FieldClock Privacy Notice

This notice explains what FieldClock collects, how it is used, who can access it, and what workers and customers should understand before FieldClock is used in production.

Version 1.2 Last updated May 11, 2026 Canada / PIPEDA aware

For workers

Workers may be required to review and accept the in-app privacy and workforce-data agreement before using FieldClock. FieldClock is designed for timekeeping, payroll support, active-shift location verification, and job-site operations.

For employers

Your company is responsible for deciding how FieldClock is used in your workplace and for ensuring you give any employment, monitoring, or privacy notices and obtain any consents required by applicable law.

What FieldClock does not do

FieldClock does not sell personal information and does not use workforce data for advertising. Location features are intended for workforce operations, not consumer profiling.

1. Who this notice applies to

This notice applies to workers, managers, supervisors, company account owners, support users, and site visitors who interact with FieldClock.

FieldClock’s role

For most workforce records, the employer using FieldClock is the organization deciding why the data is collected and how it is used in the workplace. FieldClock provides and secures the platform, processes data to operate the service, and may also process billing, support, security, and platform-administration data directly.

If you are an employer, this notice helps you, but it is not a substitute for getting legal advice on workplace monitoring, employment consent, or provincial rules that may apply to your rollout.

2. Information FieldClock may collect

Account and workforce information

Name, username, display name, company, role, and contact details provided by the worker or employer.
Worker settings, pay settings, trade assignments, job assignments, route assignments, schedules, approvals, and account status.

Timekeeping and payroll information

Clock-in and clock-out times, breaks, shift notes, worker notes, timesheets, pay calculations, mileage, overtime, approvals, and related payroll or export data.

Location and shift-verification information

Clock-in and clock-out GPS coordinates.
Live shift GPS pings, current shift location, location timestamps, and accuracy values during active shifts.
Geofence enter and exit events when those features are enabled.
If the worker grants background or always-on location in the native app, FieldClock may continue collecting location during an active shift while the app is minimized or closed until the shift ends.

Technical, notification, diagnostic, and security information

IP address, session activity, device or browser user agent, push-notification subscription details, diagnostic reports, and security or abuse-monitoring logs.

What FieldClock does not normally collect

FieldClock does not normally collect camera, microphone, contacts, biometric, or photo-library data through ordinary use of the app.
FieldClock is not designed to keep tracking workers after they clock out.

3. When location is collected

At punches — when a worker clocks in or clocks out.
During active shifts — for live crew visibility, job-site verification, geofence events, and related active-shift features.
In the native app with permission — background or always-on location can continue during an active shift while the app is minimized or closed, until the shift ends.
Outside active shifts — FieldClock is not intended to track workers after they have clocked out.

4. How FieldClock uses the information

To provide timekeeping, scheduling, job assignment, live crew visibility, and workforce-management features.
To verify active-shift work locations, support payroll accuracy, calculate overtime, and maintain records.
To support job-site safety, dispute resolution, and customer support.
To protect the platform, investigate abuse, troubleshoot issues, and comply with tax, employment, legal, or audit obligations.

5. Who information may be shared with

Authorized employer personnel such as managers, supervisors, payroll staff, admins, and owners.
FieldClock platform staff when reasonably necessary for support, onboarding, maintenance, security review, or legal compliance.
Browser or device push services when notifications are enabled. This can include vendor push infrastructure such as the browser/device push provider, which processes push endpoints, cryptographic subscription keys, and notification-delivery metadata needed to deliver alerts.
Configured email providers or relays when FieldClock sends invites, password resets, or other emails. This generally means the recipient email address, subject line, and message content are processed by the configured email provider.
PayPal if billing is enabled. FieldClock sends billing and subscription checkout data such as the selected plan, company identifier in custom checkout metadata, return/cancel URLs, and optional billing email. PayPal then handles the payment flow and account/payment instrument data on its own platform.
QuickBooks / Intuit if the employer enables the integration. This can include OAuth connection data, employee mapping data, timesheet sync data, and accounting journal payloads needed for the integration.
OpenStreetMap Nominatim when a user performs map or address search. FieldClock sends the typed search query and service user-agent needed to return search results.
ip-api.com for security-dashboard IP geolocation lookups. FieldClock may send logged source IP addresses there to enrich suspicious-activity investigations with country, city, and network-organization data.
Other legal recipients such as regulators, courts, law enforcement, or counterparties where required by law or reasonably necessary to protect rights, safety, property, or the platform.

FieldClock does not sell personal information and does not use workforce data for advertising.

6. Cross-border processing

Some service providers or integrations may process data outside your province, territory, or country, depending on the provider involved.

7. Retention

Payroll and timesheet records may be retained for at least seven (7) years where required by tax or employment record-keeping rules. Other operational, support, billing, security, and diagnostic records may be retained as long as reasonably necessary to operate, secure, support, and document the service and related legal obligations.

8. Safeguards

FieldClock uses reasonable administrative, technical, and physical safeguards to protect data, including password hashing, session controls, access restrictions, and request-protection measures. No internet or mobile service is perfectly secure, so FieldClock cannot promise absolute security.

9. Rights, choices, and updates

You may request access to your personal information and request corrections if information is inaccurate.
You may withdraw consent where consent is the legal basis for use, but doing so may limit or prevent use of FieldClock in the workplace.
You can decline optional permissions such as notifications or background location, but some features may not work properly and your employer may not be able to use FieldClock as intended.
Workers should usually contact their employer first for workplace records. You may also contact FieldClock directly for platform-level privacy questions.
If you believe a privacy concern has not been handled properly, you may contact the Office of the Privacy Commissioner of Canada.
FieldClock may update this notice from time to time. If the changes are material, workers may be asked to accept an updated in-app agreement before continuing to use the service.

10. Contact

Privacy questions, access requests directed to FieldClock, or unresolved concerns can be sent to [email protected].

General business questions can be sent to [email protected].