Privacy Policy
Worktrim LLC ("Worktrim", "we", "us") makes software that businesses use to run their teams: time clock, scheduling, payroll, invoicing, hiring and onboarding, and senior care. This policy explains what personal information we collect, how we use and share it, how long we keep it and the choices you have. It covers worktrim.com, the Worktrim web app, mobile apps and kiosk app (the "Services").
Contents
- Our role: your employer's data and ours
- Information we collect
- Location and photos at the time clock
- How we use information
- How we share information
- Service providers
- Cookies and analytics
- Emails, text messages and notifications
- How long we keep information
- Security
- Your choices and rights
- US state privacy rights
- Health information (Senior Care)
- Children
- Changes to this policy
- Contact us
1. Our role: your employer's data and ours
Most of the personal information in Worktrim is put there by businesses (our "customers") about their own people: employees, job applicants, residents of care facilities and their own customers. For that information, the business is in charge. It decides what to collect and why, and Worktrim processes it on the business's behalf as its service provider, under our Terms of Service. If you are an employee, applicant or resident, your employer or facility's own privacy notice also applies, and requests about your information usually go to them first. We will help them answer.
Worktrim decides how to use a smaller set of information on its own: details about the people who sign up for and manage accounts, visitors to worktrim.com, people who contact us or ask for a demo, and business contacts we email about Worktrim.
We do not sell personal information, and we do not share it for targeted advertising.
2. Information we collect
Account owners and administrators
- Name, email address, phone number, job title and password (stored by our sign-in provider, never in plain text).
- Business details: legal name, address, industry, employer identification number and state tax account numbers.
- Billing details: plan, invoices and payment method. Card and bank numbers are collected and stored by Stripe; we see only the type, last four digits and expiry.
- Records of your activity in the account, such as changes you approve, and the terms you accepted and when.
Employees (provided by the employer or by the employee)
- Identity and contact details: legal name, email, phone, address, date of birth, emergency contact and a profile photo if one is added.
- Work details: job, department, location, pay rate, schedule, time-off balances, certifications, training, check-ins, recognition and offboarding records.
- Time records: clock-in and clock-out times, breaks, the device used and, where the employer turns them on, location and photos (section 3).
- Payroll and tax details: Social Security number, tax withholding elections (Form W-4 and state forms), bank account for direct deposit, pay, tips, deductions, benefits and garnishments, and pay stubs and year-end forms.
- Onboarding: signed documents, electronic signatures and Form I-9 information, including citizenship or immigration status and the identity documents shown.
- Messages, announcements and files shared in team messaging.
Job applicants
What you enter on an employer's careers page, such as your name, contact details, work history, resume and answers, and the employer's notes on your application.
Residents of care facilities
When a facility uses Senior Care: resident details, care plans, medications and medication administration records, daily living (ADL) charting, vitals, incidents, pharmacy orders and billing. See section 13.
Our customers' customers
When a business sends you an invoice through Worktrim: your name, email, address, the invoice and whether you paid. If you pay online, Stripe collects your card or bank details.
Website visitors, contacts and prospects
- Pages you visit on worktrim.com, links you click, your browser and device type, and approximate location from your IP address (section 7).
- What you send us through the contact or demo form, support or feedback: name, email, phone, company, team size and your message.
- Business contact details (name, role, business email and phone) that businesses publish on their own websites or in public business and licensing directories, which we use to introduce Worktrim to them. We record where we found each one.
From devices and apps
IP address, device type and operating system, app version, push notification tokens, crash information and sign-in events, which we use to run and secure the Services.
3. Location and photos at the time clock
Worktrim is used by employees whose employers need them to work at a particular site, such as a construction site, store, restaurant, care facility or field route.
- Off by default. Location checks are only used when the employer turns them on for its company. The app tells employees that their location is checked during their shift.
- Only during a shift. When turned on, the app uses precise location to confirm that an employee is inside the work area when they clock in, clock out and while they are on the clock. Background location is used because phones stay in pockets during work; the app asks for foreground location first and explains why before asking for background location. Location is not collected when the employee is off the clock.
- Photos at punch. If the employer turns it on, the Worktrim kiosk takes a photo when someone clocks in or out at it so the employer can confirm who punched. We do not use these photos for facial recognition or to create biometric identifiers.
