TeamTimes — Privacy

Last updated: 17 August 2026

Who we are

TeamTimes (teamtimes.org and the TeamTimes iOS app) is a tool for planning shifts, recording clock-in and clock-out times, and working out hours and pay for a team. It is operated by AYDA Digital, United Kingdom. Contact: privacy@teamtimes.org.

By using TeamTimes you agree to this notice and to our Terms of Use.

What we store

• Your account — the email address (or username) you sign in with, via Google, Apple or a TeamTimes username. Sign in with Apple may give us a private relay address. Username accounts store no email at all.
• Your business data — the business name and settings, and the team data you enter: member names, card numbers, hourly rates, planned shifts, clock-in/out times, corrections, alerts, staff requests and payment records. You are the data controller for your team's personal data; we store it for you.
• Staff sign-in — if a member uses the staff area, they sign in with the workplace code, their card number and a personal PIN (stored only as a secure hash).
• Terms acceptance — when you accept our in-app terms we keep an auditable record including the date, your account email, your network address and browser/app user agent.
• Technical logs — short-lived server logs (errors, security throttles), an administrative audit log of account changes, and — if you turn on notifications — the Apple push token for your device.

What we do NOT collect

• No location. TeamTimes does not use GPS, geofencing or any location data. A clock record says when, never where.
• No camera, microphone, photos, contacts, biometrics or health data. (The app can save a rota or clock image into your photo library when you tap Save Image — it never reads your photos.)
• No advertising, no tracking, no analytics SDKs, no profiling, no sale or sharing of your data with anyone for their own purposes.
• No payment details — TeamTimes is free and takes no payments.

Why we hold it

To provide the service you asked for: to keep your rota and time records, calculate hours and pay, sync your devices, notify you of the alerts you enabled, keep the service secure, and keep a record that the terms were accepted. Our lawful bases are performance of a contract with you and our legitimate interest in running and securing the service. As between you and your team, you are the controller of your team members' data and you must have your own lawful basis for holding it and must tell them you are doing so.

Who else is involved

• Sign-in providers — Google and Apple, when you choose to sign in with them. They tell us only your identifier (email or Apple private relay address).
• Hosting — our own server in the EU/UK. Data is sent over an encrypted connection.
• Email — alerts and correction links are sent by SMTP through our mail provider.
• Apple Push Notification service — if you enable notifications.
• AI providers — see “The assistant” below.

These providers process data on our instructions or as independent controllers of their own sign-in and delivery records. We do not sell or share your data for anyone's marketing.

The assistant

If you use “Ask TeamTimes”, your question and the minimum relevant figures from your own business are sent to an AI provider (such as Anthropic, OpenAI, DeepSeek or Google, and comparable services) solely to produce the answer. Answers are computed from your real records — the assistant cannot change your data. Avoid typing anything into the assistant that you would not want sent to a third-party provider.

Security, and the limits of it

• Traffic is encrypted in transit; passwords and staff PINs are stored only as hashes; sign-in attempts are throttled.
• Keep your device locked, turn on two-factor authentication with your sign-in provider, sign out on shared or kiosk devices, and remove delegate administrators when they leave.
• Anything you export — a timesheet, a rota image, a PDF, an emailed report — leaves TeamTimes and is outside our control. We are not responsible for what others do with information you shared, or for anyone who gains access to your account, device, kiosk or a link or file you passed on (a partner, a family member, a colleague, an employer, anyone).
• No online service can be guaranteed completely secure.

Data loss — keep your own copy

TeamTimes is free and provided “as is”. We do not promise that your data will be kept, synced or recoverable, and we are not liable for lost, deleted or corrupted data. Please export your records regularly and keep your own backup or paper copy. TeamTimes is a convenience — your official payroll and employment records remain your responsibility (see the Terms of Use).

Retention & deletion

Your data is kept while your account is active. You can export everything and delete your account and all of its data at any time from the iOS app (Settings → Account) or by emailing privacy@teamtimes.org. Deletion is immediate and permanent — we cannot get it back for you. Server error logs roll over within days. The terms acceptance ledger is append-only and is kept as long as we may need it to show what was agreed.

Your rights

Under UK GDPR you may request access, correction, erasure, restriction, objection or portability of your personal data — email privacy@teamtimes.org and we will respond within one month. You may complain to the Information Commissioner's Office (ico.org.uk). If you are a team member rather than the account holder, please ask your employer first — they control your record in TeamTimes.

Children

TeamTimes is a business tool and is not directed at children. Account holders must be 18 or over. If you record a young worker's hours, you are responsible for handling their data lawfully.

Changes to this notice

We may update this notice; the date at the top always shows the current version. Material changes will be highlighted in the app.

TeamTimes is a record-keeping aid, not a payroll, legal or safety system — see the Terms of Use.