Privacy Policy

Who We Are and What This Policy Covers

HelTrack is a workforce management service for organizations that schedule and manage shift workers. It is provided by Iltronic ("Iltronic", "we", "us" or "our"), [ADDRESS], the company that owns and operates HelTrack.

This policy explains how we handle personal information in the HelTrack website, web app, iOS and Android apps, kiosks and related services (together, the "Service"). It applies to:

• Workers and staff whose organization uses HelTrack, such as employees, contractors, supervisors and managers;
• Administrators and account owners who set up and run an organization's HelTrack account;
• Other people our customers invite, such as their clients in the Client Portal or people who sign documents;
• Visitors to our public pages.

Related pages: the SMS Terms for HelTrack Alerts, the Terms of Service and the Delete Account page.

Our Role: Your Organization Decides, We Process

Most personal information in HelTrack is entered or created by an organization about its own workforce: schedules, attendance, payroll, reports and similar records. For that information:

• The organization is the controller (or "business" under US state laws). It decides what is collected and why, who can see it, and how long it is kept. In this policy we call it "your organization" or "the customer".
• HelTrack is its processor (or "service provider"). We process that information only to provide the Service to the customer, under our agreement with the customer and its instructions, and as the law requires.

If you are a worker, your organization's own privacy notice explains how it uses your information. Please send questions and requests about your work records to your organization first. If you contact us, we will pass your request to your organization and help it respond.

HelTrack is the controller for the information we handle for our own purposes: account sign-in details, information about the people who buy and manage a subscription, billing and payment records, support requests, security and audit records, and visits to our public pages.

Information We Collect

Account and Profile Information

Name, email address, username, password (stored only as a secure hash), phone numbers, address, emergency contact, profile photo, role and permissions, the organization and sites you belong to, badge numbers and access cards, language and display preferences, and, if your organization uses single sign-on, the identifiers your organization's identity provider sends us.

Workforce Records Your Organization Keeps in HelTrack

Depending on the features your organization uses:

• schedules, shift assignments, attendance (clock-in, clock-out and break times), timesheets and hours;
• payroll information such as pay periods, rates, hours and pay registers, and expense claims with receipts and mileage trips;
• reports and incident reports, which can include information about other people involved, such as witnesses;
• documents and electronic signatures, with the audit details of each signing step;
• licenses and certifications, with photos or scans of them;
• onboarding and offboarding steps, site and role assignments;
• access authorizations, badge scans and kiosk sessions;
• estimates, invoices, projects and the other business records your organization creates.

Location Information

HelTrack records your device's location only at specific moments, and only where your organization has turned location tracking on for the site:

• Attendance actions. When location tracking is on, the app or browser asks your device for its current location when you clock in, start or end a break, or clock out, and saves the coordinates and their accuracy with that attendance event. Your device asks for your permission first. If tracking is off for the site, no coordinates are saved.
• Required location. Your organization can require a location for selected actions at a site. Then the action cannot be completed without a valid device location, and the app explains how to allow it.
• Mileage trips. If you start a mileage trip for an expense claim, location points are recorded while the trip is active, until you pause or finish it.

HelTrack does not track your location continuously in the background, and it never substitutes a site's address for your device's location. Separately from location, each attendance action records technical details such as your network (IP) address and device type for audit purposes. An IP address is not treated as your physical location.

Photos and Files

Profile photos, attachments to reports, messages, expenses and documents, receipts, and credential scans. If an administrator turns it on for a kiosk, the kiosk takes one front-camera photo after a badge is identified, with a notice before capture, to help confirm who scanned. These kiosk photos are kept only for the period the administrator sets (1 to 90 days) and are not used for facial recognition or identity matching.

Messages

HelTrack messaging is designed for end-to-end encryption between devices. For encrypted messages, our servers store only encrypted content and cannot read message text, file names or file contents. Each message is also encrypted for:

• each member's own linked devices and, if they turned it on, their encrypted backup key;
• compliance keys: your organization's key, if it has one, which lets the organization's Owners and Administrators export the organization's conversations, and a platform key.

The platform key can only be used through a formal legal message recovery process: a case limited in scope and time, approved by a second authorized person, fully audited, and notified to your organization's Owners (that notice can be delayed only where a legal order requires it). No HelTrack staff role can otherwise read private messages.

