Privacy Policy

This policy explains how Virtual Coder Inc. ("Clockroo", "we", "us") handles personal information when you use the Clockroo iPhone app and this website, clockroo.com. Virtual Coder Inc. is a company based in Ontario, Canada, and it is the controller of your personal information.

In short

• Photos and screenshots of your schedule are read on your iPhone. They are never uploaded.
• Your jobs, shifts and pay rules sync to your Clockroo account, so they survive a lost or replaced phone.
• No ads. We do not sell your data. We do not track you across other apps or websites.
• You can delete your account and its data at any time in the app, under Settings, Account, Delete account.

What we collect

Your account

You sign in with Apple or with an email code. We keep your email address (or the private relay address Apple gives us if you choose Hide My Email), the sign-in method, and the name you print on timesheets, if you enter one. We also keep your language and currency settings, and whether you turned on tips and updates emails. Sign-in is handled by our authentication provider, Clerk.

Your hours and pay data

Jobs (name, hourly rate, currency, colour, default unpaid break, overtime rules and pay period), shifts (start and end time, time zone, holiday or premium multiplier, notes, and whether it was entered by hand, clocked, scanned or imported from Calendar), breaks, and a clock-in that is still open. This data is stored in our database and is the copy that syncs between your devices and survives a reinstall.

Purchases

Apple takes the payment. We never see your card or Apple ID details. Our purchase provider, RevenueCat, receives your Clockroo account ID and Apple's purchase receipt so we can tell whether Clockroo Pro is active, and we store that status against your account.

Anonymous usage statistics

We use TelemetryDeck to count things like which screens are opened and which features are used, with the app version, iOS version and device type. The data is anonymous. It does not contain your name, email, shifts, pay or schedule content, and it is not linked to your Clockroo account.

Tips and updates email (optional)

This is off unless you turn it on in the app under Account. If you do, we send your email address to our email provider, Loops, to send you occasional tips and product updates. Every email has an unsubscribe link, and you can switch it off again in the app.

Server logs

When the app talks to our servers, the servers log technical details such as the time, the request, your IP address, your account ID and any error. We use logs to keep the service secure and to fix problems. We keep them for up to about 30 days.

What stays on your iPhone

• Schedule photos, screenshots and scans. They are read on the device with Apple's text recognition and, on supported iPhones, Apple's on-device model. Only the shifts you confirm are saved.
• Calendar events. If you allow Calendar access, Clockroo reads events on the device, and only the shifts you choose to import are saved.
• Reminders. They are local notifications created on your iPhone. We do not send push notifications.

What we do not collect

Your location, your contacts, your advertising identifier, or anything for advertising purposes.

This website

The website has no analytics, no advertising and no cookies. Our host, Vercel, processes your IP address and browser details in standard server logs to deliver the pages.

How we use it, and our legal basis

• To provide Clockroo: your account, syncing, Pro access and support. Legal basis: performing our contract with you.
• To keep it secure and working: logs, abuse prevention, fixing bugs, and anonymous statistics that show us what to improve. Legal basis: our legitimate interests.
• To email you tips and updates: only if you opt in. Legal basis: your consent, which you can withdraw at any time.
• To meet legal obligations, such as responding to lawful requests. Legal basis: legal obligation.

We do not make decisions about you by automated means.

Who we share it with

We use these service providers to run Clockroo. Each handles personal information only for us and only for the purpose listed.

• Clerk: sign-in and account management.
• Supabase: the Postgres database that stores your account and hours data.
• Google Cloud: hosts our API and its logs, and stores encrypted database backups.
• RevenueCat: checks Pro purchases with Apple.
• Apple: payment, subscriptions, and the App Store.
• TelemetryDeck: anonymous usage statistics.
• Loops: tips and updates email, only if you opt in.
• Vercel: hosts this website.

We do not sell your personal information and we do not share it for advertising. We may disclose information if the law requires it, or to protect people from harm. If Virtual Coder Inc. is ever sold or merged, your information would move with the service and this policy would keep applying until you were told of any change.

Where your data is stored

Virtual Coder Inc. is in Canada, and our providers store your data in the United States: the database is hosted in the US East region and the API runs on Google Cloud in the US East region. If you use Clockroo from another country, your information is transferred to the United States. Where the law requires it, we rely on standard contractual clauses or other approved safeguards with our providers.

How long we keep it

• Account and hours data: until you delete your account.
• Backups: we keep database backups for 30 days. Deleted data leaves the backups when they expire, within 30 days.
• Server logs: up to about 30 days.
• Tips and updates contact: until you opt out or delete your account.
• Anonymous usage statistics: kept by TelemetryDeck in anonymous form. They are not tied to you, so they are not part of account deletion.

Deleting your account

In the app, open Settings, then Account, then Delete account. This removes your account and all your jobs, shifts and breaks from our database, then removes your sign-in account, your purchase-provider record and your email contact. If one of those services is unavailable, we retry until it succeeds. You can also email support@clockroo.com. Details are on the delete your account page. Deleting your account does not cancel an App Store subscription; you cancel that in your Apple ID settings.

Your rights

Whatever country you live in, you can ask us to give you a copy of your information, correct it, or delete it. Email support@clockroo.com from the address on your account and we will reply within 30 days. We may ask you to confirm it is you. We send copies in a common format, such as JSON or CSV.

• Canada (PIPEDA): you can access and correct your personal information, withdraw your consent, and complain to the Office of the Privacy Commissioner of Canada.
• European Economic Area and United Kingdom (GDPR and UK GDPR): you can ask for access, correction, deletion, restriction of processing and portability of your information, object to processing based on our legitimate interests, and withdraw consent you gave. You can complain to your local data protection authority, such as the Information Commissioner's Office in the UK.
• California and other US states (CCPA and similar laws): you can ask to know what we hold, to correct it and to delete it. We do not sell or share personal information for advertising, so there is nothing to opt out of, and we do not treat you differently for using these rights. In the last 12 months we collected identifiers (email, account ID), commercial information (Pro purchase status), internet activity (server logs) and employment-related information you enter (your jobs, shifts and pay rates), for the purposes above.

Security

Data travels over encrypted connections and is encrypted at rest by our hosting providers. The app never connects to the database directly. Only our API does, using an account that can read and write rows but cannot change the structure of the database. No system is perfectly secure, but we work to protect your information and will tell you if a breach affects you.

Children

Clockroo is not directed at children under 16, and we do not knowingly collect information from them. If you think a child has given us information, email support@clockroo.com and we will delete it.

Changes to this policy

If we change this policy in a way that matters, we will update the date above and tell you in the app or by email before the change takes effect.

Contact

Virtual Coder Inc., Ontario, Canada
support@clockroo.com