Your workday. Your information.

Who is responsible?

Your employer or the business inviting you decides why time, tasks and location are collected, who can use them and the lawful basis. It is generally the controller under EU/UK data protection law. Tockly processes workplace information on that business’s instructions. Tockly is separately responsible for account, billing, security and service-operation information.

Your employer must give you its own notice before collection, explain whether information is required and the consequences of not providing it, identify a lawful basis, choose proportionate settings and meet applicable employment, consultation and privacy requirements. In Germany, Ireland and the Netherlands, EU GDPR and local employment rules may apply, including works council requirements where applicable. Browser permission or accepting an invitation does not by itself make employee consent freely given. Employers must assess the appropriate lawful basis and any required impact assessment.

What is recorded?

Your employer supplies your name, invited email and any payroll reference. TocklyTime records invitation acceptance, clock-in/out timestamps, unpaid break totals, notes, tasks and completion, approvals and an activity history. When location collection is enabled and your browser allows it, a clock-in or clock-out requests latitude, longitude, reported accuracy and capture time once. There is no continuous or background location tracking. The system does not use GPS to calculate pay or automatically make disciplinary decisions.

You can decline browser location permission. You can still record your time with a reason for your employer to review. Missing or inaccurate location is not proof of misconduct. Ask your employer how it handles exceptions. Your clock page displays the current location setting, retention period and any workplace notice entered by your employer.

Purpose and access

Workplace records support timekeeping, task coordination, review of clock-event exceptions and preparation of approved hours for payroll. The business owner can review workplace records; employees can access their own clock records and assigned tasks. Do not put sensitive personal details in task or shift notes. Tockly’s authorised service providers process information needed to host, secure and support the service. We do not sell employee information.

If your employer connects Xero Payroll, matching employee identifiers, earnings-rate identifiers, dates and approved hours are sent to its selected Xero organisation after the employer chooses to send them. GPS coordinates, location reasons and task or shift notes are not part of that payroll payload. Downloaded CSV files and records in Xero are controlled by the employer and the receiving service.

Location retention and time records

Clock-event location has a default retention of 90 days. An employer can select 30, 90, 180 or 365 days in Settings and can turn future location collection off. Expired location is removed from active shift records and any historical audit copies before workplace or employee clock records are returned on access. Cleanup is triggered by access; an inactive workplace may retain expired data until its next access. Shortening a period applies at the next cleanup; increasing it does not restore information already removed.

Time, break, task, payroll-export and approval records are retained separately as workplace records until removal through an authorised request or account closure, subject to legal recordkeeping and disputes. Employers must determine the necessary retention for those records and request deletion when it is no longer justified. Cancellation alone does not delete data. Provider-managed recovery and backup expiry is separate; exact provider erasure timeframes are not yet confirmed. Contact our Privacy Officer for a specific deletion request.

Your rights and choices

You may ask your employer for access to or correction of your information. Depending on applicable law, you may also request erasure, restriction or eligible portability, or object to processing. Rights have legal exceptions, including required payroll records. Your employer handles workplace requests; Tockly assists it. Contact us directly if you cannot identify the responsible business or your concern relates to Tockly’s own processing. We may verify identity before releasing records. You can also complain to the New Zealand Office of the Privacy Commissioner, your EU supervisory authority or the UK ICO, as applicable.

Hosting, transfers and contact

Hosting and authentication use Cloudflare and the OpenAI Sites platform; subscriptions use Stripe. Information may be processed outside your country through global infrastructure. Our general Privacy Policy and Data Processing Terms describe service providers, security, overseas processing and applicable safeguards. Employers must assess their own transfer and employment obligations.

Privacy Officer, Tockly Limited: contact@tockly.ai. Registered office: Level 6, 135 Broadway, Newmarket, Auckland 1023, New Zealand. Include your employer and relevant dates so we can identify the records.