We do see message metadata, such as who is in a conversation and when messages were sent. Some messages are not end-to-end encrypted, for example older messages, or messages sent from an app version that does not yet support encryption.

Notifications, Push and SMS

We send in-app, push, email and (if you opt in) SMS notifications about your work. For this we keep notification history, your channel preferences, push tokens for your devices and, for SMS, your mobile number, consent records and opt-outs. See SMS Alerts and Mobile Numbers.

Billing Information

For organizations that subscribe: plan, billing contact, invoices, receipts and payment status. Card and wallet payments are handled by our payment processors (Stripe and PayPal) or, for in-app purchases, by Apple or Google. We do not receive or store full card numbers.

Device, Sign-In and Usage Information

Network (IP) address, browser and device type, operating system, time zone, language and screen size; sign-in, permission and security events; and the server logs needed to run and protect the Service.

Support and Communications

Messages you send us, support tickets and their attachments, and our replies.

Cookies and Similar Technologies

We use only the cookies and browser storage needed to run the Service: a session cookie that keeps you signed in, a security (CSRF) cookie, a cookie that remembers your language, and browser storage for preferences such as light or dark mode. We do not use advertising cookies or third-party analytics trackers.

Our pages load some standard components (styles, icons and maps) from content delivery networks and map tile services. When your browser loads them, those providers receive your IP address and browser details, as they would for any website that uses them.

How We Use Information

We use personal information to:

• provide the Service: scheduling, attendance, payroll, reporting, documents, messaging, notifications and the other features your organization uses;
• send the notifications you and your organization have chosen, including SMS alerts if you opted in;
• create and secure accounts, verify sign-ins and keep audit trails;
• process subscriptions, payments and refunds;
• provide support and respond to requests;
• keep the Service safe and working: prevent fraud and abuse, fix problems and improve features;
• comply with the law, respond to lawful requests and enforce our terms.

AI-assisted features. If your organization uses AI-assisted features, such as help drafting or reviewing reports, the information needed for that request is sent to an AI model provider to produce the result.

We do not sell personal information, and we do not use or share it for targeted advertising.

Recommended vendors and affiliate links. Organization owners and administrators can see a page of third-party vendors we recommend, such as payroll, hosting or insurance providers. Some links are affiliate links: we may earn a commission when your organization buys through them, and it doesn't change your price. When you open one, we record which offer was opened, by which account and organization, and when, so we can count visits and reconcile commissions. We do not send the vendor your name, your organization or any other information about you: the link opens the vendor's page directly, without a referring address. Anything you then give the vendor is governed by the vendor's own terms and privacy policy. An administrator can hide this page for the whole organization at any time.

Legal Bases (EEA, UK and Switzerland)

Where these laws apply, we rely on:

• performing a contract, to provide the Service to customers and their users;
• legitimate interests, to secure, support and improve the Service and to prevent abuse, balanced against your rights;
• legal obligations, for tax, accounting and lawful requests;
• consent, for SMS alerts and wherever else the law requires it. You can withdraw consent at any time.

For workforce records we process on a customer's behalf, the customer determines the legal basis.

How We Share Information

We share personal information only as follows:

• With your organization. Your organization's authorized users see the information their roles allow.
• With sub-processors that help us run the Service, under contracts that limit their use of the information. See Sub-processors.
• With services your organization connects, such as its single sign-on identity provider, webhook endpoints, report delivery recipients and the exports it downloads.
• With people you choose, such as the recipients of your messages or the signers of a document.
• For legal reasons, when required by law or valid legal process, or to protect the rights, safety and security of people and the Service.
• In a business transfer, such as a merger or acquisition, under the protections of this policy.

Sub-processors

We use service providers to host, store, deliver and bill for the Service. They include:

This list can change as the Service grows. [SUB-PROCESSOR CHANGE NOTICE PROCESS]

SMS Alerts and Mobile Numbers

HelTrack Alerts are optional text messages for urgent operational alerts. You opt in yourself in your profile settings, with explicit consent and a verification code; see the SMS Terms.