- Who sees it. Location and punch photos are shown to the employer's managers and are used only for attendance. They are not used for advertising and are not shared with anyone else, except our service providers that host the Services.
- Battery. The app uses the phone's battery-saving location and geofencing features.
4. How we use information
- To provide the Services: run time clocks, schedules, payroll, invoices, hiring, onboarding, messaging and care records, as our customers set them up.
- To process payments and payroll through our payment and banking partners.
- To create forms and reports that customers file with government agencies, and to send them where a customer uses a feature that files or reports for them.
- To provide support, including viewing an account in read-only mode when a customer asks for help. These views are logged.
- To keep the Services secure: verifying sign-ins, preventing fraud and abuse, and investigating problems.
- To send service messages (section 8) and, for account owners, prospects and people who ask, information about Worktrim, which you can opt out of at any time.
- To understand how the Services and website are used and to improve them, mostly with aggregated or de-identified data.
- To meet legal obligations, enforce our terms and protect the rights and safety of our users and others.
5. How we share information
- With your employer or facility. Information entered by employees, applicants or about residents is available to the business that uses Worktrim, according to the access it gives its managers.
- With service providers that host, secure and run parts of the Services for us, under contracts that limit their use of the information (section 6).
- With government agencies, such as the IRS, the Social Security Administration and state revenue, unemployment and new-hire agencies, when a customer uses a feature that sends filings or reports to them.
- With apps you connect, such as accounting, point-of-sale or pharmacy systems, when a customer turns on that connection.
- For legal reasons: to comply with a law, court order or lawful government request, or to protect rights, property or safety.
- In a business transfer: if Worktrim is involved in a merger, acquisition or sale of assets, information may transfer as part of it, still protected by this policy.
6. Service providers
| Provider | What they do for Worktrim |
|---|---|
| Stripe | Subscription billing, invoice payments, payment accounts, and payroll accounts opened through Stripe |
| Moov | Payroll accounts: verifying the business and its owners, bank pulls, paying employees and contractors, and tax payments |
| Google Cloud | Hosting, databases, file storage, sign-in, secret storage and mobile push notifications |
| Google reCAPTCHA | Protecting worktrim.com forms from spam |
Customers can also connect QuickBooks, Xero, Square and pharmacy systems; those services receive information only when the customer turns the connection on, and their own privacy policies apply.
7. Cookies and analytics
- Necessary cookies keep you signed in, remember settings and let a computer or tablet be used as a company time clock. The Services do not work without them.
- Analytics. worktrim.com uses Google Analytics, which sets cookies to count visits and see which pages and buttons are used, such as clicks to sign up, sign in or book a demo. It tells us how the site is used in aggregate; we do not use it to identify you or to show you ads. Google's use of this data is described at policies.google.com. You can opt out with the Google Analytics opt-out add-on or by blocking cookies in your browser.
- Spam protection. Our contact and demo forms use Google reCAPTCHA, which collects information about your device and use to tell people from bots.
- No advertising cookies. We do not use advertising or cross-site tracking cookies. We treat a Global Privacy Control signal from your browser as a request to opt out of sale and sharing; since we do neither, no further action is needed. We do not otherwise respond to Do Not Track signals.
8. Emails, text messages and notifications
- Service messages, such as sign-in codes, shift and time-off updates, pay stubs, payroll and billing notices, invoices and security alerts, are part of the Services. You can turn off optional notifications in your settings or on your phone.
- Marketing emails, such as product news, tips and introductions to Worktrim, go to account owners, people who asked for them and business contacts as described in section 2. Every marketing email has an unsubscribe link, and unsubscribing stops all of them.
- Text messages are only sent for sign-in and service purposes. Message and data rates may apply. Reply STOP to stop them.
