Privacy Policy

Last updated: January 11, 2026

1. Introduction

AttendaTrac ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our employee management and PTO tracking service.

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide to us, including:

  • Name and contact information (email address, phone number)
  • Employment information (employee type, department, professional type)
  • PTO balances and time-off requests
  • Attendance records
  • Work schedule and substitute assignments

2.2 Automatically Collected Information

When you use our service, we may automatically collect:

  • Device information and IP address
  • Browser type and version
  • Usage data and activity logs
  • Date and time of access

2.3 Third-Party Integration Data

If you choose to integrate third-party services (such as Google Calendar), we may collect and store authorization tokens and related data necessary to provide the integration functionality.

3. How We Use Your Information

We use the collected information for:

  • Providing and maintaining the service
  • Managing employee records and PTO tracking
  • Processing time-off requests and substitute assignments
  • Sending notifications via email or SMS (if opted in)
  • Generating reports and analytics for administrators
  • Improving and personalizing user experience
  • Ensuring security and preventing fraud
  • Complying with legal obligations

4. Information Sharing and Disclosure

4.1 Within Your Organization

Your information is shared with authorized administrators and managers within your organization as necessary for HR and operational purposes.

4.2 Service Providers

We may share your information with third-party service providers who perform services on our behalf, including email delivery, SMS messaging, and cloud hosting.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

4.4 Third-Party Integrations

If you connect third-party services (e.g., Google Calendar), we will access and share data with those services as necessary to provide the integration. These third-party services have their own privacy policies.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet is 100% secure.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. When your account is terminated or data is no longer needed, we will securely delete or anonymize it.

7. Your Rights

Depending on your location, you may have the following rights:

  • Access your personal information
  • Correct inaccurate or incomplete information
  • Request deletion of your information
  • Object to or restrict processing of your information
  • Data portability
  • Withdraw consent (where processing is based on consent)

To exercise these rights, please contact your system administrator or the organization that manages your AttendaTrac account.

8. SMS Communications

If you opt in to SMS notifications, we will send you text messages related to PTO requests, substitute assignments, and other work-related updates. You can opt out at any time by updating your preferences in your profile settings. Standard message and data rates may apply.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our service and store certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

10. Children's Privacy

Our service is not intended for use by children under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

11. International Data Transfers

Your information may be transferred to and maintained on computers located outside of your jurisdiction where data protection laws may differ. By using the service, you consent to this transfer.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions about this Privacy Policy, please contact your system administrator or the organization that provided you access to AttendaTrac.