YCACLOCKPrivacy policy
YCACLOCK is the time clock of Young Corporation of America (“we”, “the company”). It is used by our own staff to clock in and out and to see their hours, and by our administrators to manage those records. This policy says what the YCACLOCK phone app and desktop app record about you, why, who sees it, how long we keep it, and how to have it deleted.
Who can use YCACLOCK
Only people with an account that a company administrator has approved. You sign in with your Google account, on an iPhone with your Apple ID (Sign in with Apple), or with an email address and a password when an administrator made your account that way. YCACLOCK is not for children: you must be 18 or older.
What we record, and why
Your account. Your name, email address and profile picture, as your Google account or Apple ID provides them, or your name and email address as the administrator who made your account entered them, so that your hours are yours and administrators can see who worked when. With Sign in with Apple you can hide your email address: we then get one that Apple forwards to you. A password is kept by Google Firebase, which runs our sign-in, only in a scrambled form (a hash) that nobody can read back, us included. The administrator who sets your first password knows it until you choose your own with Forgot password or Change password.
Your location, while you are clocked in on the phone.
- When you clock in and when you clock out, the app records where your phone is, to confirm that you are at your office. If you clock in away from the office, the record says so and administrators are told.
- Where your phone goes while you are clocked in. With your permission (“location all the time” on the phone), from the moment you clock in on the phone to the moment you clock out, the app records where your phone is, even with the app closed: a point every few metres while you move and every two minutes while you stay put, sent every half minute, and every few seconds while an administrator is looking at the live map. The company’s administrators see where you are on that live map while you are clocked in, and a map of your day (where you stayed, and each drive or walk, with its speed). If you leave your office while clocked in, the app clocks you out at that moment and tells you (auto clock-out; you can turn it off in the app’s Settings, and the app then asks whether you meant to clock out instead). What was recorded of where your phone went after that moment is deleted. The app says so while you are clocked in, and on Android a notification shows the whole time.
- When you arrive at or leave an office you are assigned to, the app records that moment (the time and where the phone was), clocked in or not.
- Nothing while you are clocked out. YCACLOCK does not record where you go when you are not clocked in. Location is precise (GPS) when your phone allows it.
Your network address and your device. With each clock-in and clock-out, our server records the internet address the request came from (and the town that address points to, looked up at IPLocate) and the phone’s model and system version, with a random identifier for the device. This lets administrators tell an office network from another and notice a clock-in from a new device or from far away.
Your hours. When you clocked in and out, how long you worked, and any summary you wrote. This is the payroll record.
Notifications. If you allow notifications, the app keeps a delivery token so we can send you: word when you leave the office while clocked in (that you were clocked out, or a question whether you meant to clock out), a reminder when you are still clocked in late in the evening, word when your account is approved, and the note that a session was ended because it reached the maximum length.
The desktop app (for remote work, on a Mac or Windows computer) records the same account, hours, network address and device details at each clock-in and clock-out; where your computer is, from the computer’s own location service, which clocking in remotely needs, at each clock-in and clock-out and every 5 minutes while you are clocked in, also while its window is closed and it runs in the background (the company’s administrators see it on a map, as they see the phone’s); your answers to “Are you here?” checks; and, while you are clocked in remotely, whether your computer is in use, idle, locked or asleep, which the computer itself tells the app (whether the keyboard or mouse was used lately: never what you typed, read or which apps you used). Nothing of this is recorded while you are clocked out, or while the app isn’t running.
We do not collect analytics, advertising identifiers, contacts, photos other than your profile picture, or anything for advertising, and we never sell or rent your data.
Who sees it
- You see your own hours in the phone app and in the desktop app.
- The company’s administrators see everyone’s hours, clock-in and clock-out details (time, place, network, device), arrivals and departures at the offices, where each person’s phone is and went while they were clocked in, and the flags these raise, to keep the payroll accurate and staff out on the road accounted for. You don’t see your own route in the app; ask an administrator.
- Our service providers, who process the data for us and for no other purpose: Google (Firebase: hosting, sign-in, database and notifications, in the United States), IPLocate (the town a network address points to), and Apple’s and Google’s notification services (delivery of notifications). We share nothing with anyone else unless the law requires it.
How long we keep it
Time records (clock-ins, clock-outs, hours, and the details recorded with them) are kept for as long as employment and tax law require the company to keep payroll records — in the United States, at least three years — and then deleted. Where your phone went while you were clocked in is kept for 90 days, then deleted. Your account details are kept while your account exists. Notification tokens are removed when you sign out or turn notifications off.
Deleting your account
In the app: Settings → Delete my account. In the desktop app: Settings → Sign-in → Delete my account. Without the apps: email goo.choi@takeoffprime.com from the address you sign in with, or ask any company administrator, and we delete it for you. Deleting the account removes at once your sign-in, profile picture, devices, settings, notification tokens and the record of where your phone went. If you have worked hours, your time records stay, with only your name and email so that they remain yours, for as long as payroll law obliges us to keep them (in the United States, at least three years), and are then deleted; an account that never clocked in is deleted entirely. If you signed in with Apple, YCACLOCK's access to your Apple ID is revoked too. If you want a copy of your records first, ask an administrator.
Your choices
Location and notifications are permissions on your phone: you can withdraw them at any time in the phone’s Settings. The app then says which permission it lacks. Without location you cannot clock in or out on the phone (an administrator can record a session for you); without notifications you can, but the app cannot tell you when you leave the office while clocked in. The Log and Settings always work.
Security
Everything travels encrypted (HTTPS) and is stored in Google Firebase with access rules that let each person read only their own records and administrators the company’s. Only our server writes clock times.
Changes and contact
We will change this policy when the app changes what it records, and put the date at the top. Questions, requests for a copy of your data, or complaints: goo.choi@takeoffprime.com, or any company administrator. Help with the apps: YCACLOCK support.