Mobile phone numbers and SMS opt-in data and consent are not shared with third parties or affiliates for marketing or promotional purposes. We share your number only with the SMS provider that delivers the messages (Twilio) and with carriers, solely to send the alerts you asked for. All of the sharing described in this policy excludes text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Data Retention

We keep personal information only as long as it is needed for the purposes in this policy:

• Workforce records are kept according to your organization's choices. An organization can set a retention schedule for each record type in its data retention settings; HelTrack then deletes expired records and their files permanently, after giving the organization 7 days' notice. A retention schedule can never be shorter than a platform minimum: 48 months for payroll, timesheets, attendance, invoices and expenses; 36 months for incident reports; and 12 months for other records. Without a schedule, records are kept while the organization's account is active.
• Legal holds placed by your organization keep records from being deleted, whatever the schedule, until the hold is released.
• Kiosk validation photos are kept for the 1 to 90 days set by the administrator.
• Webhook delivery logs are deleted after 30 days, and notifications are archived automatically.
• Account and billing records are kept while the account is active and afterwards as long as needed for tax, accounting and legal purposes: [BILLING RECORD RETENTION PERIOD].
• When an organization closes its account, its data is handled as follows: [CUSTOMER DATA RETENTION AFTER ACCOUNT CLOSURE].
• Backups. Deleted information can remain in backups for up to [BACKUP RETENTION PERIOD] until they are replaced.

Deleting Your Account

You can delete your own account in the app (Settings > Account > Delete Account) or, without the app, on the public Delete Account page.

• You are signed out on every device at once, and notifications stop.
• You can cancel within 7 days. After that, your personal data is erased: profile photo, contact details, preferences, notification history and message keys. Your username and sign-in email are replaced so you can no longer be found or sign in.
• Your organization keeps its work records (such as attendance, payroll, timesheets, reports and documents) under its retention schedule and the platform minimums above, and longer if a legal hold applies. Your name stays on those records only while they are kept.
• If your organization's identity provider manages your sign-in, we erase your personal data, and your administrator removes you from the identity provider.

Security

We protect information with measures that include encryption in transit (HTTPS), end-to-end encryption for messages, hashed passwords, role-based permissions, separation between customer organizations, audit trails for sign-ins, permission changes, payroll and data deletion, and private storage for sensitive files. No system is perfectly secure. If we learn of a security incident that affects your personal information, we will notify the affected customers and people as the law requires.

Your Privacy Rights

Everyone

You can view and update much of your profile in the app, choose your notification channels, opt out of SMS at any time, and delete your account. To exercise other rights, contact us at [SUPPORT EMAIL]. We will verify your identity before acting on a request. For workforce records, we will refer your request to your organization, which decides on it as the controller, and we will help it respond. We will not discriminate against you for exercising your rights.

United States (Including California)

Depending on the state you live in, you may have the right to know what personal information we hold about you and how we use it, and to access, correct, delete or receive a copy of it. You may also have the right to opt out of the sale of personal information, its sharing for targeted advertising, and certain profiling. We do not sell personal information or share it for targeted advertising.

We use sensitive personal information, such as precise location and account sign-in details, only to provide the Service and for the other purposes the law allows, and not to infer characteristics about you.

You can use an authorized agent to make a request. If we deny a request, you can appeal by replying to our answer or by writing to [SUPPORT EMAIL].

Canada

Under the Personal Information Protection and Electronic Documents Act (PIPEDA) and similar provincial laws, you can ask to access and correct your personal information and withdraw your consent, subject to legal and contractual limits. Our privacy officer is [PRIVACY OFFICER NAME OR TITLE], reachable at [SUPPORT EMAIL]. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or your provincial commissioner.

European Economic Area, United Kingdom and Switzerland

You have the right to access, correct and delete your personal information, to restrict or object to its processing, to data portability, and to withdraw consent at any time without affecting earlier processing. You can also complain to your local data protection authority.

Children

The Service is not intended for anyone under 16, and organizations must not create accounts for people under 16. If we learn that we hold personal information of someone under 16, we will delete it or ask the responsible organization to do so.

International Transfers

We host the Service in [HOSTING REGION]. Our providers may process information in other countries. When we transfer personal information from the EEA, UK, Switzerland or Canada, we use appropriate safeguards, such as the European Commission's Standard Contractual Clauses, and contractual protections with our providers.

Changes to This Policy

We may update this policy as the Service changes or the law requires. We will change the "Last Updated" date at the top and, for significant changes, notify customers and users in advance in the app or by email.

Contact Us

• Company: Iltronic
• Address: [ADDRESS]
• Email: [SUPPORT EMAIL]

For questions about your work records, please contact your organization first.

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