resolution

14.1 If you have a complaint or dispute regarding this Privacy Policy or our handling of your Personal Information, please contact us first using the information provided in Section 13. We will work in good faith to resolve any issues promptly.

14.2 If we are unable to resolve your complaint, you may have the right to lodge a complaint with a supervisory authority in your jurisdiction of residence or the location where the issue occurred.

15. Governing Law and Jurisdiction

15.1 This Privacy Policy shall be governed by and construed in accordance with the laws of [Insert Applicable Jurisdiction], without regard to its conflict of law provisions.

15.2 Any disputes arising out of or relating to this Privacy Policy or the Timeclock App shall be subject to the exclusive jurisdiction of the courts located in [Insert Applicable Jurisdiction].

By using the SCC Timeclock App, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.