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Privacy Policy

Last updated: 2 August 2026

Clock-In Ltd ("we", "us", "our") provides Clock-In, a workplace attendance and emergency-drill tool (the "Service"). This policy explains how we collect, use, store, and disclose personal information, in accordance with the Privacy Act 2020 (NZ).

This policy covers two groups of people:

  • Customers/Admins — the businesses and individuals who sign up for and manage the Service.
  • Employees and Visitors — individuals whose attendance is recorded by a Customer using the Service (we do not have a direct relationship with these individuals; the Customer does).

1. What Information We Collect

About Customers/Admins (account holders):

  • Name, email address, password (stored as a salted hash — we never see or store it in plain text), company name, and billing/payment information (bank transfer references, or a Stripe customer/subscription reference for card payments — card numbers are entered directly with Stripe and are never seen or stored by us).

About Employees (entered by a Customer):

  • First name, last name, an optional employee/registration number, a 4-digit PIN used to clock in at a kiosk, assigned location, and clock-in/clock-out timestamps and current status (in/out).
  • We do not collect wage, salary, banking, tax, or other payroll information — the Service does not process payroll.

About Visitors (self-registered at a kiosk, or entered by a Customer):

  • Name and clock-in/out timestamps and location, for building visitor presence records and supporting evacuation roll-calls.

Automatically collected:

  • Basic technical data (IP address, device/browser type, log data) for security and troubleshooting.
  • A response from Cloudflare Turnstile, a bot-detection check run on sign-up and login to stop automated abuse.

2. Why We Collect It

We (on behalf of the Customer, who directs this collection) use this information to:

  • Record and display who is clocked in or out, at which location, and when;
  • Generate statistics and reports for the Customer's admin dashboard;
  • Run emergency evacuation drills, including capturing who was recorded as present at the start of a drill and tracking confirmed-safe status;
  • Operate, maintain, and improve the Service, including billing and account administration;
  • Send account-related emails (e.g. email verification, password resets, billing receipts) via our transactional email provider;
  • Meet legal obligations, and detect or prevent fraud or misuse.

We do not use employee or visitor data for advertising, and we do not sell personal information.

3. Who We Share It With

  • The Customer (the employer/business) who added the employee or visitor record has full access to that data as the operator of their own account — this is the core purpose of the Service.
  • Service providers who help us run the Service: our cloud hosting provider, our file storage provider (for company logos), SendGrid (transactional email), Cloudflare (bot protection), and Stripe (card payment processing). These providers only process data on our instructions and are contractually restricted from using it for their own purposes.
  • We do not share employee or visitor data with any other third party, except where required by law (e.g. a lawful request from an authority) or to protect rights, safety, or property in an emergency.

4. Where Data Is Stored (Overseas Disclosure)

Our application and database are hosted with Hetzner, with servers located in Europe. Company logo files are stored with Backblaze (S3-compatible storage). Because this means personal information is stored and processed outside New Zealand, we take reasonable steps to ensure it is protected to a standard comparable to the Privacy Act 2020, including relying on providers with their own contractual and technical security commitments (e.g. encryption in transit, access controls). By using the Service, Customers acknowledge that data will be held on servers located outside New Zealand.

5. How Long We Keep It

  • Attendance and drill records are retained for as long as the Customer's account is active, plus 30 days after cancellation to allow data export, after which they are deleted or anonymised.
  • Customers can request deletion of specific employee or visitor records at any time via the admin dashboard or by contacting support, subject to any legal retention requirements (e.g. health and safety record-keeping).

6. Security

We use reasonable technical and organisational measures to protect personal information, including access controls restricting Company data to authorised admins of that Company, hashed passwords and PINs, and secure storage of credentials. No system is completely secure, and we cannot guarantee absolute security.

7. Access and Correction Rights

Under the Privacy Act 2020, individuals have the right to access and request correction of personal information held about them.

  • Employees and Visitors: If you want to access or correct information recorded about you, please contact the business (Customer) that recorded your attendance, as they control that data. We will assist the Customer in responding to such requests where needed.
  • Customers/Admins: You can access and correct your own account information directly in the Service, or by contacting us at [email protected].

8. Kiosk Notice

Employees and visitors using a clock-in kiosk are recorded as described in this policy by the business operating that kiosk. If you have questions about how your attendance data is used, please contact that business directly.

9. Complaints

If you believe your personal information has been mishandled, you can contact us at [email protected]. You also have the right to complain to the Office of the Privacy Commissioner (www.privacy.org.nz) if you are not satisfied with our response.

10. Cookies

We use a small number of essential cookies to keep you logged in and to protect the Service against cross-site request forgery. We do not currently use analytics or advertising cookies. Cloudflare Turnstile may set its own cookie as part of its bot-detection check on sign-up and login. You can control cookies through your browser settings, though the Service will not function correctly without the essential ones.

11. Changes to This Policy

We may update this policy from time to time. Material changes will be notified via email or in-app notice. The "Last updated" date at the top reflects the most recent version.

12. Contact Us

For any privacy questions or requests, contact: [email protected].