9. How long we keep information
We keep customer information while the customer's account is open. When an account closes, the customer has 60 days to ask for an export. After that we may delete or de-identify the information, but we keep what the law requires us or the customer to keep, such as payroll and tax records, for the periods below. Copies in backups are overwritten on their normal cycle. Employers must keep many records for set periods, and they may keep records about you after you leave. The main periods are:
| Information | How long it is kept |
|---|---|
| Payroll and payroll tax records | At least 4 years after the tax is due or paid (IRS rules) |
| Time cards and pay records | At least 3 years (Fair Labor Standards Act), longer where state law requires |
| Form I-9 | 3 years after hire or 1 year after employment ends, whichever is later |
| Resident and medication records | As long as the facility's state licensing rules require |
| Location data and punch photos | While the employer keeps the related time records |
| Contact and demo requests | Up to 3 years after our last contact with you |
| Website analytics | Up to 14 months in Google Analytics |
10. Security
We protect information with encryption in transit and at rest, extra encryption for Social Security and bank account numbers, role-based access so people only see what their job needs, two-step verification for sign-in, audit logs of who viewed and changed sensitive records, restricted staff access and secrets kept in a managed vault. No system is completely secure, so we cannot guarantee absolute security. If a breach affects your information, we will notify the affected customer and, where the law requires, you and the authorities.
Information is stored and processed in the United States.
11. Your choices and rights
- See and correct your information. Much of it is in your profile in the app. Some details, such as your legal name, pay or tax information, can only be changed by your employer or with its approval.
- Close your account. If you are an employee, your account is set up and managed by your employer, and the Worktrim app is your way into it. To close it, ask your employer to remove you. You can also email [email protected] from the address on your account; we will tell your employer and remove your sign-in and personal profile. Records your employer must keep, such as time, pay and tax records, stay with your employer for the periods in section 9. A business owner can cancel the company's subscription in the app and close the account by emailing us.
- Location, camera and notifications. You can change these permissions in your phone's settings, but your employer may require location or photos to clock in.
- Marketing emails. Use the unsubscribe link in any marketing email.
12. US state privacy rights
Depending on where you live, including California, Colorado, Connecticut, Virginia and other states with privacy laws, you may have the right to:
- know what personal information we have about you and get a copy;
- correct inaccurate information;
- delete your information, subject to legal exceptions such as records that must be kept;
- opt out of the sale or sharing of personal information for targeted advertising (we do neither);
- limit the use of sensitive personal information (we use it only to provide the Services); and
- not be treated differently for exercising these rights.
To make a request, email [email protected] with "Privacy request" in the subject. We will confirm receipt within 10 business days and respond within 45 days. We will verify your identity by matching details we already have. You may use an authorized agent, who must show your written permission. If we deny your request, you may appeal by replying to our decision. If your information was given to us by your employer or facility, we may pass your request to them, since they decide about that information.
Categories of personal information (California notice)
In the last 12 months we have collected the following categories. We collect them from you, your employer or facility, your devices and public business sources, for the purposes in section 4, and disclose them only to the recipients in section 5. We have not sold or shared any of them.
| Category | Examples |
|---|---|
| Identifiers | Name, email, phone, address, account ID, IP address |
| Customer records | Signature, Social Security number, bank account number, employment history |
| Protected characteristics | Date of birth; citizenship or immigration status from Form I-9 |
| Commercial information | Plans, invoices and payments |
| Internet and device activity | Pages viewed, sign-in events, device and app information |
| Geolocation | Precise location during shifts where the employer turns it on; approximate location from IP address |
| Audio and visual | Profile photos and photos taken at clock-in and clock-out |
| Professional or employment information | Job, pay, hours, schedule, certifications, training, applications |
| Medical information | Residents' care, medication and health records in Senior Care |
| Sensitive personal information | Social Security number, bank account number, precise geolocation, immigration status, health information, account sign-in details |
13. Health information (Senior Care)
Resident information in Senior Care belongs to the facility, which controls who can see it. Access is limited by role and facility, and every view and change is logged. Where a facility is covered by HIPAA, Worktrim acts as its business associate and handles protected health information only as allowed by our Business Associate Agreement with that facility and by HIPAA. Residents and their representatives should send requests about their records to the facility.
14. Children
The Services are for businesses and their workers and are not directed to children under 13. We do not knowingly collect information from children under 13. Employers that employ minors aged 14 to 17 provide and manage their information as employers. If you believe a child under 13 has given us information, contact us and we will delete it.
15. Changes to this policy
We may update this policy as the Services change. We will change the "Last updated" date above and, for material changes, notify account owners by email or in the app before the changes take effect.
16. Contact us
Worktrim LLC
5960 Fairview Road, Suite 400
Charlotte, NC 28210
[email protected] • +1 (800) 903-2036