Time Clarke Privacy Policy
Last updated 15 August 2026.
Time Clarke is a workforce timesheet, attendance, approval, payroll export, and job-costing system. This policy explains what data is used by the app and why.
Who provides Time Clarke
Time Clarke is provided by Time Clarke Ltd as a workforce management platform for client companies. Privacy questions and data requests can be sent to will.clarke@timeclarke.co.uk.
Data collected
- Account data: name, email address, role, manager permissions, and login status.
- Timesheet data: date, job number, site, workstream, work notes, clock-in and clock-out times, breaks, day/night/time-and-half selections, minimum-pay rules, approvals, and payroll export status.
- Location data: GPS latitude and longitude at clock-in and clock-out, and optional location information attached to reactive call-out photographs. A new camera photo can include a phone location reading when permission is granted; an imported photo can include GPS and date information already stored in the image. Photo captions distinguish these sources and show when data is unavailable. Time Clarke does not run live tracking.
- Costing data: staff rates, paid hours, weekly or monthly minimum top-ups, labour utilisation, and flash-report figures visible to authorised managers.
- Audit and technical data: timestamps, status changes, device/browser type, IP address, and error logs needed to run and secure the service.
Biometric checks
The mobile app can ask the device to use native phone biometric security before a user clocks or submits time. Biometric templates stay on the phone. Time Clarke receives only the result of the check and does not collect or store face or fingerprint data.
How the data is used
- To let staff submit accurate timesheets.
- To show managers approvals, GPS map links, exceptions, labour utilisation, and job-cost reports.
- To export payroll and flash-report information for authorised admin users.
- To maintain security, investigate issues, and support business records.
Sharing and processors
Data is used by Time Clarke Ltd and by authorised users for the relevant client company account. Depending on the services configured for a customer account, Time Clarke may use Microsoft Azure, DigitalOcean, Microsoft 365, SharePoint, ClickUp, Xero, Google Play, Apple, and other operational systems. Data is not sold.
Storage and security
The service uses HTTPS in transit. Access is controlled by personal logins, staff links, manager roles, and admin permissions. Payroll export and rate data are restricted to authorised admin users.
Retention and deletion
Timesheet and payroll records are kept for business, legal, audit, and payroll purposes. Users can request correction or deletion where legally permitted by contacting will.clarke@timeclarke.co.uk or using the account deletion request page.
Location permissions
If location permission is refused, clock-in or clock-out may not capture a site GPS point. Location is requested at clock-in and clock-out, and when you choose Take photo in a reactive call-out. Refusing photo location permission does not block the photo or report: its caption records that GPS is unavailable. Choosing a photo from the camera roll does not request your current location.
Changes
This policy may be updated as Time Clarke adds new client accounts, integrations, or store releases.